PandaDoc Workspaces: The Multi-Brand and Multi-Team Setup Guide

PandaDoc workspaces are separate environments inside one account: each workspace has its own dashboard, documents, templates, content library, catalog, contacts, branding, and integrations, while billing, licences, custom roles, and SSO stay at the account level. They are an Enterprise-plan feature, available on the Business plan as a paid add-on at $20 per seat per month, and only the account owner can create one.

That makes workspaces the right tool for a specific set of problems, and an expensive mistake for everything else. Used well, they let a group selling under three brands keep three clean template sets, sender identities, and contact lists without anyone sending the wrong logo. Used badly, they split one sales team’s content into silos that then need constant copying between them. This guide covers what lives inside a workspace, what the plans gate, how cross-workspace sharing behaves (including its two sharp edges), and the decision that matters most: whether you need a second workspace at all, or just better roles and folders in the one you have. The stakes are real: off-brand proposals were the second most common pain in the 129 sales calls we analysed, cited in 44 of them, and multi-brand teams are where that failure happens fastest.

Key takeaways

• A workspace is a sealed environment: its documents, templates, content library, catalog, contacts, dashboard, branding, and integrations belong to it alone. Users and billing live at the account level, and a user can belong to several workspaces with a different role in each.
• Workspaces are gated to the Enterprise plan, or to Business as a paid add-on at $20 per seat per month. Only the account owner can create a workspace, and deleting one requires contacting PandaDoc support.
• Separate workspaces earn their cost when the dividing line is real: different brands, legal entities, or regions with separate CRMs. Different teams selling the same brand almost never need one; roles, permissions, and folders solve that inside a single workspace.
• Enterprise accounts can share templates and content library items across workspaces, but shared copies are read-only, templates containing a smart content block do not appear in the receiving workspace, and approvers must be members of the template’s home workspace.
• Documents never move between workspaces. Getting one across means downloading and re-uploading it, which resets its status to draft, so pick each document’s home workspace before it is created, not after.

What a workspace is, and what lives inside one

Think of a PandaDoc account as a building and workspaces as self-contained floors. The account (PandaDoc calls it the organization) owns what applies to everyone: the subscription and billing, user licences, custom roles, and SSO. Everything a rep touches day to day lives on a floor.

Scoped per workspace:

• Documents and templates. A template built in workspace A does not exist in workspace B unless it is explicitly shared.
• Content library and catalog. Pricing items, saved blocks, and library content are all per workspace.
• Contacts. Each workspace keeps its own contact list.
• Dashboard and reporting. Each workspace has its own dashboard, so activity and document metrics are viewed per workspace, not rolled up account-wide in the app.
• Branding and emails. The workspace icon and the logo on outgoing document emails are set per workspace. This is the feature that makes workspaces a multi-brand tool rather than just an org chart.
• Integrations. CRM connections are configured per workspace through the workspace’s own integrations settings.
• API keys. Keys are issued at the workspace level and can only reach entities in that workspace, which matters the moment anything custom is built against the API.

Membership crosses the boundary in a useful way: a user can belong to several workspaces and hold a different role in each. A sales manager can be an admin in the workspace they run and a plain member in a sister brand’s. Switching is quick, from the workspace name at the top left or the Ctrl+K (Cmd+K on Mac) jump dialog.

Mechanically, creating one is the easy part: the account owner goes to Settings, then Workspaces, creates and names it, and manages it from the three-dot menu (invite people, manage the team, workspace details, branding and emails, integrations). Two asymmetries are worth knowing. Only the account owner can create a workspace, not workspace admins. And no one in the account can delete one: removal goes through PandaDoc support. Workspaces are easy to add and deliberately hard to remove, one more reason to design the structure before building it.

Plan gating: what workspaces cost

Workspaces are an Enterprise-plan feature. On the Business plan they are available as a paid add-on at $20 per seat per month, which changes the economics of a casual second workspace: for a 10-seat Business team, adding the capability costs $200 a month before anyone has sent a document from it. Cross-workspace sharing of templates and content library items is listed by PandaDoc as an Enterprise feature. Packaging moves, so verify current gating on PandaDoc’s own pricing and support pages before committing; the figures here were checked against PandaDoc’s documentation in October 2026.

