Understanding Multi-Tenant Setup
How to structure PandaDoc workspaces and folders when integrating for multiple teams, departments, or client companies.
Organizations integrating PandaDoc often need to serve multiple user groups -- different departments, locations, or even separate companies -- while keeping documents, templates, and access isolated. This is especially important for organizations that resell PandaDoc to multiple clients.
A multi-tenant setup lets independent groups share a single PandaDoc organization while maintaining proper data segregation.
Two approaches
1. Separate workspace per tenant
Each tenant gets its own workspace with full isolation: separate documents, templates, contacts, branding, and user roles.
2. Folders within a single workspace
Tenant data is organized into folders inside one shared workspace. Access is managed through folder-level permissions.
Comparison
| Aspect | Workspace per tenant | Folders in shared workspace |
|---|---|---|
| Data segregation | Complete isolation -- each workspace has its own documents, templates, and contacts | Data shares a workspace; requires careful folder-level access control |
| User access control | Users are assigned to specific workspaces with workspace-level roles | Permissions managed at the folder level; harder to automate |
| Branding and customization | Independent branding, email settings, and integrations per tenant | A single set of branding applies to all tenants |
Recommendation: For most organizations, workspace per tenant provides the clearest separation and is the safer default. Folders work for simpler cases with fewer tenants and minimal customization needs.
Managing templates across workspaces
When using multiple workspaces, consider how templates are shared:
- Administrators can share templates and content library items between workspaces. Shared content appears in the "Shared with me" folder.
- Shared templates are read-only in the recipient workspace. Edits must be made in the source workspace.
- Smart content blocks in shared templates are not visible in the recipient workspace and are not cloned.
- Documents cannot be moved between workspaces. To transfer, download and re-upload (resets status to Draft).
Automating workspace provisioning
The PandaDoc API supports programmatic workspace management. The API key must belong to an Organization Admin for these operations.
| Operation | Endpoint | Notes |
|---|---|---|
| Create a workspace | Create Workspace | The Org Admin is automatically added as the first Admin user |
| Generate an API key | Create API Key | Keys are workspace-scoped; maintain a key-to-workspace mapping |
| Add a member | Add Member to Workspace | Org Admins or Workspace Admins can assign members |
| Create a new user | Create User | Adds a user to both the organization and a workspace |
Related
- Understanding Organizations, Workspaces, and API Keys -- how the account hierarchy and API key scoping work
- Understanding Document and Template Folders -- folder operations and limitations
- PandaDoc Workspaces Documentation
Updated 8 days ago