Access Management

Cosmo uses Teams as the access boundary for workspaces. Every user gets a personal team per organization, and shared teams can be created for collaborative work. Workspaces belong to a team, and team membership determines who can see and contribute to those workspaces.

Teams

Personal Team

Every user automatically gets a personal team when they join an organization. Workspaces in your personal team are private — no other org member can see or access them.

When to use: Private workstreams, personal notes, draft proposals you're not ready to share.

Shared Teams

Shared teams are created for collaborative work. Only added members can see the team's workspaces and their contents. Every shared team has at least one Owner (the creator).

When to use: Client engagements, cross-functional initiatives, shared deliverables.

Creating Workspaces with Team Scope

When creating a workspace through chat, specify whether it should be personal or in a shared team:

• "Create a personal workspace for my meeting notes"
• "Start a workspace in the marketing team for the ACME proposal"
• "Set up a shared workspace called Q3 Marketing Campaign"

If you don't specify, the workspace defaults to your personal team.

Managing Team Members

Team members are managed through chat. You can see the current member list in the team dashboard under the Members section.

Adding Members

Ask Cosmo to add a member by their email:

• "Add jane@company.com to the marketing team"
• "Invite the marketing team lead to this team"

The person must be a member of your organization to be added. Only an org Owner/Admin, or the team's own Owner (whoever created the team), can add members — a plain team Member cannot.

Removing Members

Ask Cosmo to remove a member:

• "Remove john@company.com from this team"

The team owner cannot be removed.

Member Roles

Workspace Dashboard

When you click on a workspace in the Hub sidebar, you'll see the Workspace Dashboard with:

• Health Section — Task completion percentage, overdue count, and activity summary
• Tasks — All tasks scoped to this workspace, sorted by urgency
• Artifacts — Documents, proposals, and other files created for this workspace
• Team — The team this workspace belongs to and its members

Moving Workspaces Between Teams

You can move a workspace from one team to another through chat. Only the workspace owner can do this.

Personal to Shared Team

This is straightforward — the workspace becomes visible to all members of the target team.

• "Move the design workspace to the marketing team"
• "Share this workspace with the engineering team"

Shared Team to Personal

This is a destructive action — all non-owner members will lose access. Cosmo will tell you exactly how many people will be affected and ask you to confirm before proceeding.

• "Move the ACME workspace to my personal team"
• Cosmo will respond: "This workspace's team has 3 members who will lose access. Are you sure?"
• Only after you confirm will the change take effect.

Sharing a Workspace Directly

Beyond team membership, a workspace can be shared directly with an individual org member who isn't on its team — the recipient sees it under Shared with me in the sidebar. This is allowed for an org Owner/Admin, and for the Owner of the workspace's own team (i.e. whoever created that team). A plain team Member cannot share it, and neither can someone whose only access to the workspace is itself a share someone else granted them.

Since every user is their own personal team's owner, this also means you can always share one of your own personal workspaces directly with a colleague — no admin needed.

Shared workspaces are read-only. A member who only has a workspace through this kind of share can open it, view its artifacts, and download them — but cannot upload new files, or rename, move, or delete anything in it. The Upload button and the rename/delete controls on each artifact don't appear for a read-only member; only real team membership unlocks them.

Sidebar Organization

The Hub sidebar organizes workspaces into two sections:

• Personal — Your private workspaces (top 5 shown, click "Show more" to see all)
• Team — Shared workspaces you have access to (top 5 shown, click "Show more" to see all)

Collapse the Hub sidebar and each of these becomes a single icon (lock for Personal, people for a team) — click one to open a flyout listing its workspaces without expanding the full sidebar.

Team Memory

Teams maintain shared memory that Cosmo updates during conversations. This memory captures:

• Key decisions made during discussions
• Team-specific terminology
• Patterns and conventions

Team memory is stored as files in cloud storage and is visible to all team members. Cosmo reads this memory when working on any workspace in the team to maintain context across conversations and team members.