Multiple Workspaces
A Workspace is where you manage the IoT cellular connectivity for your devices. Every emnify customer has free access to a single Workspace.
When you need more than one Workspace to manage independent aspects of your business, you can use multiple Workspaces. This feature is designed to address the needs of organizations with complex business structures, particularly those with entities that should remain independent in functionality but may have users managing both aspects.
Unlike traditional sub-accounts, Workspaces are independent entities with their own configurations, user roles, and billing. Workspaces also offer more flexibility, as permissions are managed per Workspace, but you only need one login to access all of the Workspaces you're invited to.
Potential use cases for having multiple Workspaces include:
- Entities that require independent billing
- Diverse product lines within the same company with varying technical requirements
- Separating sandbox and live systems
- Entities that need independent contracts
By default, you can have up to three Workspaces with the Pro Package.
Useful terms
The following terms are commonly used when discussing Workspaces. Each listed term includes a link to its associated glossary entry:
Centralized features
The following table describes how popular emnify features are supported in the context of multiple Workspaces. In this table, Per Workspace means the feature is limited to a specific Workspace and unable to share instances or configurations across linked Workspaces.
| Feature | Centralized | Per Workspace |
|---|---|---|
| Cloud Connect | no | yes |
| Billing | no | yes |
| Reports | yes | yes |
| SIM inventory | no | yes |
| Single sign-on (SSO) | yes | no |
| User management | yes | yes |
| Virtual private networks (VPNs) | no | yes |
Workspaces are new to emnify, so feedback and suggestions are very welcome. Please open a ticket on Canny.
Reports
Centralized reports extend the existing embedded reports feature on the Portal if you have access to multiple Workspaces. These reports allow you to view individual reports per Workspace or one centralized report that combines data from two or more Workspaces. Any user role can access reports and see reports from all accessible Workspaces regardless of which one they're currently in.
The following are examples of how data is combined in centralized reports:
- Network activity
If SIM A from Workspace 1 consumed 100 MB on March 1 and SIM B from Workspace 2 consumed 50 MB on the same day, the central report shows 150 MB consumed. - Usage by mobile network
If Workspace A consumed data only in Canada and Workspace B consumed data in the USA and Canada, the central report shows combined data for Canada for all networks and one more line in the report for USA consumption. - Data usage per device policy
If Workspace A and Workspace B have similar service policy names (for example, Normal Operations Group), you'll see two groups with the same name when you combine reports from both Workspaces.
Single sign-on
Users with the Administrator role can set single sign-on (SSO) for their default Workspace. Once SSO is enabled for the Workspace, subsequent users with this Workspace as their default must use SSO to log in to the emnify Portal. If SSO is enabled in a Workspace that isn't your default, you continue to use your email and password.
You can't log in directly to a Workspace that isn't your default.
For the available SSO providers and implementation guides, see Single sign-on.
User management
Multiple Workspaces allow you to partition access and visibility based on user roles. A user can have different roles in different Workspaces, even if they're linked. For example, someone can be a User in one Workspace and only see the IoT assets they need to manage but be an Administrator in another and able to manage other users in that particular Workspace. When emnify sets up your multiple Workspace architecture, a centralized SuperAdmin role is also provided.
For more information, see Roles and permissions.
SuperAdmin user role
The SuperAdmin role is provided when emnify sets up your multiple Workspace architecture. By default, this role is assigned to the longest-standing Administrator in the main organization.
The SuperAdmin automatically receives access to all existing and any new Workspaces linked to the main organization. In the Workspace switcher, they can see all of these Workspaces, plus any other Workspaces they have access to. This role can manage other users like administrators across multiple Workspaces in the Users tab of the Workspace settings in the emnify Portal.
There is only one SuperAdmin per main organization, and users with this role can't be removed from any Workspace linked to that organization, as they're the assumed owner. However, a user can be a SuperAdmin in one main organization but hold another role (for example, Observer) in an unrelated Workspace with a different main organization. In those Workspaces, this user can be updated or deleted as usual. For more information, see user management roles and permissions.
Reassigning the SuperAdmin role can only be done by the emnify team on request.
If you unlink your Workspaces, the SuperAdmin role is removed as it's no longer needed. By default, the former SuperAdmin becomes an administrator of any Workspace they already had access to before the Workspaces were linked and lose access to the others.
Unlinked Workspaces only affect the SuperAdmin's role and access. There are no visual differences or permission changes for other users.
