Workspace

Manage your team, agents, and resources in one place

A Workspace is the top-level container for everything you build and manage on the platform. It holds your agents, team members, integrations, media, and knowledge bases. Every action your team takes, from creating and deploying an agent to configuring an SSO provider, happens within a Workspace.

How Workspaces Are Structured

A single user account can own or belong to multiple Workspaces, and each Workspace can host multiple users and agents. This makes it easy to separate concerns: maintain per-client Workspaces or give different departments their own isolated environments.

Each Workspace operates independently. Users, agents, integrations, settings, and data do not cross Workspace boundaries.

Switching and Creating Workspaces

The Workspace selector shows which Workspace you are currently in. Open it to search through your Workspaces, switch between them, or create a new one.

Switch Workspace

Open the Workspace selector and pick any Workspace from the list. The list includes every Workspace you own and every Workspace you have been invited to. Use the search field to filter by name.

Create a New Workspace

Select Create New Workspace. Give it a descriptive name that reflects its purpose and choose a timezone and data retention period. Once created, you can start configuring it, inviting users and adding integrations.

The Dashboard

The first thing you see when you open Workspace is the Overview dashboard. It gives you a snapshot of activity across all your agents without needing to dig into individual sessions or analytics.

The dashboard surfaces three metrics for the last 30 days:

Most Used Agents

Your agents ranked by activity, with user and session counts for the period. Spot which agents are gaining traction and which are declining. Select View All to jump to the full Agents list.

Sessions

Total conversation count across all agents with a percentage change from the previous 30-day window. The line chart shows daily volume so you can spot traffic spikes or drops at a glance.

Users

Total unique users who interacted with your agents, broken down into new and returning. The trend percentage and chart help you track audience growth over time.

The stats period and timezone are displayed at the bottom of the dashboard. The timezone reflects your Workspace configuration, not your browser.

Navigating the Workspace

The sidebar gives you access to every management feature in your Workspace. Select any of the sections below to explore in detail.

Agents

Users

Integrations

Media Manager

Knowledge Bases

Audit Logs

Configuring your Workspace

Go to Workspace > Settings > Configuration to manage the core properties of your Workspace. Changes here affect every user and agent in the organization.

Setting	What it controls	Notes
Workspace Name	Display name in the sidebar, login page, and all Workspace references	Use a descriptive name if you manage multiple Workspaces
Timezone	Default timezone for dashboard metrics, audit logs, and session timestamps	Does not retroactively adjust existing records
Data Retention	How long conversation data and session logs are stored	Options range from 1 to 24 months
Workspace Image	Logo or avatar shown on the login page and Workspace switcher	Helps differentiate between Workspaces at a glance
External Organizations	Connect your Workspace with external organizations to share resources	Select Add Organization to link a new one

Login Settings

Go to Workspace > Settings > Login Settings to control how your team members sign in. Two concerns live here: what the login page looks like, and how authentication works.

Login Experience

Customize what users see on the login screen. These settings only apply to the Workspace login page (https://console.helvia.ai/login?orgId={{your-workspace-id}}), which you can copy from the Login URL field.

Setting	What it controls
Show Workspace Name	Displays your Workspace name on the login page
Show Workspace Logo	Displays the image uploaded in Configuration
Show Custom Message	Adds a text message below the logo (e.g., a welcome note or internal policy reminder)
Welcome Email	Toggle whether new users receive a welcome email after their account is created

Use Preview Example to see how the page looks with your current settings before saving

Authentication

Three sign-in methods are available. You can enable any combination depending on how your team manages credentials:

• Email and password: The default method. Disable it to force everyone to sign in through SSO; the block applies on the login page, invitations, and password changes.

• Google or Microsoft SSO: Enable one or both so team members sign in with their existing corporate accounts.

• Custom SSO: Connect any OpenID-compatible identity provider by adding an OpenID SSO integration in Workspace > Integrations. Select Add SSO in Login Settings to link it.

Advanced: Post Authentication and Role Mapping

For advanced workflows, enable the Post Authentication URL to call an external endpoint after login. The platform sends the authentication token to your endpoint, which returns user information for automatic role assignment.

Configure the endpoint URL, add any custom Headers your service requires, then connect response values to Workspace roles via Add Value - Role in Mapping

Deleting a Workspace

The Danger Zone at the bottom of the Configuration page lets you permanently delete the Workspace. This removes all agents, data, settings, and integrations. Users are not deleted from the platform but lose access to this specific Workspace.

Permanent Action Workspace deletion cannot be undone. Ensure you have exported or backed up any necessary data including agents and sessions before proceeding.

Best Practices

• Name Workspaces descriptively: If your organization uses multiple Workspaces (e.g., per-client), include the purpose in the name so team members switch to the right one

• Set the timezone early: Dashboard stats, audit logs, and session timestamps all inherit this setting. Changing it later does not retroactively adjust existing records

• Match data retention to compliance needs: Shorter windows save storage but limit your ability to review historical sessions. Align the setting with your organization's data retention policy

• Restrict login to SSO when possible: Centralizing authentication through your identity provider reduces password-related support requests and improves security

• Review the dashboard weekly: The 30-day trends on the Overview surface usage shifts early, before they become problems

You now understand what a Workspace is, how to configure its core settings, and how to customize the login experience for your team.