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Collaborate across workspaces

How to share notes and collaborate with users on different workspaces

Mikaela Friedrich avatar
Written by Mikaela Friedrich
Updated over a week ago

Joining meetings with external partners (such as vendors, agencies, and contractors) can feel a little disorganized – especially when there is no meeting agenda in place.

Cross-Workspace collaboration allows you to break down communication walls and collaborate on a meeting agenda from two different workspaces – without needing to use the guest user capabilities.

In this article we'll discuss the following:


Before we get started, let's clarify some terminology:

Workspace: The shared space where your team works in Fellow. This space contains all your meeting notes, 1-on-1s, etc. Each workspace has its own subdomain and URL (typically and can manage admins, team members and billing plans independently.

Workspace members: Users who have an account on the main workspace, same domain, full access

Internal users: Team members who have the same email domain as the main workspace, but don't have an existing Fellow account.

External users: A user who has a Fellow account outside of the main workspace.

This might be:

  • Someone who is part of the same company/has the same email domain but has an account on another workspace.

  • Someone outside of your company (ex. from an agency, vendors, contractors, etc.) who you are collaborating with

Guest users: Someone external who has limited access to your workspace. They need to be invited and have limited capabilities.

What does it mean to collaborate across workspaces?

We’ve made it possible to share your version of an entire note series with people outside of your workspace (i.e. “externals”). This means that an external user will be able to collaborate on a note by adding content, assigning action items etc, and still be able to access that note on their own workspace.

For example, say that I (a member of Workspace A) has a meeting with an external user, who has an account on Workspace B. If I share the note with the external user, that external will be able to access/edit my version of the note (from Workspace A), and their own version of the note (from Workspace B).

They can do this via the note switcher at the top of the screen

How it works

Note: there are three workspace settings that may affect this workflow. Before sharing with an external attendee, ask your workspace admin about these settings

  1. "Allow users to invite members to join your workspace"

  2. "Allow users to invite members to join your workspace"

  3. "Allow users to collaborate with other workspaces"

Share a note with an external user

  1. Visit the meeting note that you would like to share and click on the Share button in the upper right hand corner.

  2. This will open the Share modal. Select the external users who you would like to share the note with. By default, these will be the external users who are on the original

    calendar event. However, you can add or remove accordingly.

  3. Those external users will then receive an email from Fellow with a link to that note.

Accept cross workspace collaboration request

When a note is shared with an external user, the external user has a few options about how they would like to collaborate. They can:

  • Create/use an Fellow user account and collaborate across workspaces

  • They can join your workspace as a guest user. This means that they won't need to connect their calendar

For this article, we'll focus more on the cross workspace collaborator experience. You can learn more about guest users here.

  1. Once the note has been shared with you, you'll receive an email like this. Click on the View meeting agenda button.

  2. This will open a view-only version of the meeting note. Click on Accept and collaborate in the top right hand corner to be able to fully collaborate

  3. You will then be prompted to create or login to a Fellow account.

  4. You are now viewing the Workspace A version of the note! You can navigate back to your own version of the meeting note via the note switcher at the top of the note.

  5. Start collaborating and editing! This note will now appear in the Steams area of your home panel.

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