Transfer SIMs between Workspaces
The SIM inventory feature allows users with access to multiple Workspaces to move SIM cards between them. This can help streamline operations across different accounts.
You must have SuperAdmin or Administrator roles in at least two Workspaces.
Devices aren't transferred during the process. If a SIM is attached to a device, it's automatically detached, and the device remains in the source Workspace.
When transferring, the status of the SIM is updated as follows:
- Issued: No change.
- Factory Test: No change.
- Activated: Changes to Suspended.
- Suspended: No change.
Transfer restrictions:
- You must have activated the Workspaces feature to transfer SIMs.
- A maximum of 500 SIMs can be transferred at once.
- Transfers between Workspaces registered on Brazilian emnify Ltda and German emnify GmbH aren't allowed.
- Transfers between multiple Brazilian emnify Ltda Workspaces or multiple German emnify GmbH Workspaces are unrestricted.
Billing for transferred SIMs
Charges for a transferred SIM are split between the source and target Workspaces at the exact moment of transfer.
Key billing rules:
- One SIM, one Workspace: A SIM can only accrue active usage and charges in one Workspace at a time.
- Usage and subscription charges: Charges accrued up to the moment of transfer are invoiced to the source Workspace. After the transfer, all new charges are invoiced to the target Workspace.
- Timestamp cutoff: The transfer time is the boundary for billing, ensuring no overlap or duplication of charges between Workspaces.
Transfers can occur multiple times (for example, Workspace A > Workspace B > Workspace C). Each transfer establishes a new billing cutoff. Example: Usage before a transfer belongs to Workspace A. Usage after the transfer belongs to Workspace B. A subsequent transfer to Workspace C repeats the same logic.
Impact based on SIM state
- Issued: If a SIM was never activated before the transfer, the source Workspace incurs no charges. Charges only begin when the SIM is activated in the target Workspace.
- Factory Test: After the transfer, the SIM retains its factory test mode (FTM) allowance and start date from the source Workspace. Example: if a SIM has been in FTM since January 1 with a 1 MB limit in Workspace A and has consumed 0.5 MB, it moves to Workspace B with the remaining 0.5 MB available, regardless of Workspace B's FTM configuration. The SIM stays in FTM in the new Workspace until it consumes the remaining allowance.
- Activated: Before the transfer, usage (data and messages) is billed to the source Workspace. Any subscription or data allowance charges tied to that usage appear on the source Workspace invoice. The source Workspace stops incurring charges for the SIM at the exact moment of transfer. After the transfer, all new usage and subscription fees are billed to the target Workspace. Example: If a SIM is moved at 2:45 PM on January 15, charges before 2:45 PM are attributed to the source Workspace, and charges from 2:45 PM onward are billed to the target Workspace.
- Suspended: Suspended SIMs don't generate ongoing charges. Billing in the target Workspace only begins if the SIM is reactivated and usage resumes.
Data allowances
Data allowances are charged when a SIM card is activated in a Workspace.
- Pooled allowances: Pooled allowances aren't prorated when SIMs are transferred. If your Workspace uses a shared data pool, moving SIMs out won't reduce the pool size. The pool size remains the same to ensure that moving SIMs doesn't result in an unexpected overage.
- Fixed allowances: Fixed allowances are billed in each Workspace where a SIM is activated, even if activation occurs at different times.
Invoices for transferred SIMs
- Source Workspace invoice: Includes all usage and subscription charges up to the transfer time. If the billing cycle ends after the transfer date, partial-month charges may appear.
- Target Workspace invoice: Includes all usage and subscription charges from the transfer time onward. If the transfer occurs mid-billing cycle, partial-month charges appear for the period following the transfer.
If you're unsure about your invoices or see unexpected charges, contact emnify's support team for a detailed review.
Frequently asked questions
Will I be billed twice for the same data usage?
No. Usage charges are split at the moment of transfer. However, activated allowances may be billed in both Workspaces.
What happens if my SIM was never activated before the transfer?
The source Workspace isn't billed. Charges begin only when the SIM is activated in the target Workspace.
Available guides
The following guides offer step-by-step guidance for configuring Workspaces:
- Create a new Workspace
- Link existing Workspaces
- Manage Workspace users
- Switch between Workspaces
- Transfer SIMs between Workspaces
- View centralized reports for multiple Workspaces
Many operations are also executable using the emnify REST API. Available endpoints are listed under the Workspaces tag in the OpenAPI specification.