The practical read: on Enterprise, use workspaces wherever the dividing line is real. On Business, the add-on price is a useful forcing function, because most teams reaching for a second workspace on a single-brand account are solving a permissions problem, not an environment problem, and roles are free.

One workspace with roles, or several workspaces

This is the design decision, and the default answer is one workspace. A workspace boundary is a wall: content, contacts, catalog, and reporting stop at it. Put a wall through one team’s work and you will spend the system’s life passing things over it.

Separate workspaces earn their keep when at least one of these is true:

• Different brands with different sender identities. The email logo and document branding are per workspace, so two brands that must not appear on each other’s paperwork need two workspaces. This is the cleanest trigger.
• Different legal entities. Separate terms, separate signing entities, separate audit trails. A workspace per entity keeps the paperwork provably separated.
• Different regions on different CRMs. Integrations are configured per workspace, so a European team on one HubSpot portal and a US team on another cannot share a workspace without the integration fighting itself. Our PandaDoc HubSpot integration page covers what one of those connections involves.
• A sandbox. On Enterprise accounts, a build workspace where template and automation changes are tested before reaching production keeps experiments out of the folders reps send from.

Stay in one workspace when the dividing line is merely organisational: inside sales vs field sales, teams by territory on the same CRM, or “managers vs reps”. Roles govern who can edit templates versus only use them, folder permissions manage visibility, and approval workflows gate what goes out, all inside a single workspace with one catalog as the pricing source of truth and reporting in one place. If the real problem is reps editing things they should not, that is a governance job, the kind covered in our PandaDoc admin guide, not an environments job.

The asymmetry to respect: merging workspaces later is painful (documents do not move; see below), while tightening roles inside one workspace is an afternoon. When in doubt, start with one.

The multi-brand pattern

The clearest workspaces success case in our own client work is a leisure group running several consumer brands from one PandaDoc account. Every document is guest-facing, each venue has its own branding, and the requirement was simple: nothing from brand A may ever reach a brand B guest, down to the logo on the notification email.

The structure that works:

• One workspace per brand. Each carries its brand’s email logo, document branding, templates, and contact list. A rep working across brands belongs to both workspaces and switches context deliberately, rather than picking the right template from a mixed folder under time pressure. The wrong-logo failure stops being a training problem and becomes structurally impossible, which matters when 44 of 129 teams we analysed named off-brand documents as a live pain.
• Brand-neutral masters, shared or rebuilt per brand. Shared templates are read-only in the receiving workspace, which cuts both ways: a shared master cannot drift, but brand-specific edits require either editing the original in its home workspace or making an independent copy, after which the copy stops tracking the original. For heavily brand-divergent templates, building per-brand versions from a documented master pattern is often cleaner than fighting the sharing model. The craft of the templates themselves is covered in our branded proposal templates guide.
• One owner for the whole estate. Workspaces multiply surface area: five brands means five catalogs, five template sets, five integration configurations to health-check. Without a named owner this decays into a person quietly becoming the system, manually copying updates between workspaces every few days, the same human-integration workaround we see teams fall into between PandaDoc and their CRM.

The same shape fits agencies running client-dedicated workspaces and franchises giving each franchisee a branded environment: the brand boundary is the workspace boundary.

Sharing content across workspaces: how it behaves

On Enterprise, templates and content library items can be shared between workspaces, individually or by whole folders: a workspace admin shares from the item’s three-dot menu (Share to workspace), ticks the target workspaces, and saves. Custom roles can extend sharing rights beyond admins. Shared items land in a Shared with me folder in the receiving workspace.

