Shared setup
Manage spaces and client access
Last reviewed: · MentorDrop
A space brings together the sessions, libraries and events of a program, membership or group. Its access determines which clients can use that content; its mentor roster determines which mentors work with that group.
Create and fill a space
- As an administrator, open Studio › Spaces and press New space. Your account starts with no space.
- Give it a name your clients will recognize and decide whether to enable Open space. Press Create space.
- Once it exists, press Edit space to choose its Mentors. Administrators can work in every space; other mentors need to be on that space's roster.
- Add Q&A sessions, choose libraries and create events from its Sessions, Libraries and Events tabs. You do not need all three to share a useful space.
- Use Share for its link, QR code or widget. Test the client experience before inviting the group.
In Edit space, What your clients see holds the space's Logo (shown in the menu of its pages and on its card on your clients' home), Libraries in the menu (One link, One link per library or The content of a course, which puts the content of the library you choose, with its progress, in the menu), What Home shows first (Q&A and agenda or Library; a live event always comes first), and Anonymous questions (only your team sees who asks). Below it, each in its own section, Welcome puts a video or text at the top of the space's page until each client has seen it, and Menu links adds up to 3 links to the menu of all its pages.
Private or open
| Mode | How someone joins |
|---|---|
| Private | They need access granted manually, through an integration or by buying an offer. The link alone is not enough. |
| Open | Anyone gets in for free with their name, their email and the code we send them, and subscribes to your emails. |
With your list connected, everyone who joins a space gets its tag md:space:{space}:joined. Someone who buys an offer joins your list with it; the thank-you page tells them in one discreet line at the bottom and, with one click on "click here", they are not added (or are unsubscribed if they already were). The purchase and its access stay as they are. Someone you add by hand, by CSV or through an integration only gets the tag if they are already subscribed to your list: we never add them to it.
How someone enters an open space
- They open the link of the space or of something in it (a session, a library, an event's question page).
- They type their name and email and press the button, which says they subscribe and what they came to do (Subscribe and enter, Subscribe and ask, Subscribe and watch the video).
- They get a code by email. Typing it, or pressing the email's link, lets them in.
A client who is already signed in enters with one click, no code: from that same page or from Spaces free to join on their home. Only open spaces with something to use are listed there: a published session or event, or a library with a ready video.
Inside they see what any client with access to the space sees: its sessions, its libraries (with their opening rules) and its events. In Users › Clients that space shows on their row marked Joined on their own.
Entering subscribes them to your emails, whether or not your list is connected, as registering for an event does. The form says so above the button ("Join for free and get {your brand}'s emails.") and links your privacy policy under it, the same in every country: "Unsubscribe with one click whenever you like." with your list connected, "Unsubscribe whenever you like." without it. Each entry keeps its consent record. With your list connected, the person goes to it with the tag md:space:{space}:joined (we create it in your list when you connect it, so your automations can use it from the start), only once they actually enter, not when they ask for the code. Without a list, you have them in Users and in the Consent records CSV in Settings › Integrations to import them; connecting your list later does not send earlier entries. Unsubscribing never takes their access away.
Opening a space needs your privacy policy URL in Settings › Integrations. When you switch it on, Studio asks first: whoever leaves their email will see everything in the space. If you remove the policy, whoever is already in keeps entering, but the space takes no new people until you set it again; Studio flags it in Spaces and on its home.
If someone asks for the code and never confirms it, we delete that unconfirmed account 30 days after the last code they asked for, as long as it holds no access or other data.
Open, close and sell
Open spaces are free to enter and cannot be included in an offer. Remove a space from every offer before opening it. To sell it, close it first.
Closing an open space ends access obtained by joining it freely; separate manual or purchased access remains valid. If you reopen it, people can join again unless you explicitly removed their access. Removing an open-space client's access prevents them from simply registering again.
An open space's events are for anyone with their link, without entering the space, and its agenda (/s/{space}/agenda) is public. Once the space is closed, its events are for people with access only; while one of them asks for name and email, the space cannot be closed.
