If your company uses gifting for sales or marketing, you’ve probably run into chaos: duplicate efforts, messy spreadsheets, and unclear ownership. Alyce is supposed to help with that—if you set it up right. This guide is for Alyce admins, sales ops, or anyone stuck cleaning up after “collaboration gone wrong.” We’ll cut the fluff and get straight into how to set up and actually manage team workspaces in Alyce so your team isn’t stepping on each other’s toes.
Why bother with workspaces in Alyce?
Alyce’s workspace feature isn’t just another menu item. If you’re running multiple teams, regions, or campaigns, workspaces help you:
- Keep user lists and gifting budgets separate
- Organize campaigns by team or use case
- Prevent every rep from seeing every gift (or spending everyone else’s budget)
- Make auditing, reporting, and troubleshooting less painful
If you’re a one-team startup, maybe you don’t need workspaces. But once you have more than a handful of people, or different teams using Alyce for different things, you’ll want some structure.
Step 1: Decide how you’ll split up your workspaces
Before you click anything, work out how you want things organized. There’s no “undo” for a messy workspace structure, and shifting later is a pain.
Common workspace setups: - By department (e.g. Sales, Customer Success, Marketing) - By region (e.g. North America, EMEA, APAC) - By campaign type (e.g. Events, Direct Outreach, Renewals) - By business unit or brand (if you’re a big company)
What works: - Keep it simple. Too many workspaces = confusion and admin overhead. - Name workspaces clearly—avoid inside jokes or team nicknames.
What doesn’t work: - Creating a workspace for every small project or rep. That’s actually worse than no workspaces.
Pro tip: Ask your team how they want to see reports. That usually tells you how to split things up.
Step 2: Create a new workspace
Here’s how to do it (assuming you have admin access):
- Log into Alyce.
- Go to the Admin dashboard.
In the sidebar, look for “Workspaces” or similar. - Click “Create Workspace.”
- Fill in the details:
- Name: Make it obvious (e.g. “Sales - North America”).
- Description: Optional, but useful for others (e.g. “Handles all outbound sales gifting”).
- Assign an owner: Someone responsible for managing users and budget.
- Set default settings:
Some options you’ll see: - Default currency
- Time zone
- Budget policies
- Allowed gift types Don’t overthink this—most settings can be tweaked later.
- Save.
Your workspace is live.
What works:
Assigning an owner who actually uses Alyce, not just IT.
What doesn’t:
Letting workspaces sit with no owner. No one will know who to bug when things break.
Step 3: Add team members to your workspace
You’ll need to invite people to each workspace. Alyce doesn’t auto-sync with your org chart (yet). Here’s how:
- Open the workspace.
- Go to “Users” or “Team Members.”
- Click “Invite” or “Add User.”
- Enter their email, assign a role:
- Admin: Full access, can edit everything.
- Member: Can send gifts, see reports, but not change settings.
- Viewer: Read-only, usually for finance or leadership.
Pro tip:
Start small. Only add the people who need immediate access. You can always add more later.
What works:
Setting clear roles right away. People get confused fast if they can’t do what they expect.
What doesn’t:
Inviting “everyone just in case.” That leads to accidental gifting, confusion, and budget leaks.
Step 4: Set up budgets and controls
If you skip this, you’ll regret it. Alyce lets you assign budgets per workspace, per user, or per campaign.
To set workspace budgets:
1. Go to the workspace settings.
2. Find the “Budgets” section.
3. Set a total budget or individual spending limits.
4. (Optional) Enable approval workflows:
Useful if you don’t want surprises on your credit card.
What works: - Giving teams a clear budget and letting them manage it. - Setting up alerts for when budgets run low.
What doesn’t: - One giant shared budget. You’ll spend more time policing than gifting.
Ignore for now:
Budget “granularity” features unless you’re running complex, multi-region campaigns. Start with the basics.
Step 5: Organize campaigns and assets by workspace
Alyce lets you create campaigns, templates, and gift libraries inside each workspace. This is key for keeping things tidy.
How to do it:
1. Switch to the right workspace.
(Easy to forget—Alyce doesn’t always make it obvious.)
2. Create campaigns, templates, and other assets as needed.
They’ll stay separate from other workspaces.
3. Check that users only see what they’re supposed to.
If someone can’t find a campaign, double-check their workspace access.
What works: - Keeping campaigns focused and workspace-specific. - Using template names that actually mean something.
What doesn’t: - Duplicating the same campaign across five workspaces. If you need to, your setup might be too granular.
Step 6: Review, manage, and tweak your workspaces
Things change. Teams grow, people leave, budgets shift. Alyce lets you edit workspaces, but it’s not always instant.
To manage workspaces: - Edit details: Change names, descriptions, or owners as needed. - Add/remove users: Clean up old accounts every quarter. - Adjust budgets: Check reports, then top up or trim down as needed. - Archive unused workspaces: Keeps things tidy and avoids confusion.
Pro tip:
Set a quarterly reminder to review workspace memberships and budgets. It takes 15 minutes and saves you headaches later.
Troubleshooting: Common workspace headaches (and fixes)
- “I can’t find my campaign!”
Double-check you’re in the right workspace. Alyce keeps things siloed. - “People are sending gifts from the wrong budget.”
Review user assignments and budget policies. - “Reporting is messy.”
If your reports don’t make sense, your workspace structure might be off. Don’t be afraid to merge or split workspaces if needed. - “No one’s using the workspace I set up.”
Ask why. Maybe people didn’t get invites, or maybe they don’t need it.
What to ignore (for now)
- Integrations:
Don’t get sucked into syncing everything with your CRM or Slack until your workspaces are running smoothly. Complexity adds friction. - Advanced permissions:
Unless you have strict data policies, stick to Admin/Member/Viewer. - Custom branding:
Nice to have, but not essential. Focus on function first.
Keep it simple and iterate
Setting up team workspaces in Alyce isn’t rocket science, but it’s easy to overcomplicate. Start with basic, obvious structures. Assign real owners. Add people slowly. The more you try to automate or fine-tune from day one, the more you’ll end up redoing. Keep it simple, get feedback, and tweak as you go. That’s how you’ll actually get your team collaborating—without the chaos.