How to set up a company workspace for your team: channels, members, guests and rules

In short: In OVOLOOP direct messages and groups are free. If your team needs channels, announcements, domain-based joining, guests, security rules and a retention setting, you open a company workspace in OVOLOOP Business. An owner and admins manage the workspace; the member count depends on the seats you buy.

What exactly is a company workspace?

A company workspace is your team's shared roof. Channels, members and rules live inside it. The workspace has an owner; the owner can make members admins or members and can transfer ownership. Channels come in three kinds: any member of the company can join an open channel, only added people enter a private channel, and in an announcement channel only moderators write.

How do I set it up step by step?

1. Open an account. OVOLOOP is an independent product with its own sign-up, sign-in and two-step verification (TOTP). Sign-in with OVOKODO is also offered.
2. Move to the Business plan. The plan is per seat; if you raise the seats the new amount applies at the next renewal, and if you lower them the change takes effect at the end of the period. You cannot go below the company's current member count.
3. Open the workspace on the company page. Type the company name and choose Open workspace.
4. Add members. A member is added with the email of their OVOLOOP account. Roles: owner, admin, member and guest.
5. Open channels. Give a name and choose open, private or announcement.
6. Set the rules. We explain these below.

How does domain-based joining work?

If you enter your company's email domain (yourcompany.com), verified accounts on that domain can join without an invitation. When someone new joins the team you do not need to send a separate invitation. The domains of large mail providers (Gmail, for example) cannot be used for this; otherwise everyone in the world would be invited in. You can turn the feature off whenever you like.

How do I add guests?

For an outside consultant or client you add a guest. A guest sees only the channel set aside for them, not the rest of the company. When the work is over you remove the guest.

Which security rules can I turn on?

| Rule | What it does | |---|---| | Require sign-in with OVOKODO | Members enter only with their OVOKODO identity | | Require two-step verification | Members cannot enter the workspace without 2FA | | End sessions | Ends a member's open sessions | | Transfer ownership | Changes the workspace's owner |

When a member leaves the team you remove their membership and end their sessions.

How long are messages kept?

You can set the retention period to 30, 90, 180, 365 or 730 days; messages past the period are deleted. If you choose none, messages are not deleted. Only the workspace owner and admins can change this setting. A short period reduces storage and the risk of old conversations leaking, but makes it harder to look back. The decision depends on your team's needs and legal obligations; consult an expert on legal matters.

Export and audit log

You can export the whole content of the workspace as a .jsonl file; each line is one record. The file is produced as a stream, so even large companies hit no memory problem. Administrative actions in the workspace are kept in an audit log, so you can later see who changed what.

What happens when the plan ends?

If the company's plan is not active, channels are readable but not writable; no new member or channel can be added. When the owner subscribes again everything reopens as it was. Your data is not deleted because the plan ended.

Files and storage

There is 20 GB of storage per member. Each message can carry up to 10 files, each up to 10 MB. Messages are at most 4000 characters.

A short starting list

1. First open an open channel and add an announcement channel.
2. Turn on domain-based joining.
3. Choose security rules by talking with your team; requiring 2FA is a good start for most teams.
4. Choose the retention period deliberately.

Ready? Open your company workspace on OVOLOOP.