In this guide· 6 chapters
Name it, and it is yours
A company's shared space starts with a single tap.
- 1
Open the switcher and create
From the context switcher — the little identity control on the rail — choose Create organisation. Give it a name and pick a colour; that colour becomes how everyone knows, at a glance, that they are working in the company's space and not their own.
- 2
Let it provision
In a moment the organisation has its own shared vault and its own memory — a clean, empty brain for the whole team to build on. You are its first owner.
You now hold two spaces under one login: your own private space, and the company's. The switcher flips between them, and the app changes colour so you always know which one you are in.
People, by email, with a role
Open Manage on the organisation to reach the admin console, and go to the Members tab. Invite people by email — one or many at once — and give each the role that fits:
- Owner — full control, including billing. Keep at least one; you can add more.
- Admin — can invite people and manage members and teams, and can see Team billing, but cannot cancel the plan.
- Member — works in the organisation against the shared knowledge.
Each person accepts from their own email and joins with their own account. An invitation is tied to the address it was sent to, so a forwarded link cannot enrol the wrong person, and it expires on its own if unused. You can resend or revoke a pending invite, and change or remove anyone later. Bringing a second person in is also where the team plan starts: until then the workspace runs on your own plan and credit, and the first invite pauses to offer the plans — per seat, with one shared pool.
Give each team its own corner
Teams are how you decide who reaches what. On the Teams tab, create a team, name it, give it a colour, and set its access — this is the heart of the whole setup:
- 1
Bind the folders it should hold
Everything in the shared vault is open to every member unless a folder is bound. In the Teams tab's Folders section, give a folder one binding: Team folder (the team alone opens it — nobody else sees it exists) or Kept by a team (everyone reads, the team edits). Each member also has My Vault — a vault of their own that not even an admin can open. The folders guide has the whole model.
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Choose how it uses shared memory
Pick a memory posture — Open (learns from and feeds the whole company), Private writes (reads everything, keeps its own notes), Contribute (publishes for everyone from a focused context), or Isolated (its own walled-off memory). A plain-English line under each option tells you exactly what it means.
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Add people
On the team's People view, add members. Someone can be on more than one team; their access is simply the sum of the teams they are on. Owners and admins open everything shared in the vault, with two exceptions: a team folder they are not in, and each member's own space.
You can pre-assign people to teams right from the invite panel, so they land with the right access the moment they join. The Access view shows, in plain words, exactly what each person can open — a quick way to check nobody can reach more than they should.
Work connections, kept separate
On the Connectors tab, connect the tools the organisation works with. These live in the company's space, entirely separate from anyone's personal connections — and where a service has its own per-person permissions, each member connects their own and reaches only what that service already lets them. The organisation's own Slack bot — the team agent anyone in a channel can tag — is set up here too; the Slack team agent guide walks the install.
To draw the company's edge firmly, name your Google Workspace or Microsoft 365 domain, or point the org at your company's Notion workspace: members can then only connect accounts that belong to the company, never a stray personal one.
Private first, shared on your say-so
Now just work. In the company's space, 1Presence draws on the shared vault and memory — everyone adds to the same growing knowledge instead of starting cold. Anything you make starts private to you:
Draft our Q3 board update from the shared vault and last quarter's.
Works from the company's knowledge — within whatever you personally can reach — and saves the draft to the shared vault.
Share this dashboard with the Sales team.
Hands it to that team and nobody else; a label on the card now shows how far it reaches.
Set up a Monday brief for the whole company.
A routine anyone can run or that runs itself; people see the result you designed, not everything it touched.
When you hand something to a team or the whole company, you are only changing who can see it — never giving anyone access to data they could not already reach. More on that in 1Presence for Teams.
One wallet, one clear picture
Open Team billing from your account menu while you are in the organisation — that is where its spending lives. Every seat funds one shared credit pool the whole team draws from, so a busy week for one colleague is covered by a quiet week for another. You can put a monthly ceiling on any member with a single number, open any one person's page for a day-by-day breakdown, and read one clear bill for the company. Once a team plan is running, company work never touches anyone's own credit.
Set up in minutes
Create, invite, scope, connect — then just work.
An organisation with its own shared brain, people in teams with exactly the right reach, company tools kept separate from personal, and one simple bill — with everyone's private space still their own.
Common questions
Q Who can create an organisation?
Anyone with a 1Presence account. You become its owner and can invite the rest of your team straight away.
Q Do my colleagues need their own accounts?
Yes — each person joins with their own free account, from the invitation email. That is what keeps everyone's access and personal space their own.
Q What if someone is on several teams?
Their access is the sum of those teams — the union of every folder and the broadest memory posture they hold. Owners and admins reach everything shared, apart from team folders they are not in and each member's own space.
Q Can I move someone between teams later?
Any time, on the Teams tab. Access follows immediately, and the Access view lets you confirm exactly what each person can open.