Workspaces & Projects

WalletHero uses workspaces and projects to keep your passes organized. Whether you manage one brand or many, this structure helps you stay in control.

Workspaces

A workspace is your organization's home in WalletHero. Everything you create — passes, campaigns, team members — lives inside a workspace.

One Business, One Workspace

For most businesses, you'll have a single workspace:

Multiple Brands

If you manage several brands, each can have its own workspace:

Each workspace is completely separate — different branding, different customers, different team access.

What's in a Workspace

Component	Description
Projects	Folders for organizing pass templates
Pass Templates	Your pass designs
Passes	Individual passes issued to customers
Segments	Customer groups for targeting
Campaigns	Automated messages and updates
Events	Customer activity tracking
Team Members	People who can access this workspace
Settings	Configuration and preferences

Projects

Projects are folders that help you organize related pass templates within a workspace.

Example Organization

When to Use Projects

Create separate projects when you have:

• Different card types — Loyalty cards vs event tickets
• Different campaigns — Seasonal promotions vs ongoing programs
• Different teams — Marketing team vs store operations

Project Benefits

• Easy navigation — Find templates quickly
• Shared settings — Apply defaults across related templates
• Clear organization — Know what belongs where

Team Members

Invite your colleagues to help manage passes and campaigns.

Adding Team Members

1. Go to Workspace Settings → Team
2. Click Invite Member
3. Enter their email address
4. Choose their role
5. They'll receive an email invitation

Member Roles

Role	What They Can Do
Viewer	See passes and reports (read-only)
Editor	Create and edit passes, campaigns, segments
Admin	Everything above, plus manage team members
Owner	Full control, including deleting the workspace

Choosing the Right Role

• Marketing team → Editor (create campaigns and content)
• Store managers → Viewer (check customer info)
• Department head → Admin (manage their team)
• Business owner → Owner (full control)

Managing Access

You can change roles or remove team members at any time:

1. Go to Workspace Settings → Team
2. Find the team member
3. Click to edit their role or remove access

Invitations

When you invite someone, here's what happens:

1. You send invitation → They receive an email
2. They click the link → Taken to WalletHero
3. They create account (or log in if existing)
4. They accept → Now they have access

Invitation Status

Status	Meaning
Pending	Invitation sent, not yet accepted
Accepted	Member has joined the workspace
Expired	Link expired (send a new invitation)

Workspace Settings

Configure your workspace to match your needs:

General Settings

• Workspace name — How it appears in the dashboard
• Logo — Your brand mark
• Time zone — For scheduling campaigns

Pass Settings

• Default expiration — How long passes are valid
• Notification preferences — Default message settings

Data Settings

• Custom fields — Define what data you track
• Retention — How long to keep event history

Best Practices

Workspace Organization

• Keep it focused — One workspace per brand or major business unit
• Don't over-split — You don't need a workspace for every campaign
• Consider access — Who needs to see what?

Project Organization

• Group by purpose — Loyalty, promotions, events, etc.
• Keep it simple — 3-7 projects is usually enough
• Name clearly — Anyone should understand what's inside

Team Management

• Minimum necessary access — Give people only what they need
• Regular reviews — Remove access when people leave
• Clear ownership — Know who's responsible for what