With workspaces, you can organize your content and separate what’s shared with your team and what’s private. A workspace is where you can create, edit, and access kahoots, courses, reports, and groups. You can switch between workspaces anytime. Access to content and features differs based on which workspace you’re in.
- Workspaces allow you to have your private content completely separate and independent from your organization's content.
- It's simple and seamless to join new shared workspaces.
- Having a dedicated organization's shared space ensures content that belongs to the shared workspace is not lost once members are removed from the shared workspace.
To gain access to a shared workspace where you can collaborate, you need to purchase a plan with multiple licenses and invite other team members. Alternatively, you can be invited to someone else's shared workspace as a member.
Shortcuts
Difference between Private and Team workspace
Your Home, Discover, Library, Groups, and Reports views show different content depending on the currently active workspace. This is why it’s important to be mindful of the current workspace you are navigating. Each of the workspaces has its own Library, Home, Discover, and Reports view.
When you log in, you will be in the last workspace you used.
Private workspace
Private workspace is your personal space in Kahoot! where you can create, edit, and manage your own content like kahoots, courses, reports, and groups. This space is exclusively yours—no one else has access to it. It’s independent of any shared or team workspaces, giving you complete control over your content.
- Features: The features available in your private workspace depend on your individual subscription plan.
- Player limit: Determined by your subscription.
- Access: Only you can access and manage this space.
If you’re invited to a shared workspace and don’t have an individual subscription, your private workspace will automatically match the features of the first shared workspace you join. If you already have an individual subscription, your private workspace keeps the features of your plan, even when part of a team.
Team workspace
Team workspace is a collaborative space where you and your team can work together on kahoots, courses, reports, and groups. It’s designed for teamwork and requires a plan with multiple licenses. You can join a shared workspace by being invited or by purchasing a subscription that allows you to create and manage one.
- Collaboration: Team members can access and edit shared content.
- Features: Determined by the workspace owner’s subscription plan.
- Player limit: Based on the workspace owner’s plan.
- Access: The content remains accessible to the team even if a member leaves.
You can be a member of multiple team workspaces, but you can only be the owner of one. To use features specific to a shared workspace, make sure you're actively in that workspace before creating or hosting a kahoot.
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☝️ Note:
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How to switch between workspaces
- Log in.
- Click on the icon of your current workspace (the first icon from the top on the left-side panel).
- From the drop-down menu click on the workspace you want to access.
💡 Alternatively, you can click on your profile picture in the top right corner and click Switch workspace.
💡 The first workspace from the top on the list of your workspaces is always your private workspace.
How to save kahoots in the correct location
You will have two main sections in shared workspaces: the Your folders (private) and the Team folders (shared) section. You can switch between them in the Library tab through the left-side panel.
You have a separate private folder in each of your workspaces. You have as many private folders as you have workspaces.
- Before you start creating the game, make sure you are in the workspace where the game should be saved.
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In the Kahoot summary within the creator, you are only able to change kahoot’s location between your private and the shared folder within the particular workspace. If you create a game in workspace A, you can’t save it directly to workspace B.
How to move kahoots between workspaces
☝️ Certain business subscriptions don’t allow moving kahoots between workspaces.
- Go to the Library tab (make sure you are in the workspace where the game is currently saved),
- Click the three vertical dots next to the relevant kahoot,
- Click Move,
- Click Back until you are in the Workspaces window,
- Select the new workspace,
- Click Move here.
💡 You can read more about folders here.
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💡TIP💡 If you want to move your kahoot to share it with your team in a shared workspace, it's recommended to:
This way you ensure that all your content will remain available to you even if your access to shared workspaces changes in the future. |
How to use the Archive
The Archive is available only to users who used to be owners of a shared workspace and switched to an individual subscription.
- Go to the Library tab.
- Click Archive at the bottom of the left-side panel.
- Select the kahoots you wish to restore.
- Click Restore. From here you can also permanently delete kahoots. The restored kahoots will appear in the Library of the private workspace.
How to change workspace icon
We recommend adding a custom icon to your workspace so that it's easier to identify within the platform and app. Only the owner and admins of the workspace can change its icon.
- Click on your avatar in the top left corner of the platform,
- Click on the workspace icon or the placeholder,
- Click Upload and select the image that you want to make the icon,
- Click Save.
7 comments
This information is very helpful.
We only want one workspace, can you delete the personal workspace and keep only the team workspace?
The different workspaces make it unneccesary complicated. I am now searching for my Kahoots in different spots and dont know where which one has been moved. Please remove this function as a default and make it optional, it decreases the quality of your product.
Workspaces are confusing and complicated, and now all the Kahoots I previously created (the ones I can find anyway) can't be edited because it says my paid subscription expired. This is despite the fact that I created them myself on my own private account. It says I need to pay in order to duplicate them and edit them.
If the whole point of this is just to essentially eliminate free accounts, I'd rather they were upfront about it rather than leaving me with the frustration of pages worth of directions to wade through.
Hi @Jungwirth!
We understand your frustration with the current workspace setup and the issues you're experiencing with editing your Kahoots. Here are some points that might help clarify the situation and provide a way forward:
We understand that these changes can be frustrating, and we are continuously working to improve the user experience. If you need further assistance, please don't hesitate to reach out.
First of all, it should say somewhere that this feature is only available if you pay for premium, which I'm not one yet.
I spent so much time looking for that and then went on the list of things I'd get if I upgraded and zilch. Be clear.
Second, I think this is something so basic that it should not be included in the premium versions.
Hi LupeEFL@ ! Thank you for your feedback. I understand your concerns regarding the clarity of feature availability and the inclusion of basic features in premium versions.
We strive to make it clear which features are available under different subscription plans. Features that require a premium subscription are marked with a green star in the Kahoot! creator (see: How to save a kahoot). However, I acknowledge that this information might not have been as visible as it should be. We will work on improving the visibility and clarity of this information to prevent any confusion in the future.
Your point about certain basic features being part of premium versions is noted. We continuously review our feature offerings and user feedback to ensure that our plans meet the needs of our users. While some features are currently part of premium plans, your feedback will be considered in our ongoing efforts to enhance our service offerings.
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