Spaces and roles
Company, department and Private spaces decide who can open what; roles decide who manages it.
Last updated Nov 4, 2026
What it is
Everything in Nexa lives in a space: the Company space, a department space, or a person's Private space. Each person has a role: owner, admin, manager or member.
What it's for
People see what their work needs, and private material stays private.
How to use it
- Owners and admins create departments and invite people from Team.
- When you upload, choose the space it belongs to.
- To make a folder, click New folder and choose where it goes under Put it in. The line under it says who will see the folder.
- To move a folder, drag it onto another folder or a space in the folder tree, or use ⋯ → Move to…. If the move changes who can see it, Nexa asks first.
- Open any file's Why can I see this? to see who has access and why.
Tips
- Keep drafts and personal notes in your Private space; move them to a shared space when ready.
Good to know
- A move that would show a folder to more people than you can share with is refused; ask an admin or the department's manager.
- Everyone can make folders in their own Private space. Department managers make folders in their own department, and owners and admins in any department. Members make them in their department and the Company space only when Members can create folders is on (Team → What members can do, owners and admins).
- Owners and admins see every department, but never anyone's Private space.
- A department manager sees their team members' work and commitments.
- A confidential department (for example HR) is closed even to admins.
- Chat answers, search and counts all follow the same rules.
- Teaching the website assistant has its own rows on Team → Who can do what: Teach the website assistant (owners and admins; off for members unless you turn it on), Approve knowledge for the company (owners and admins), and Approve what the website assistant tells the public (owners only, until you give it to admins or members).
- Nobody can set another person's password. From Team, an owner, admin or department head can Send password reset link, and the teammate chooses the new password.