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Spaces

Organize work by team, department, or client with Mosic's top-level organizational structure

Published: January 15, 2025

Spaces

Spaces are the highest level of organization in Mosic within a workspace. They help you organize work by team, department, client, or any other major category, containing projects, lists, and tasks. Each space can have its own members, manager, and privacy settings.

Understanding Spaces

Organizational Hierarchy

Workspace
└── Space (Top level organization)
    └── Project
        └── List
            └── Task

Spaces contain:

  • Multiple projects with their task lists and tasks
  • Team members with role-based access
  • Space manager for ownership and oversight
  • Space-specific settings and configuration
  • Analytics dashboard with performance insights

Example spaces:

  • “Product Development” - Engineering and product work
  • “Client Projects” - Client work organization
  • “Company Operations” - Internal operations and processes
  • “Contractors” - External contractor management

Accessing Spaces

Spaces Overview Page

Navigate to Spaces from:

  • Sidebar: Click “Spaces” section
  • Main navigation: Access Spaces overview page

View Options

Wall View

  • Visual card layout with large icons
  • Best for fewer spaces (1-10)
  • Quick visual identification
  • Prominent space icons and avatars

List View

  • Compact layout showing all spaces
  • Better for many spaces (10+)
  • More information density
  • Ideal for scanning and management

Each space displays:

  • Space icon/emoji
  • Space name
  • User avatars (members/owners)
  • Additional metadata

Space Detail Page

Click any space to access its comprehensive detail view.

Available Tabs

1. Projects Tab (Default)

View all projects within the space.

Board View:

  • Projects displayed as kanban cards
  • Visual project overview
  • Status-based organization

List View:

  • Detailed project information
  • More projects visible at once
  • Better for project management

2. Dashboard Tab

Comprehensive analytics and statistics for the space.

Overview Metrics:

  • Total Projects - Count of all projects with active projects count
  • Project Completion - Percentage of completed projects with progress bar
  • Total Tasks - Count of all tasks with completion percentage
  • Average Task Age - Age of pending tasks in days (with status indicator)
  • Team Performance - Average completion rate across team members

Project Status Distribution:

  • Donut chart showing projects by status (Completed, In Progress, On Hold, etc.)
  • Visual breakdown of project health
  • Click-through to filtered views

Task Completion Trend:

  • Line chart showing task completion over time
  • Timeframe selector (7 days, 30 days, 90 days)
  • Activity and velocity tracking

Projects Performance:

  • List of all projects with key metrics
  • Task list count and task count per project
  • Completion rate and status for each project
  • Click to navigate to project details

Team Performance:

  • Individual team member performance cards
  • Performance score and completion rate
  • Average task age per assignee
  • Workload indicators (high, medium, low)
  • Overdue task counts and recent activity
  • Status indicators (on track, low activity, overdue)

Recent Activity:

  • Space-level activity feed
  • Task completions and updates
  • Project modifications
  • Task list changes
  • Comment activities

Quick Actions:

  • Navigate to All Projects
  • View Space Tasks
  • Create New Project

3. Info Tab

View and edit space information and metadata:

  • Workspace - Parent workspace name (read-only)
  • Created Date - When the space was created
  • Manager - Current space manager’s name
  • Description - Rich text editor for detailed space description (editable with Update permission)

The Info tab provides a focused view of space metadata and allows editing the description field directly.

4. Settings Tab

Configure all space properties and access control:

General Settings:

  • Space Title - Change the space name
  • Space Icon - Update icon emoji and color
  • Description - Edit space description (also available in Info tab)
  • Space Visibility - Toggle between public and private

Manager Section:

  • Assign a space manager from existing members
  • Manager must be a space member
  • Only one manager per space

Members Section:

  • Add and remove space members
  • Assign member roles (Admin, Member)
  • View current member list with roles
  • Control who has access to the space

Danger Zone:

  • Delete Space - Permanently remove the space
  • Requires Delete permission
  • Deletes all projects, lists, and tasks within the space
  • Requires typing the space title to confirm deletion
  • This action cannot be undone

Creating and Managing Spaces

Creating a Space

Creation process:

  1. Navigate to Spaces page
  2. Click the “Create” or ”+” button
  3. Fill in the Create New Space modal:
    • Space Name (required) - Enter a descriptive name for your space
    • Description (optional) - Describe the purpose of this space
    • Appearance - Select an icon and color for visual identification
    • Space Visibility - Check “Make space private” to restrict access to invited members only
  4. Click Create Space button

Space fields:

  • Title: Display name for the space (required)
  • Description: Rich text description explaining the space’s purpose
  • Icon: Emoji or icon for visual identification
  • Color: Color theme for the space
  • Is Private: Controls whether the space is visible only to invited members
  • Manager: User responsible for managing the space
  • Workspace: The parent workspace containing this space (automatically set)
  • Members: Team members with access to the space and their roles

The space will be created in your current workspace and you will be automatically added as an Admin member.

