Set up your organisation workspace

At the end of this lesson

You can:

• distinguish opening an existing workspace from creating a new one;
• explain how an appropriate colleague is invited and joins;
• identify the administrator responsible for keeping access available.

Before you begin

This lesson is for an intended administrator or governance lead. You need no account for the reading or paper activity.

For workplace practice, you need verified sign-in and your organisation's authority to create or manage its workspace. Check whether a workspace already exists first.

Joining an existing organisation usually needs its administrator's invitation. Creating a new organisation makes you its first administrator. Choose the action that matches your situation.

Key ideas

An organisation workspace holds connected records such as policies, AI use cases, evidence and decisions. A use case describes a particular task you want AI to support.

A member is a person with access to that workspace. The administrator manages membership and organisation settings, subject to the app's access rules.

A business job title does not automatically grant app access. Joining the workspace also does not grant permission to use an external AI tool or open client documents elsewhere.

Follow these steps

1. Find out whether a workspace exists

Ask the person responsible for governance or administration in your organisation. If there is an existing workspace, ask its administrator to check your invitation and work email.

Do not create another organisation merely because you cannot see the existing one. An invitation may be pending, expired or associated with another verified email.

Result to check: you know whether you need to join an existing organisation or create an authorised new one.

2. Sign in and follow the appropriate route

Open AI Governance — sign-in required.

If you already have access, check the organisation name shown in your workspace. An administrator can also open Organisation settings to check its details.

If you need to join, use the private invitation link supplied by your administrator. Sign in with the email named in that invitation. Check the organisation shown, then select Join organisation. Use Open {organisation name} when that action appears after joining.

An unavailable invitation does not grant access. Ask the administrator to check it rather than creating a duplicate workspace.

Result to check: the intended organisation is open, or the outstanding invitation/access state is clear.

3. Create an organisation only when needed

For an authorised new organisation, use the setup page offered after sign-in. Enter Organisation name and check the displayed First administrator. The current setup uses Australia and Australian guidance.

Select Create organisation workspace. Wait for creation to finish; the welcome page then offers a way to continue. If creation fails, read the message and retry the supported action.

Result to check: the organisation is confirmed and its name is correct. A form that is still saving or shows an error is not a confirmed workspace.

4. Identify the administrator

Open Members and access. Read Active members and identify who holds organisation administration.

That person manages invitations and helps resolve access problems. Keep administrator responsibility clear when people change roles or leave. Do not remove or transfer anyone's access for this lesson.

Result to check: you can name the administrator responsible for continuity.

5. Arrange an invitation when authorised

The administrator selects Invite member, enters Work email, then selects Create invitation link. The invited organisation role is Member.

AI Governance creates a private, one-time link; it does not email the invitation. The administrator can use Copy invitation link and share it through the organisation's usual secure channel.

The link is shown once and expires after seven days. If an invitation is already pending, the original link is not shown again.

Result to check: an invitation was created or its existing pending state is explained. The recipient is not an active member merely because a link exists.

6. Check acceptance

The recipient signs in with the matching verified email and accepts the invitation. The administrator can then check Active members.

Wait for membership information to load. A pending invitation or load failure is not confirmation that the person has joined.

Result to check: membership is confirmed, or someone knows the specific access problem to resolve.

Practise

Paper activity — fictional information

A colleague already administers your organisation's workspace. You have been asked to join it and help prepare an assessment.

Write the first two actions you would take. Identify who manages the invitation. You do not need to sign in or invite anyone.

Check your understanding

Should you create another workspace because you cannot yet see the existing one?

Check your work

You can:

• identify the intended workspace and explain whether to open, join or create it;
• explain invitation and acceptance without assuming automatic email delivery;
• identify who maintains administrator access.

For workplace practice, confirm the organisation and membership, or explain what remains pending. Paper understanding can be complete while real access is still unresolved.

Continue learning

Optional worked examples

• Open Harbour Lane Accounting: Meet Harbour Lane (sign-in required)
• Open Brightpath Recruitment: Meet Brightpath (sign-in required)
• Open Wattlebridge Legal: Wattlebridge Legal overview (sign-in required)

Sources

• Planning for AI

These National AI Centre resources inform the lesson. This course does not imply Australian Government endorsement.