The rules that shape how far you can lean on this:

• Everything shared is read-only. A shared template can be used to create and send documents but never edited in the receiving workspace. Changes happen in the source workspace and propagate automatically. For content library items, the shared copy likewise follows the original.
• Make a copy breaks the link. From Shared with me, a receiving workspace can copy a template into an independent, editable version that later changes to the original no longer touch. Good for divergence, fatal for consistency: decide per template.
• Smart content does not travel. A template containing a smart content block is simply not visible in the workspace it was shared with. If your masters use conditional blocks (the pattern in our smart content guide), they cannot be distributed by sharing: plan per-workspace builds for those.
• Approvals stay home. A shared template keeps its approval settings, and an approver must be a member of the template’s home workspace to approve documents created from it. Share an approval-gated template into a workspace whose managers are not members of the source workspace and you have built a queue nobody can clear.

The middle two caveats are the ones that catch teams: smart content silently missing from the share, and approvals routing to a workspace the sending team cannot see into. Test both with a real document before rolling out a shared-master model.

What does not cross the boundary

Design around these from day one, because none of them has a workaround worth living with:

• Documents. There is no move-to-workspace for documents. Crossing the boundary means downloading and re-uploading, and the re-upload starts life as a draft with no status history. Every document should be created in its permanent home workspace.
• Contacts and catalog. Neither is shared across workspaces. Multi-workspace accounts either accept per-workspace catalogs with an owner keeping them aligned, or feed catalog data in from the CRM side per workspace.
• Dashboards. Reporting is per workspace. A group-level view across brands means pulling from each workspace (or via the API, with its workspace-scoped keys) and assembling the rollup outside PandaDoc.
• Integrations. Each workspace connects to the CRM separately. That is the point when regions run different CRMs, but on one shared CRM it means configuring, and health-checking, the connection once per workspace.

Setting up a multi-workspace account: build order

Workspace structure is a day-one onboarding decision, and the sequence matters more than the clicks:

1. Draw the map before creating anything. List the brands, entities, and CRM connections. One workspace per real dividing line, no workspace for anything roles can solve. Deleting a workspace takes a support ticket: do not sketch in production.
2. Build the first workspace completely. Templates, catalog, integration, approval rules, tested end to end on real documents. This becomes the reference implementation, the same build order as any PandaDoc implementation.
3. Clone the pattern, not the files. For each further workspace: set branding and email logo first, then build or share templates (minding the smart content and approval rules above), load the catalog, connect the integration, and send a test document from inside the brand.
4. Assign cross-workspace membership deliberately. Give multi-brand staff membership in each workspace they genuinely work in, with the minimum role each needs. Admin sprawl across five workspaces is how one person’s mistake lands on every brand at once.
5. Name the estate owner. One person owns cross-workspace consistency: catalog alignment, master-template updates, integration health, and a quarterly review per environment.

Every workspace is a full environment that must be built, governed, and maintained, so structured PandaDoc onboarding matters more, not less, when the account is multiplied by brands: a rollout that is sloppy in one workspace is sloppy in five. Manual document creation was the top pain in 82 of the 129 calls we analysed, and a badly structured multi-brand account recreates that pain once per brand.

FAQ

What plan do I need for PandaDoc workspaces?

Workspaces are an Enterprise-plan feature, and on the Business plan a paid add-on at $20 per seat per month. Cross-workspace sharing of templates and content library items is listed as Enterprise. Verify current gating on PandaDoc’s pricing page before committing a structure to it; packaging changes.

Do I need separate workspaces for separate sales teams?

Usually not. If the teams sell the same brand from the same CRM, roles, folder permissions, and approval workflows inside one workspace solve the governance problem while keeping one catalog and one reporting view. Workspaces are for real boundaries: distinct brands, legal entities, or regions on different CRMs.

Can I move a document to another workspace?

No. The only workaround is downloading and re-uploading, which creates a fresh draft with no status history. Decide which workspace owns each document type before go-live so nothing needs to cross the wall later.

Why does a template I shared not appear in the other workspace?

The most common cause is a smart content block: templates containing one are not visible in workspaces they are shared with. Otherwise check the share itself, the receiving user’s role, and folder permissions, and remember shared templates appear under Shared with me, not in the main template list.

Can one user work across several workspaces?

Yes. A user can belong to multiple workspaces with a different role in each, switching via the workspace name or the Ctrl+K jump dialog. Licences are account-level, so cross-workspace membership does not multiply seat cost; what it should multiply is care over roles, since admin-everywhere accounts concentrate risk.