Creating a Team Workspace and Managing Seats

To create a team workspace in Koji, open the workspace switcher at the top of the sidebar, choose Create a new workspace, give it a name, pick the Insights or Interviews plan, and pay in the checkout that opens inside the same dialog. Nothing is set up until the payment goes through. Once it does, the workspace is live, you can invite teammates from Settings > Members, and you can start a study straight away. How many people can join depends on the plan: Insights includes 1 seat, Interviews includes 3 and can buy more, and Enterprise includes 10.

This guide walks through the whole flow, explains how seats are counted, and covers the questions research leads usually ask before they bring a team into Koji.

Why a shared workspace matters for research

Research that lives in one person's account is research that gets lost. When a study, its transcripts and its report sit in a shared workspace, the next person who needs the answer can find it instead of commissioning the same study again.

The cost of not doing this is well documented. In Why Research Repositories Fail and How to Get Them Right (Nielsen Norman Group, July 2024), Maria Rosala surveyed more than 400 UX and ResearchOps professionals and found that 29% said their research repository had no owner, and only 9% described their repository as mature and thriving. A shared workspace with a clear owner, a defined set of members and one place for every study is the simplest structural fix for both problems.

Koji's workspaces are built around that idea: one owner who controls billing, admins who help run the team, members who create and edit studies, and a shared pool of credits that everyone draws from.

What you get with a team workspace

Each workspace has its own:

• Subscription and credit pool. Credits are shared across the workspace, so any member's interviews draw from the same balance.
• Studies and folders. Everything created in the workspace belongs to the workspace, not to the individual who made it.
• Members and roles. Owners and admins manage who is in the team.
• Settings pages. Every workspace, including the first one you had when you signed up, has the same settings pages.
• Owner-managed billing. The owner controls the plan, seats and auto-reload of credits.

Results and reports are shared across the team, so a product manager can read the findings from a study a researcher ran without asking for an export.

Seats and prices by plan

Plans are priced per workspace, and every plan includes a number of seats. A seat is one person in the workspace.

Extra credits cost €1 each on every plan. Annual billing on Insights and Interviews gives you two months free.

When you create a workspace from the workspace switcher, you choose between Insights and Interviews, and the workspace is billed monthly. Enterprise workspaces are set up with the Koji team rather than through self-serve checkout.

Step by step: creating a workspace

Step 1: Open the workspace switcher

At the top of the sidebar you will see the name of the workspace you are in. Click it to open the switcher. It lists every workspace you belong to, with a member count for each, followed by Create a new workspace and Workspace settings.

Step 2: Name the workspace and choose a plan

Click Create a new workspace. A panel titled Create a workspace opens, with a summary of what is included on the left.

1. Enter a Workspace name. It can be 1 to 32 characters. Use something your teammates will recognise in the switcher, like the team or client name.
2. Under Plan, choose Insights (€29/month) or Interviews (€79/month). Interviews is selected by default because it is the plan that supports more than one seat out of the box, plus voice interviews.
3. Click Continue.

Step 3: Pay inside the dialog

The panel changes to Create {your workspace name} and shows two summary lines: the plan with its monthly price, and the credits included each month. Below them is the payment form. You never leave the page.

If you change your mind, click Back to return to the plan step, or simply close the panel. If you close it before paying, nothing is billed and no workspace appears in your switcher.

Step 4: Start working

When the payment succeeds you will see Welcome to {your workspace name} and confirmation that the plan is active. Two next steps are offered:

• Invite members, to add your teammates now
• New study, to start your first study in the new workspace

Click Done to go straight into the workspace. If the setup takes a moment longer, you will see "Payment received" and the workspace will appear in the switcher shortly after.

Managing seats and members

Go to Settings > Members in the workspace. Owners and admins see a seat panel at the top that reads, for example, 2 of 3 seats used. If you have bought extra seats it also shows the split, such as "(3 included, 2 extra)".

How seats are counted

A seat is used by every current member and every pending invitation that has not expired. This stops a team from sending more invitations than it has room for. Invitations expire after 7 days, and an expired invitation gives its seat back.

If every seat is in use and you try to invite someone, Koji tells you there are no seats left and asks you to remove someone or add seats.

Adding or removing seats (Interviews)

On the Interviews plan, the workspace owner can click Change seats, set the number of Extra seats (between 0 and 50), and confirm.

• Adding seats charges your card straight away for the rest of the current billing period. If the card is declined, the change does not go through.
• Removing seats credits the difference on your next invoice.
• You cannot go below the number of seats in use. Remove members or cancel pending invitations first.
• If a plan change is scheduled, cancel it before changing seats.

Only the owner can change seats. Admins can see the seat panel but cannot change it. On Free and Insights, the panel offers an upgrade to Interviews instead. On Enterprise, contact Koji for more seats.

Inviting teammates

In the Invite Members card, enter each person's Email Address and choose a Role. You can add several people in one go and, optionally, add them to a group. Each person gets a join link by email.

There are two roles to choose from when you invite:

• Admin: full access, including managing members, billing and workspace settings.
• Member: creates and edits studies, but cannot manage members or settings.

The owner role is not offered at invite time. Ownership is transferred separately by the current owner. The Members page has two tabs, Team Members and Pending Invitations, so you can see who has joined and who has not yet accepted.

For finer control over who can see which studies, see Workspaces, Roles and Who Can See What.

Your first workspace and your personal settings

Everyone gets a first workspace when they sign up. It works like any other workspace: it has the same settings pages and can take members if its plan allows. On Free or Insights that means one seat, so in practice you need Interviews to add people to it. Your first workspace always stays with you: you cannot leave it or delete it.

Personal settings are not inside workspace settings. Open the account menu at the foot of the sidebar (it shows your initials and name) to find Account settings, the Theme choice (Light, Dark or System) and Sign out.

Workflows a team workspace enables

One workspace per team. A product team keeps all its discovery interviews, churn studies and concept tests in one place, with a shared credit pool and one bill.

One workspace per client. Agencies and consultants create a workspace per client, invite the client's stakeholders as members, and keep billing and studies separate. On Enterprise, pair this with brand themes so each client's interviews carry their brand.

Research ops with a clear owner. The owner controls billing and seats, admins handle day-to-day membership, and members run studies. This makes ownership explicit, which is the gap the NN/g research above points to.

Scaling interviews without scaling headcount. Because Koji's AI interviewer moderates every interview by voice or text, asks follow-up questions and analyses the answers automatically, a three-seat Interviews workspace can run studies that would traditionally need a team of moderators. Structured questions, such as rating scales and multiple choice, sit alongside open conversation so results are easy to compare across the team. See the structured questions guide.

Tips for setting up your team

• Name workspaces for how people search. "Growth Team" or "Acme (client)" beats "Workspace 2".
• Invite only people who will work in Koji. Pending invitations hold seats, so tidy up invitations nobody accepted.
• Make at least one other person an admin. Then membership does not depend on one person being available.
• Decide your folder structure early. A shared workspace stays useful only if people can find past studies.

Related Resources

• Structured Questions in AI Interviews
• Research Team Collaboration: Workspaces, Roles and Who Can See What
• Plan Comparison Guide
• Upgrading Your Plan
• Creating Your First Study
• User Research for Agencies