Your Workspace — A Friendly Guide

The other guides in this folder each zoom into one thing you make: a conversation flow, a character, its knowledge, its pictures and files.

This guide zooms out. It’s the map of the whole place: where everything lives, how to bring teammates in, and — most usefully — why some buttons are sometimes greyed out and what to do about it.

1. Everything lives in your workspace

Your workspace is your own private space. Two things are always true:

• It’s yours alone. Everything you create — characters, conversation flows, uploaded files, share links, chat history — is tucked inside your workspace and invisible to anyone outside it. Nothing leaks between workspaces.
• One leader, plus your team. Every workspace has one owner (the boss, basically) and as many teammates as you like, each with a role that decides what they’re allowed to touch.

So whenever you wonder “can I do this?”, the answer almost always comes down to three things: does my role allow it? (Section 3), does my plan allow it? (Section 4), and did I actually hit Publish? (Section 5).

2. A quick map of the console

The menu down the left side of the console is your steering wheel. It splits neatly into two groups — stuff you build and stuff that runs the workspace:

The first four (Agents → Storyboards → Knowledge → Media) are your making loop. The rest of this guide covers the running-the-workspace side — the bits that decide what your making loop is allowed to do and where it can go.

3. Your team — who can do what

Your workspace is a team space. Each person is a member with a role, and the role decides what they can do.

The roles, in plain words

For a small team you only need two of these: the Owner runs the show, and Operators do the building. That’s it.

Sharing individual things with specific people

Most of the time, anyone with the right role can work on anything in the workspace. But some items — conversation flows, characters, and media assets — can also be locked down to specific people (knowledge files cannot: they are always shared with the whole workspace). By default they’re open to your whole team, but you can mark one as “only these folks can touch it.”

Inviting and managing teammates

• You can remove someone, change their role, or let them leave — with a couple of common-sense guardrails: you can’t remove the owner or yourself, and the owner role only moves via that official ownership transfer.
• Seats are limited by your plan. Each teammate takes up a seat. If you’re full, inviting one more person is blocked until you upgrade (Resellers don’t count). More on that next.

4. Your plan — what you’re allowed to do

This is the section that answers most “why can’t I do that?” moments. Your plan comes with a set of limits, and Perxona checks them the moment you try the action — so you’ll get a clear “you’ve hit your limit” message rather than something failing quietly.

The four limits (and exactly what each one stops)

A few things that are good to know:

• Publishing a brand-new character uses up one “live character” slot — re-publishing the same one doesn’t. Tweak an already-live character and hit Publish again as much as you like; it’s free. Only a new published character takes a fresh slot.
• On the Free plan, website embedding is simply off. Your embed limit is zero, so the embed option won’t work at all — by design. (You share via a ready-made link instead. More below.)
• Swapping a file for a similar-sized one usually works even when storage is nearly full, because Perxona checks the after size, not the before-plus-after.

Chat credits (the one that refills monthly)

On top of those four limits, running chats quietly spends from a monthly credit pool (think of it like minutes on a phone plan — chat time and behind-the-scenes work cost credits). When you run out, new chats pause until next month’s refill — unless your plan includes a pay-as-you-go arrangement to keep going.

Free vs. paid, in everyday terms

The plan you’re on changes what the exact same character is allowed to do:

5. Sharing — getting your character out into the world

The Integration area is where your character stops being a thing inside the console and becomes something real people can chat with — on a webpage, in an app, wherever.

The main thing here is share keys (you’ll see them called deployment keys). A share key is like a backstage pass that lets your character appear somewhere specific.

• A share key belongs to your whole workspace, and you attach it to the character(s) it should let through. You can attach up to a few keys per character — there’s a small cap, so you can’t pile on an unlimited number.
• Each key is tied to one specific place:
• A website key only works on one website address you name (one key per address — you can’t use a wildcard to cover many).
• There are also keys for apps and for more advanced setups — most builders won’t need those.

Two things to remember:

• Creating a website share key counts against your website-embed limit (Section 4).
• Only a Published character can actually be reached through a key. If you shared a link and it’s blank, check that you hit Publish.

6. Workspace settings — and the things you can’t change yourself

The Settings area has a few workspace-wide options. Conversations are also cleared automatically once they reach a retention age, but that setting is not exposed in the console — ask your Perxona contact if you need it changed.

A whole layer is run by the Perxona team — on purpose

Some of the “smart” behaviors you might expect to find a switch for are actually managed for you by the Perxona team, not by you. You can usually see them, but they’re view-only on your side:

• Memory — your character remembering a returning customer, like a barista who knows your order. It is always on, but it only works for people your own site identifies: the embed has to pass a customer ID. Anonymous visitors are never remembered.
• Smarter searching through your uploaded knowledge.
• Web search and fact-checking when a character answers.
• The safety rules that block unsafe or private content.

You do, however, get to choose which AI brain (the model) powers each character — you set that in the storyboard settings (the “LLM-selectable” option), picking from the list your workspace allows. So this one isn’t entirely hands-off.

7. “Why can’t I…?” — the troubleshooting table

Keep this one handy. Nine times out of ten, a greyed-out button traces back to one of these:

8. The whole guide on one page

1. Everything lives in your private workspace — your characters, flows, knowledge, files, and share links are yours alone and invisible to others.
2. The console = a build side (Agents · Storyboards · Knowledge · Media) + a workspace side (Members · Subscription · Integration · Settings).
3. Who: one Owner plus teammates with roles — Operators build, Owner/Admin run things. Individual flows and characters can be locked to specific people.
4. What you’re allowed: your plan sets four limits — team seats, live characters, storage, website embeds — checked the moment you act, with a clear message. Free plan = no website embed (share link only), small storage, 1 character, just you. Chat credits refill monthly.
5. Sharing: the Integration area holds your share keys; only Published characters can be reached. The easy path is the character’s own Share button — see the Character guide.
6. Behind the scenes: memory is always on (it needs a customer ID from your site); smarter search and safety rules are run by the Perxona team for you — none of them are switches you flip. (You do pick the AI brain on the storyboard, though.) Your other switches live on the character and its conversation flow.
7. When a button’s stuck, it’s almost always your role, a plan limit, or forgot to Publish — check those three first.