Give access to one person
In Studio › Users › Clients, choose Give access:
- Enter the email and optionally the person's name.
- In How access ends, choose Never ends, For a time (the Days of access) or Until a day. A last day includes that whole day in the account's time zone.
- In Support, choose Same as access, For some months (counted from today), Until a day or No support. Once support ends, the client still sees the content but no longer sends anything to the team; details in Offers.
- Choose All spaces or Specific spaces. All-spaces access also covers spaces you add later.
- Save and send the person the space link.
The same dialog, with Action › Remove access, takes access away from one person by email.
Clients use their email and a one-time code; they do not create a Studio password. The sign-in response is deliberately generic, so it does not disclose whether an email is on your client list.
Once all their access has ended (expired or removed by you), a client can still ask for their code on their home, but they only reach My account: their details and payments, and deleting their account. It reads "You have no access to any space right now."; their spaces, libraries, sessions and submissions stay closed to them.
Work with a group or an integration
Select several clients to adjust their access together. Import a CSV can grant or remove access for every valid email in a file, using the scope and expiry you choose. Follow the file format shown by the import form and inspect its changed, skipped and invalid counts afterwards. If the chosen spaces have libraries kept for purchases in some dates, you can give them to the whole file too (Libraries for buyers in some dates). Set mentor gives several selected clients the same designated mentor. An import never shortens anyone's access: whoever already has access that lasts longer keeps it, and the counts say how many. When you give access by hand, Studio warns you before confirming if the new end shortens the access that person already has.
To connect an external purchase or membership system, use the per-space endpoint and token under Settings › Integrations. Grant and revoke requests are sent by your server or automation tool. The integration guide includes the request format; the token never belongs in your public widget.
Native Offers grants access when Stripe confirms the purchase.
Remove access carefully
Removing access in Users removes the access managed there, including open entry, but keeps what the client bought. When you remove a client's access in Edit access and some of it was bought, the dialog lists those sales, each with its own Remove access, the same as in Offers › Sales; a subscription or installment plan Stripe still charges says to cancel it in Stripe. An active grant from another source may still let the person in.
Taking away access does not refund a payment or cancel recurring charges. Manage those in Stripe. Removing a single space also does not narrow a separate grant for all spaces.
Use the client profile
Open a client from Users, or their profile from your work with submissions. The profile gathers their Submissions, their Client access (access, support, libraries and progress), their Data and an internal Team note. Clients never see that note.
In Client access, Extend support gives them support until the day you choose in a space, without changing their access. In Data you can download everything you hold about that person or delete their data when they ask; see Client privacy.
You can set a Designated mentor in each space: their new submissions in that space will go straight to that person. Choosing them gives them no access to any space. See how the designated mentor works.
Your team can open a library for an individual client from this profile (Open library, and Close again), or give them a library kept for purchases in some dates (Give this library, and Take back). See Library opening rules.
Duplicate a program for another group
Duplicate space, in the space's menu, creates a separate space with copies of its sessions, forms, settings and mentor roster. The copy starts closed even if the original was open. Its sessions start as drafts without a schedule. With Keep the accumulated answers, each copied session shows the eligible public answers of its original.
Libraries are shared with the copy, not duplicated files: changing their contents affects every space using them. Their rules (opening, pace and purchase dates) are copied, but individual client openings, access and designated mentors are not. If one opens On a date, set the copy's First opening: the other dates move the same. Events are copied as unpublished drafts without their dates or room links, and without their question session. Check all of these before sharing the new space.
Archive a space
Archive space, in the space's menu, hides it and everything in it from your clients, and it can no longer be shared. It can be archived only once nothing uses it: if a client has access or bought it, a switched-on offer includes it, a payment is open or a recurring charge active, a published event has not ended, a session takes submissions or submissions are open, Studio says what is left. In Users › Clients, filter by the space and tick Only those keeping it from being archived to see whose access to remove. Unarchive space brings it back.