Editing a Space

To modify space properties:

  1. Open the space detail page
  2. Navigate to Settings tab
  3. Update any of the following:
    • Space Title - Change the space name
    • Space Icon - Update the icon and color
    • Description - Edit the space description
    • Space Visibility - Toggle private/public access
    • Manager - Assign a space manager from existing members
  4. Changes are saved automatically on blur or after selection

Permission requirements:

  • You need Update permission on the space to edit its properties
  • Only users with Delete permission can delete a space
  • Member management requires Update permission

Managing Space Members

Adding members:

  1. Go to Settings tab
  2. Scroll to Members section
  3. Add team members and assign roles

Member roles:

  • Admin - Full control over the space and its content
  • Member - Can view and contribute to space content
  • Role assignment affects permissions for projects and tasks within the space

Removing members:

  1. Navigate to Settings tab
  2. Find the member in the Members section
  3. Use the remove option (requires Update permission)

Managing Projects

Within a space:

  • View all projects in Projects tab
  • Switch between Board view (kanban cards) and List view (detailed table)
  • Create new projects from the Projects page and assign them to this space
  • Monitor project status and completion rates
  • Organize projects by status or category

For detailed project management, see Projects.

Space Navigation

Spaces appear in the sidebar with expandable hierarchies:

  • Spaces section with count badge
  • Expandable spaces showing projects
  • Nested lists under projects
  • Quick navigation to any level
  • Action buttons:
    • ”+ Add Project”
    • ”+ Add Task List”

Workspace Context

Spaces belong to a workspace:

Workspace (e.g., "Company Name")
├── Space 1: "Product Development"
│   ├── Project A
│   └── Project B
├── Space 2: "Client Projects"
│   ├── Project C
│   └── Project D
└── Space 3: "Operations"
    └── Project E

Switch workspaces using the workspace switcher at the top of the sidebar to see different spaces.

Best Practices

Organizing Spaces

  1. Create spaces for major divisions:

    • By team - “Engineering”, “Marketing”, “Sales”
    • By client - “Client: Acme Corp”, “Client: TechStart Inc” (for agencies)
    • By product line - “Product A Development”, “Product B Support”
    • By department - “Operations”, “HR”, “Finance”
    • By initiative - “Q1 2025 Launch”, “Company Rebranding”

  2. Use clear, descriptive names:

    • Avoid abbreviations: “Product Development” not “PD”
    • Be specific: “Client: Acme Corp” not just “Acme”
    • Follow naming conventions consistently across spaces
    • Include context when helpful: “2025 Marketing Campaigns”

  3. Choose recognizable icons:

    • Use emojis that represent the space purpose (🚀 for launches, 👥 for clients)
    • Maintain consistent icon style across related spaces
    • Pick colors that visually distinguish spaces
    • Make spaces easy to identify at a glance in the sidebar

  4. Keep space count manageable:

    • Aim for 5-15 spaces per workspace for optimal organization
    • Too many spaces (20+) creates confusion and navigation overhead
    • Consolidate similar or overlapping spaces when possible
    • Archive inactive spaces rather than deleting to preserve history
    • Use projects within spaces for further organization before creating new spaces

  5. Leverage privacy settings appropriately:

    • Make sensitive client work private to restrict access
    • Keep internal spaces public for transparency
    • Review privacy settings when team structure changes
    • Use private spaces for confidential initiatives

Space Management

  1. Regularly review membership:

    • Audit space members monthly or quarterly
    • Remove departed team members promptly to maintain security
    • Add new team members to relevant spaces during onboarding
    • Update roles as responsibilities change
    • Ensure the space manager is still appropriate

  2. Monitor the dashboard:

    • Check space dashboard weekly to track progress
    • Review project completion rates and team performance
    • Identify bottlenecks early through average task age metrics
    • Celebrate milestones when projects complete
    • Address overdue tasks and low activity indicators

  3. Maintain space settings:

    • Keep descriptions up-to-date as space purpose evolves
    • Review and update space icons/colors if they become confusing
    • Periodically review member permissions and roles
    • Update manager assignment if needed
    • Document space guidelines in the description field

  4. Organize projects within spaces:

    • Group related projects within appropriate spaces
    • Use consistent project naming conventions
    • Archive completed projects to reduce clutter
    • Monitor project count - if a space has 20+ projects, consider splitting
    • Use project status to track progress systematically

  5. Utilize the Info tab effectively:

    • Write comprehensive space descriptions explaining purpose and scope
    • Document team structure and responsibilities
    • Link to external resources if relevant
    • Update descriptions when space focus changes
    • Include guidelines for what belongs in this space

Performance Optimization

  1. Dashboard usage:

    • Use the Dashboard tab to gain insights into space health
    • Monitor team performance metrics to identify workload imbalances
    • Track task completion trends over different timeframes
    • Use project performance lists to identify struggling projects
    • Review recent activity to stay informed

  2. View selection:

    • Use Wall view when you have 1-10 spaces and want visual overview
    • Use List view when you have 10+ spaces or need to scan quickly
    • Switch views based on your current task (overview vs. management)
    • Use search functionality for quick space location

