Almost every question about how this platform behaves has the same answer underneath, and once you have it, four separate things stop being surprising at the same time.
A workspace is a container. It holds your customers, your staff, your projects, your invoices, your files and your settings. It has its own plan, its own allowances and its own bill. When somebody signs in they are always signed in to one workspace at a time, and everything on screen belongs to it.
That is the whole concept. Here is what follows from it.
Your plan is per workspace
If your company runs two workspaces, that is two subscriptions with two sets of allowances. They do not pool.
This is a deliberate decision rather than an oversight, and it is worth explaining because the opposite sounds more generous. A shared allowance across workspaces means one team can quietly consume capacity another team is paying for, and there is no screen anywhere that can show it happening, because by design no screen reaches across workspaces. An allowance you cannot see being consumed is an allowance you will argue about eventually.
Your people are per workspace
A person is an account on the platform. Their membership of a workspace is a separate record from their account.
That separation is what allows one person to belong to two workspaces with a different role in each. Someone who is an administrator in one is not automatically anything in the other, and being removed from one does not touch the other.
It is also checked on every single request rather than remembered from sign in. When a request arrives claiming to be for a particular workspace, that claim is validated against the membership record every time. Somebody removed from a workspace loses access on their very next action, not at their next sign in.
Your data never crosses
Every business record carries the workspace it belongs to, and every read is filtered by it. There is no screen anywhere on this platform that shows two workspaces at once, and there is no report that totals across them.
People occasionally ask for one. The honest answer is that building it would mean building a query that reaches across the boundary the entire security model depends on, and then trusting that this one query is used only where it should be. The right way to get a combined view is to export from both, which is a deliberate act by somebody who holds access to both.
Your settings are per workspace
Currencies, number formats, approval chains, custom fields, leave types, invoice numbering, the lot. Two workspaces can be configured so differently that a person moving between them has to think about which one they are in, which is why the switcher names the workspace prominently rather than tucking it away.
When you actually want two
Most companies need one. The cases where two is right are usually one of these.
Genuinely separate businesses. Different customers, different staff, different books. The test is simple: if a report combining them would be meaningless, they are separate.
A test workspace. Somewhere to try a configuration change, a new approval chain or a new App before doing it for real. Cheap insurance.
A client whose operations you run. Their data stays theirs and never appears in yours, which is a promise you can make honestly because the system enforces it rather than relying on you remembering to filter.
When two is the wrong answer
Departments. Two departments in one company share customers, share staff and share files, and splitting them into workspaces means maintaining both lists twice forever, plus inviting every shared person to both. Roles and permissions exist for this, and they do it without duplicating anything.
Regions, usually. Same argument. Unless the regions have separate books and separate staff, they are one workspace with a field.
The one thing to get right at the start
Decide whether you need one workspace or two before you invite anybody or import anything.
Moving data between workspaces later is real work, and it is real work for exactly the reason the model is worth having: there is no query that reaches across them, so there is no button that moves things between them. That is a fair trade for the guarantee, but it is a trade best made knowingly on day one rather than discovered in month six.