# Workspace Setup (https://yapl.app/en/docs/getting-started/workspace-setup)

# Setting Up Your Workspace

A workspace is your organization's home in YAPL. It serves as a secure container for all your projects, teams, resources, and data. Each workspace operates independently with its own subscription, member limits, and configuration.

## The Onboarding Process

After registration, YAPL guides you through a 5-step onboarding process:

1. **Profile Setup** - Configure your personal information
2. **Account Settings** - Set up security and notification preferences
3. **Organization Configuration** - Set up workspace and company details
4. **Billing** - Select your subscription plan (or continue with 14-day trial)
5. **Preferences** - Customize your experience (language, date format, etc.)

You can save your progress at any time and continue later.

## Workspace Configuration

### Basic Information

Navigate to **Settings > Organization** to configure your workspace:

| Field | Description | Requirements |
|-------|-------------|--------------|
| Workspace Name | Your organization's display name | 1-100 characters |
| Workspace URL | Unique identifier for your workspace | Lowercase, hyphens, 3-50 characters |
| Description | Brief overview of your workspace | Optional, up to 500 characters |
| Industry Type | Your business sector | Select from: Service Provider, Vendor, Residential Services, Commercial Services, Civil Engineering |

### Regional Settings

Configure regional preferences that affect date formatting, currency defaults, and fiscal reporting:

| Setting | Options |
|---------|---------|
| Default Language | English, Turkish |
| Default Currency | 3-letter ISO code (USD, EUR, TRY, etc.) |
| Date Format | Various regional formats |
| Fiscal Year Start | Select starting month for financial reporting |
| Default Tax Rate | Percentage for calculations |

### Company Information

YAPL supports both individual and company accounts:

**For Individuals:**
- Full Name
- Tax ID / National ID
- Billing Address

**For Companies:**
- Company Name
- Tax ID
- Tax Office
- Company Type
- Legal Address
- Billing Address (can be same as legal)
- Company Phone and Email
- Authorized Person
- Website
- Number of Employees

<Callout type="info">
Company billing information is used to pre-fill checkout forms and generate invoices.
</Callout>

### Project Numbering

YAPL automatically generates unique project codes. Configure the format in **Settings > Organization > Project Numbering**:

- **Code Prefix**: 3-4 letters/numbers (e.g., PROJ, ACME, NYC)
- **Include Year**: Add current year (2-digit or 4-digit format)
- **Sequence Length**: 3, 4, or 5 digits for sequential numbering

Example formats:
- `PROJ-25-001` (Prefix + 2-digit year + 3-digit sequence)
- `ACME-2025-0001` (Prefix + 4-digit year + 4-digit sequence)

## Managing Workspace Owners

Workspace owners have full administrative control. Key owner management rules:

- **Maximum 5 owners** per workspace
- **Minimum 1 owner** must always exist
- Only existing owners can add or remove other owners
- Owners can leave voluntarily if 2+ owners exist

### Inviting Owners

1. Go to **Settings > Organization**
2. Find the **Owners** section
3. Click **Invite Owner**
4. Choose invitation method:
   - **Email Invitation**: Send directly to their email (expires in 7 days)
   - **Shareable Link**: Generate a link with optional usage limits

### Transferring Ownership

To transfer primary ownership:
1. Add the new owner first
2. Contact support for ownership transfer assistance

## Subscription Plans

Your workspace operates under one of these subscription tiers:

### Trial (14 Days Free)
- 10 seats (test team collaboration)
- 1 project, 1 plan per workspace
- 200 tasks per plan
- Cost tracking and Gantt editing
- No import/export
- Each user gets one trial

### Basic ($15/month)
- 3 fixed seats
- Up to 5 active projects
- 10 plans per workspace
- 200 tasks per plan
- No cost tracking or Gantt editing

### Professional ($69/month)
- 10 included seats
- Additional seats at $6/seat/month
- Unlimited projects and plans per workspace
- 500 tasks per plan
- Full cost tracking and Gantt editing
- Import/export capabilities

<Callout type="tip">
Start with a 14-day trial to explore core features before choosing a plan.
</Callout>

## Workspace Limits

Each tier enforces specific limits:

| Feature | Trial | Basic | Professional |
|---------|-------|-------|--------------|
| Members | 10 | 3 (fixed) | 10+ (expandable) |
| Active Projects | 1 | 5 max | Unlimited |
| Plans per Workspace | 1 | 10 | Unlimited |
| Tasks per Plan | 200 | 200 | 500 |
| Cost Tracking | Yes | No | Yes |
| Gantt Editing | Yes | No | Yes |
| Import/Export | No | No | Yes |

## The Workspace Owners Team

YAPL automatically creates a special system team called **Workspace Owners**. This team:

- Contains all workspace owners automatically
- Updates when owners are added/removed
- Cannot be deleted or modified directly
- Provides owners access to all workspace content

## Danger Zone

In **Settings > Organization > Danger Zone**, you can delete your workspace. This action:

- **Permanently deletes** all workspace data
- Removes all projects, plans, tasks, and resources
- Cannot be undone

<Callout type="error">
You cannot delete your last workspace. Create another workspace first if you need to delete your current one.
</Callout>

## Next Steps

Once your workspace is configured:

1. **[Create Your First Project](/docs/getting-started/first-project)** - Start managing work
2. **[Invite Team Members](/docs/getting-started/inviting-team)** - Collaborate with your team
3. **[Set Up Teams](/docs/user-guides/teams)** - Organize members into functional groups