How To Set Up and Use Workspaces

This guide will walk you through creating, managing, and collaborating within a workspace in PhantomBuster. You will learn how to set up a new workspace, invite team members, and assign roles.

What is a workspace

A workspace in PhantomBuster is where your Phantoms, workflows, and team collaboration come together. Whether you are managing a personal project or running campaigns with a team, your workspace keeps everything centralized and organized.

One workspace model

Previously, PhantomBuster had two types of workspaces:

Personal workspaces were created automatically when you signed up, and only you could use them.
Shared workspaces had to be created manually, allowing you to add teammates and collaborate.

This distinction no longer exists.
Now, all workspaces support collaboration by default. This change simplifies your experience and gives you full control over how you work, whether alone or with a team.

Here is what that means:

When you create an account, you will have a workspace where you can immediately add team members if you want.
If you were an existing user with a personal workspace, it now works the same way: you can add users and collaborate just like in a shared workspace.
You can create new workspaces at any time, for different teams, clients, or use cases.

There is no longer a need to think about “personal” vs. “shared.” Every workspace is designed to scale with your needs.

How to create a new workspace

You can create additional workspaces at any time.

Each workspace requires its own subscription. If you create or are part of multiple workspaces, each one must be on a paid plan to run automations.

To create a new workspace:

1. Log in to your PhantomBuster workspace.
2. Hover over your name in the top right corner.
3. Click the double arrow next to your current workspace name, this will open a dropdown menu where you can view and switch between all your existing workspaces.
4. At the bottom of that menu, click New workspace.

3. Choose a Workspace name and a Slug, then click Create workspace.

Keep in mind that you will not be able to change your workspace slug after creation. However, you can update the Workspace name anytime from your Workspace Settings page.

How to add members to a workspace

You can invite collaborators to any workspace to work together on campaigns, share results, and streamline your automation workflows.

Team members need a PhantomBuster account before you can add them to one of your workspaces. Ask them to sign up on this page. Once they have signed up, don’t forget to ask them to validate their email address.

Here is how to add team members to a workspace:

1. Hover over your name in the top-right corner of your PhantomBuster workspace.
2. If you have more than one workspace, ensure the correct workspace is selected from the drop-down menu next to your currently active workspace name. Look for the ✔️ symbol next to the active workspace name.
3. Under your Workspace section, click on Users & accounts.
4. You are now in your workspace's Users tab. Click + Add user, enter your teammate's email address, and click Add user to send the invite.

How to add members via a LinkedIn Magic Link

Use this method when you only need someone’s LinkedIn account connected, but they do not need access to the workspace itself. They are considered as External users.

The person will not have login access to PhantomBuster or see anything in your workspace.
Their LinkedIn session cookie is made available for you to use in Phantoms.

Want to use the magic link method? See our full guide on How to Connect Your LinkedIn Account to PhantomBuster.

How many users can be added to a workspace

You can add up to 100 users per shared workspace.

Managing roles in a workspace

You can assign users different roles based on the access level you want them to have.

From the same Users tab, you can assign roles to team members you added in your workspace.

Role permissions

When inviting collaborators to your workspace, you can assign one of three roles: Owner, Admin, or Member. Each role has different levels of access and control. Make sure to choose the appropriate role based on the person’s responsibilities.

Owner:

The Owner has full control over the workspace. There can only be one Owner per workspace.

Access to all workspace settings, including billing, user roles, and data.
Can invite or remove any user, including other Admins.
Can promote/demote users between Admin and Member roles.
Can change workspace name and time zone.
Can connect/disconnect CRM integrations and shared LinkedIn accounts.

Admin:

Admins can manage most aspects of the workspace but with some restrictions.

Can invite or remove Members only (not other Admins or the Owner).
Can promote Members to Admins, but cannot demote other Admins.
Can view and edit all Phantoms, workflows, and data.
Cannot access billing settings, change workspace name/time zone, or disconnect CRM/API integrations.

Member:

Members have limited access, mainly to project-related tasks.

Can view and edit Phantoms, workflows, and input/output data.
Cannot invite or remove users, access billing, or manage workspace settings.
Cannot connect/disconnect CRM integrations or API keys.
Cannot edit the workspace’s name or time zone.

How to remove users from a workspace

3. Under your Workspace section, click on Users & accounts.

4. You are now in your Users tab where you can find the person you want to remove.

5. Click on the 3 dots next to their name and select the Remove user from workspace.

How to transfer a Phantom from one workspace to another

You must have a Paid Plan active on both workspaces: The one you are transferring from and the one you are transferring to.

Transferring a Phantom from one workspace to another is a manual process. You will need to recreate the Phantom in the target workspace by copying its configuration via JSON, and downloading/uploading its result files so the Phantom knows where it left off.
If you only copy the JSON input, you are transferring only the setup, not the progress. This means the Phantom will restart from scratch unless you also move the results file, which helps it resume correctly.

Here is how to do it:

Go to the Phantom in your original workspace:
- Log in to your PhantomBuster workspace.
- Click on the Dashboard tab.
- Click the three dots menu on the Phantom you want to transfer, then select Setup.
Copy the Phantom’s configuration:
- Inside the Phantom setup, click on the three dots menu in the top-right corner, next to the Save & Close button.
- Click the Switch to Json button.
- Copy the entire Json input.
Download the results file (optional but recommended if the Phantom has already run):
- Go to the console page of the Phantom.
- Click the three dots menu and select File browser.
- Download the CSV results file to your computer.
Access your target workspace:
- Hover over your name in the top-right corner of your workspace.
- Click the dropdown menu next to your current workspace name.
- Select the target workspace where you want to recreate the Phantom.
Recreate the Phantom in the target workspace:
- Click on the Solutions tab.
- Find the same Phantom and click Use now.
Paste the copied configuration:
- In the Phantom setup, click the three dots menu in the top-right corner and click on the Switch to Json button.
- Paste the Json input you copied earlier.
- Click Save.
Upload the results file (if you downloaded one):
- Go to the console page of the newly created Phantom in the target workspace.
- Click the three dots menu and select File browser.
- Upload the CSV results file from your computer.

Your Phantom is now available in the other workspace.

Need help with workspaces or billing?

If you are unsure about workspace setup, user management, or purchases, do not hesitate to contact Support.

Not Receiving Validation Email to Verify Account

User settings vs Workspace settings