Kokar Help CenterSpaces
The big divisions of an organization — a company, a client, or a department.
A space is the biggest division inside an organization — one of the companies you run, one of the clients you work for, or one of the departments you are split into.
What a space holds
- Projects — where tasks live. A space can hold them directly.
- Folders — optional groupings, when the space has enough projects to need shelves.
- Docs — a tree of pages, folders and uploaded files pinned to the space. A page is written in the editor; a file is anything you upload and want kept next to the work rather than attached to one task.
- Its own Overview, a dashboard created with the space.
- Its own set of task statuses, inherited by the projects inside it.
- Its own custom fields, which appear on every task in the space.
Create a space
Open the Spaces section of the sidebar
Hover the Spaces heading and use the + beside it — New Space.
Name it, and give it an icon
The name is what the whole team navigates by — the client's name, or the department's. Pick an icon and a colour at the same time; in a sidebar of ten spaces, colour is what your eye actually uses.
The description underneath is optional and answers "what is this space for?" for whoever joins in six months.
Decide whether it is private
Leave it public and everyone in the workspace can open it. Switch Private space on and it is invisible to anyone you have not added.
Set the default permission
Public spaces only. This is what every workspace member gets here unless you override it for someone individually.
The space appears in the sidebar straight away, and you are added to it with full access.
Rename, re-icon, describe
Open the space's ⋯ menu → Edit Space. The General tab holds the name, icon, colour and description; Members holds who can see it and at what level.
Privacy and access
Every space is either public or private.
Public means every workspace member can open it, at the level you set as the default:
| Preset | What it allows |
|---|---|
| Full edit | Create, edit and delete content, and manage the space's settings and members |
| Edit | Create and edit content — but not delete other people's, or change space settings |
| Interact | Comment, and move tasks assigned to them. No creating or editing otherwise |
| View only | Read. No editing, no commenting |
Private means the space is invisible rather than locked — it does not appear in the sidebar, in pickers, or in results for anyone who is not a member of it. Add people through the space's ⋯ → Share Space, each at whichever preset fits.
Either way, one person can be given a different level from everyone else, from Edit Space → Members (or Manage access on the space's own page) — useful when a space is broadly editable but one contractor should only read.
Permissions inherit downwards
Access granted on a space flows into its folders and projects. A folder or project can then be made private on its own, which takes it back out of that inheritance for everyone not on its own list.
Task statuses
Statuses belong to the space, not to each project. One set — Open,
In Progress, In Review, Done, Closed to begin with — is created with
your first project and every project in the space then uses it.
Edit that set from the space's ⋯ menu → Task statuses: rename, recolour, reorder, add and remove. Removing a status that still has tasks on it asks you where those tasks should go first, so nothing is left without a status.
A single project can break away and keep its own set — see Projects.
Custom fields
The Edit Space dialog also defines custom fields — text, number, date, checkbox, dropdown or labels — and they appear on every task in the space. A project can add its own on top, and a task shows both sets together.
Reordering
Spaces sit in the sidebar in whatever order you drag them into. The order is the workspace's, not yours — everyone sees the same one — so it is an owner/admin action.
Archive a space
Archiving takes a space out of the sidebar without touching anything in it. Right for the client you finished with in March and do not want to look at, but are not ready to throw away.
Archived spaces are listed under Settings → Archive, and only a workspace owner or admin can bring one back.
Delete a space
⋯ → Delete Space sends the space to Trash with everything inside it — folders, projects, tasks and all.
Nothing is destroyed at that moment. The space sits in Settings → Trash for 30 days, where restoring it brings the whole thing back, contents included. After 30 days it is purged automatically, and that is permanent.
Who can restore
Whoever deleted something can restore it. Admins can restore anything public, and the workspace owner can restore anything at all — including items deleted out of private locations they were never in.
Limits by plan
Only active spaces count. Archived and deleted ones do not.
| Plan | Active spaces |
|---|---|
| Free | 5 |
| Standard, Business, Enterprise | Unlimited |
Hitting the limit does not break anything you already have — it only stops the next one being created until you archive, delete or upgrade. The full table is on the pricing page.
Frequently asked questions
Who can create a space?
Workspace owners and admins. A member works inside the spaces they have been given, and creates tasks and docs rather than locations. On Enterprise, a custom role can grant space creation to specific people.
How many spaces can I have?
Five active spaces on Free, and unlimited on every paid plan. Archived and deleted spaces do not count towards the limit.
What is the difference between archiving and deleting a space?
Archiving hides it from the sidebar and nothing else — an owner or admin brings it back from Settings → Archive whenever they want. Deleting sends it to Trash with everything inside it, where it stays restorable for 30 days before being removed permanently.
Can I move a project from one space to another?
Not currently. Projects move freely between folders inside their own space, but a project belongs to the space it was created in.
Does a private space hide from admins too?
Yes. Admins run the workspace but do not automatically appear in private spaces they were not added to. The workspace owner is the exception — they see everything.