Administer a Zentrik workspace safely

Zentrik workspace roles are:

• Owner: workspace ownership and the most sensitive workspace-level controls
• Admin: workspace settings, integrations, API keys, team administration, and product configuration
• Editor: day-to-day creation and editing in product workflows without access to workspace Settings
• Viewer: read-only workspace participation

Keep at least one active Owner. Do not use Owner as the default collaboration role. Review Admin access whenever responsibilities change.

Open Settings → People to review members and pending invitations. Use Members to change workspace roles and Teams for team membership. Check delivery state before resending an invitation. Follow Invite people and manage access for the full procedure.

The Settings hub groups product configuration and workspace administration:

• Discovery: evaluation, workflow, and property configuration
• Definition: requirements, documentation templates, and user-story standards
• Delivery: cycles and team capacity
• Integrations: connected evidence and delivery providers
• API Keys: credentials for MCP clients and the external API
• People → Members: workspace members, workspace roles, and invitations
• People → Teams: operational teams, team membership, and team roles
• Billing: plan, usage, and invoices when the role can manage billing
• Portal: Ideas Portal access and configuration when enabled
• Workspaces: workspace naming, switching, and defaults; only Owners can add another workspace

The options shown in Settings depend on the workspace plan and enabled capabilities.

The top-left menu shows the current team. Use Switch workspace in that menu before administering another workspace. Members and Teams always apply to the selected workspace.

Open Settings → Billing for the plan, usage, limits, and invoices when your role permits it. See Pricing for current packaging.

In Settings → Workspaces, Owners and Admins can rename workspaces they administer, set a default, and declare company email domains. Include each domain your own team uses so imported conversations can distinguish coworkers from customers. Only Owners can create an additional workspace.

Use Switch workspace in the top-left menu before administering another workspace. Keep separate workspaces when teams or clients need separate access and context.

Treat provider credentials and Zentrik API keys as secrets:

• create separate credentials for distinct systems or agents when practical
• name keys by purpose and owner
• grant only the scopes the workflow needs
• store secrets in an approved secret manager or environment variable
• never paste a key into documentation, chat, source control, screenshots, or support messages
• revoke credentials that are unused, exposed, or owned by a departing teammate
• confirm the active Zentrik workspace before connecting an MCP client

Use MCP setup or the REST API reference for the relevant authentication flow.

Before removing a teammate:

1. Transfer ownership of important product decisions, documents, integrations, and operating routines.
2. Identify credentials, connected providers, or external automations they own.
3. Create replacement credentials where needed.
4. Revoke the person’s invitations or remove their membership.
5. Revoke or rotate affected API keys and provider credentials.
6. Verify that required integrations and scheduled imports still run.

Removing a member is not a substitute for rotating a credential they could access.

Periodically review active Owners, Admin responsibilities, pending invitations, credential owners, billing access, and workspace boundaries. Revoke unused credentials and reconcile expired invitations.

Use Security and trust for current public assurance information. For a workspace-specific access, billing, or configuration issue, use the Still stuck? path below and include the workspace name, the screen, what you expected, and what happened.

Do not include passwords, API keys, access tokens, private customer content, or full diagnostic exports in the initial support message.