Manage Workspaces

1. What does this feature do? (High-Level Overview)

Workspaces allow administrators to provision fully functional demo environments for prospective clients to explore the application before onboarding. Each workspace automatically creates an isolated location with pre-configured staff accounts and client records, ready to use from day one. This feature is currently available.

2. Who is this for? (Roles & Permissions)

• Superadmin: Full access to all workspace actions.
• Admin: Full access to all workspace actions.

Required permissions (all global — not location-scoped):

• view_workspaces — view the workspace list.
• create_workspace — create a new workspace.
• show_workspace — view workspace details and credentials.
• delete_workspaces — permanently delete a workspace.
• export_workspaces — export a workspace summary to PDF.

3. Business Rules & Enforcements

• Each workspace creates an isolated location. When a workspace is created, the system automatically generates a new location record along with all the requested staff accounts and client records. No manual setup is required.
• Workspace names must be unique system-wide. The name cannot duplicate any existing workspace or location title.
• All count fields must be at least 1. The number of RBTs, BCBAs, Managers, and Clients specified at creation must each be a positive integer.
• Workspace name must be between 5 and 150 characters.
• Staff accounts are created with default credentials. Each generated user receives a predictable default password by role (e.g., passwordRBT, passwordBCBA, passwordMANAGER), which are visible in the workspace detail view and the exported PDF. These credentials are intended for demo use only.
• Deletion is permanent and cascades all associated data. Deleting a workspace removes the location and all records linked to it — users, clients, clinical notes, BIPs, appointments, insurance records, and more. This action cannot be undone.
• Workspace management is available in Admin View only. The workspaces list and all management actions are accessible exclusively from the Admin View home (dashboard). Location context does not provide access to this feature.

4. UI Placement

1. Admin View > Home (/dashboard) — The workspaces list is displayed on the Admin View home screen for users with the view_workspaces permission. Columns shown: Name, RBTs, BCBAs, Managers, Clients.
2. Home > Create — The Create button opens a modal dialog to provision a new workspace.
3. Home > Details — The Details action navigates to the workspace detail page (/dashboard/workspace/:id), which shows the staff accounts with their login credentials.
4. Home > Export to PDF — Downloads a PDF summary of the workspace including user credentials and access instructions.
5. Home > Delete — Opens a confirmation dialog before permanently removing the workspace and all its data.

5. How-To Guide (Step-by-Step)

Scenario A: Creating a demo workspace for a prospective client

1. Log in and select Admin View from the location selection screen.
2. On the Home screen, click Create to open the workspace creation dialog.
3. Enter a unique name for the workspace (e.g., the prospective client’s company name). The name must be between 5 and 150 characters and cannot match any existing workspace or location.
4. Enter the number of RBTs, BCBAs, Managers, and Clients to provision. Each value must be at least 1.
5. Click Save. The system will create the location, generate all staff accounts and client records, and return the new workspace in the list.
6. Click Details on the new workspace to view the generated credentials, or Export to PDF to share the access information with the prospective client.

Scenario B: Removing a workspace after a demo is complete

1. In Admin View > Home, locate the workspace to remove.
2. Click Delete on the workspace row.
3. A confirmation dialog will warn that this action is permanent and will remove all data associated with the workspace.
4. Confirm the deletion. The workspace, its location, all staff accounts, client records, and clinical data are removed immediately.

6. What happens if…? (Edge Cases / FAQ)

• Q: Can the staff accounts created in a workspace be used to log in to the real application?

  • A: Yes — the generated accounts are real user records in the system. They can log in to the application using their default credentials and will see the workspace location with its demo data. They should not be used for any real clinical work.

• Q: What happens if I try to create a workspace with the same name as an existing location?

  • A: The system will reject the request. Workspace names must be unique across both workspaces and locations. Choose a different name and try again.

• Q: Can I add more users or clients to a workspace after it has been created?

  • A: The workspace provisioning form only runs at creation time. However, since each workspace is backed by a real location, additional users and clients can be added manually through the standard employee and client management workflows at that location.