Workspaces and teams
Plans and limits in a workspace
A workspace runs on the plan of the person who owns it. What that decides, what follows your own account instead, and how a Business team fits with a plan you pay for yourself.
On this page
A workspace has one bill, and it is the owner's. Every limit inside it comes from that person's plan: how much fits, how big a file may be, how many conversions a day, how many documents, how many members. It does not matter who is doing the work. Open a workspace somebody else owns and you are working on their plan while you are in it.
This is one rule with no exceptions, which is what makes it possible to hold in your head. The two consequences surprise people in opposite directions, and both are worth knowing before you run into one of them.
You are invited into a bigger plan
On Free in somebody's Pro workspace, you convert, compress and upload the way Pro does, there. You are spending their allowance, which is what being invited means.
You bring your own plan into a smaller one
On Pro in somebody's Free workspace, you get Free limits, there. Your subscription pays for your workspaces, not for theirs.
Your own workspaces are untouched either way
Switch back and your own plan applies again, in full. Nothing you do in another workspace spends anything of yours.
What the owner's plan decides#
| Inside a workspace | What that means in practice |
|---|---|
| Storage | One allowance for the owner's whole account, shared by every workspace they own. See Storage and auto-extend. |
| How much may be uploaded per month | Counted against the owner, across everything uploaded into their workspaces. |
| The largest file that may be uploaded, converted or compressed | The owner can also set a lower cap for one workspace in Manage workspace, Limits. A cap there can narrow what the plan allows, never widen it. |
| Conversions and compressions per day | A conversion you start here counts against the owner's day, and their plan decides whether it is allowed at all. |
| How long share links may last, and whether files expire | See Share links. |
| Your own branding and your own domain on links from this workspace | See Your own domain. |
| Photo cap and photo resolution | Measured across every library that owner owns, so a new workspace never mints a fresh allowance. See Photo limits. |
| How many documents, spreadsheets, canvases and forms fit | Counted per workspace. A Free workspace holds a Free workspace's worth of them no matter who made them. |
| How many forms may accept responses at once, and how many responses a month | See Sharing a form. |
| How long version history is kept | The whole workspace keeps history for the same length of time, whoever made the edit. |
| How many members it may have | See Inviting people. |
What each plan allows is on the plans page and in Plan limits.
What follows your own account instead#
Some apps are not part of a workspace at all. They belong to your account, they are invisible to the people you share a workspace with, and they use the plan you pay for yourself, wherever you happen to be.
- Calendar and Contacts: your own, and nothing about them is exposed to the workspace.
- Beam: your own devices and your own transfers.
- Folio: your public page, one per account.
- Rooms: how many rooms you may have open at once comes from your plan, not from any workspace.
- Meet: how many people may join and how long a call may run come from the plan of whoever started the meeting.
- Nemi AI: the weekly budget is yours, and asking Nemi to do something inside a colleague's workspace still spends yours.
When your company adds you to its team#
A Business account can link whole accounts under one bill. While you are linked, your plan is the better of your own plan and Business, and it is that better plan that applies everywhere you go, including in your own workspaces.
| What you pay for | What your company gives you | What you get |
|---|---|---|
| Nothing (Free) | A Business seat | Business limits everywhere, for as long as you hold the seat. You pay nothing. |
| Pro | A Business seat | The better of the two on every limit. Your own subscription keeps running and keeps billing; the seat does not replace it or refund it. |
| Max | A Business seat | Everything Max gives you, kept. Your paid personal storage stacks on top of the company pool rather than being wasted. |
Leaving the team, or having the seat removed, is not a deletion: you keep your account, your workspaces and everything you made. What you lose is the Business plan, so your own plan applies again and your storage is measured against it. See Business accounts and teams.
Seeing which plan applies#
Open the workspace switcher at the top of the sidebar. Under every workspace name is the plan it runs on and whose it is: "Your Pro plan" for one you own, "Jamie's Free plan" for one you were invited into.
A workspace uses the plan of whoever owns it, and the switcher says which one that is before you pick it.
When something is refused, the message says whose plan refused it. "Conversion is not part of the Free plan this workspace runs on" is not the same problem as "Conversion is not part of the Free plan", and only one of them is fixed by you upgrading. If the plan that refused you is not yours, the person who can fix it is the owner, and the other answer is to do the work in a workspace of your own.
I pay for Pro. Why can I not convert in my colleague's workspace?
Because that workspace runs on their plan, and their plan does not include conversion. Your Pro applies in the workspaces you own. Copy the file into one of yours and convert it there, or ask them to upgrade.
Somebody I invited is on Free. Can they use my conversions?
Yes, inside your workspace, and it comes out of your daily allowance. That is what inviting somebody means: they work on your plan. If you would rather they did not, invite them as a viewer, or work with them through a share link or a room instead of adding them to the workspace.
Can a member see the paid features my plan pays for?
Inside your workspace, yes. They see the same interface you do, because the workspace really does have those features. Outside it they have their own plan and their own limits.
Does inviting somebody on a bigger plan raise my limits?
No. A member's plan never raises the workspace they are in. Only the owner's plan counts, so the way to raise a workspace is to upgrade the account that owns it, or to move the work into a workspace owned by the bigger account.
Whose storage do the files I upload into somebody else's workspace use?
Theirs. The file belongs to the workspace, and the workspace is billed to its owner. Photos are the one thing measured differently: a photo counts against the workspace it is in, and stays with the account that uploaded it if that person closes their account.
I upgraded and nothing changed.
Check the switcher line for the workspace you are in. If it names somebody else, you upgraded your account while working on theirs, and the upgrade applies in your own workspaces. Your money is not lost, but the limit you hit was never yours to raise.
Related
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