  3. Navigation efficiency:

    • Pin frequently accessed spaces in your workflow
    • Use sidebar navigation for quick access to space hierarchy
    • Create bookmarks for specific space tabs you visit often
    • Use Quick Actions in Dashboard for common tasks

View Comparison

Wall View

Best for:

  • Small number of spaces (1-10)
  • Visual identification
  • Quick space recognition
  • When space icons are meaningful

List View

Best for:

  • Many spaces (10+)
  • Quick scanning
  • Detailed information
  • Space management tasks

Troubleshooting

Can’t find a space

Solutions:

  1. Use search bar on Spaces page
  2. Check if you’re in correct workspace
  3. Verify you have access to the space
  4. Check sidebar - space may be listed there
  5. Ask space owner for invitation

Can’t access a space

Possible reasons:

  • Not a member of the space
  • Insufficient permissions
  • Space may be archived
  • Wrong workspace selected

Solutions:

  1. Check workspace switcher
  2. Request space access from owner
  3. Verify workspace membership
  4. Contact administrator

Dashboard not showing data

Solutions:

  1. Check if space has projects/tasks
  2. Verify you have permission to view analytics
  3. Refresh the page
  4. Wait for data to load
  5. Ensure projects have activity

Projects not appearing

Solutions:

  1. Verify projects are assigned to this space
  2. Check view filters
  3. Switch between Board and List views
  4. Refresh the page
  5. Check if you have permission to see projects

Space Features Reference

Space Fields

Core Fields:

  • Title (required) - The display name of the space
  • Description - Rich text description supporting formatted content
  • Icon - Emoji or icon for visual identification
  • Color - Color theme for the space
  • Workspace (required) - Parent workspace (set automatically)
  • Created By (required) - User who created the space
  • Manager - User responsible for managing the space
  • Is Private - Boolean flag for private/public visibility
  • Is Archived - Boolean flag for archiving spaces

Date Fields:

  • Created Date - Date when the space was created
  • Created Time - Time when the space was created
  • Last Edit Date - Date of last modification
  • Last Edit Time - Time of last modification

Relationship Fields:

  • Members - Table of members with roles (M Member child table)
  • Projects - Linked projects belonging to this space

Optional Fields:

  • Image - Attach image for space banner or avatar
  • Source Name - External source reference
  • Source Link - External source URL

Permissions Model

Spaces use the Mosaic permission system with workspace-based access control:

Permission Levels:

  • Read - View space and its contents
  • Update - Modify space properties and settings
  • Delete - Remove the space permanently
  • Create - Create new spaces (workspace-level)

Access Control:

  • Private spaces are only visible to members
  • Public spaces are visible to all workspace members
  • Space membership controls access to contained projects and tasks
  • Member roles affect permissions within the space hierarchy

Space Lifecycle

Creating:

  1. User creates space via UI
  2. Space is assigned to current workspace
  3. Creator is automatically added as Admin member
  4. Optional demo data can be added during creation

Managing:

  • Update space properties in Settings tab
  • Add/remove members with appropriate permissions
  • Assign manager for space oversight
  • Archive inactive spaces (sets is_archived flag)

Deleting:

  • Requires Delete permission
  • Cascades to delete all projects, lists, and tasks
  • Requires explicit confirmation with space title
  • Cannot be undone once confirmed

FAQ

Q: What’s the difference between a workspace and a space?

A: A workspace is the top-level container representing an organization or company. Spaces are divisions within a workspace, like departments, teams, or client groups. Each workspace can contain multiple spaces.

Q: Can a project be in multiple spaces?

A: No, each project belongs to exactly one space. This maintains a clear organizational hierarchy and simplifies permission management.

Q: Who can create a space?

A: Any workspace member with the “Mosaic Member” role can create spaces. The creator automatically becomes an Admin member of the new space.

Q: Can I move a project from one space to another?

A: Yes, you can change a project’s space by editing the project settings and selecting a different space from the space dropdown.

Q: How do I delete a space?

A: Go to the space’s Settings tab, scroll to the Danger Zone section, and click “Delete Space”. You must have Delete permission and confirm by typing the exact space title. This will permanently delete the space and all its projects, lists, and tasks.

Q: Can I change a space’s icon and color?

A: Yes, navigate to the Settings tab and use the “Space Icon” picker to select a new icon and color theme. Changes are saved automatically.

Q: Do spaces affect task visibility?

A: Yes, spaces provide organizational boundaries. Tasks within a space are only visible to space members. Private spaces restrict visibility to invited members only.

Q: What happens to space data when I archive it?

A: Archiving a space sets the is_archived flag to true, which hides it from normal views but preserves all data. The space can be unarchived later if needed.

Q: Can I have multiple managers for a space?

A: No, a space can only have one manager at a time. However, multiple Admin members can have full control over the space.

Q: How do space members differ from workspace members?

A: Workspace members have access to the entire workspace. Space members are specifically granted access to individual spaces and their contents. A workspace member must also be a space member to access that space’s projects and tasks.