Organizing into rooms

A room keeps related documents together behind one access wall — one per client, team, or project.

What a room is

Think of a room as a folder with a front door. Everything inside shares the same address and the same list of who's allowed in. It has a name and a short purpose so people know what it's for.

Create a room

Give it a name and a one-line purpose. A landing page is built for it automatically, with a sidebar listing its documents — it updates as you add or remove them.

The room's landing page

When someone opens a room they see its name, its purpose, and a list of documents on the left. Until you add documents, it shows a short getting-started note instead.

Folders — group documents

Inside a room you can group documents into named folders so they're organized when people view or share the room. Ask to move a document into a folder (naming one creates it); the room's page and the deck library show folders as headings.

Folders can be nested up to three levels — say "file this under Testing / Feature group" and it becomes a folder inside a folder. Rooms keeps filing tidy for you: it reuses a folder that differs only in capitalization or spacing (so you never end up with "Testing" next to "testing"), and if a name looks like a near-duplicate of one you already have it asks "did you mean …?" before creating a new one. If you're not sure where something belongs, ask "where should this go?" and Rooms suggests the best-fitting existing folder.

Your workspace — a private place to draft

Everyone has a personal workspace: a private sandbox room only you can see. Draft and experiment there without anyone watching, then move or copy a finished document into a real room when it's ready. Just say "open my workspace", or in the web app click ✎ My workspace.

To promote something, ask to copy it (the workspace keeps a copy you can reuse as a template) or move it (it leaves your workspace) into the target room. The destination room's rules apply automatically — if it's a controlled-document room, the copy arrives as a draft to review; the room's brand and theme are applied for you. The same copy/move works between any two rooms, so you can reuse one document across several client rooms.

Custom look (optional)

Every room gets a clean default design. If you want a room to look different, you can replace its landing page with your own — your documents and settings stay exactly as they are.