User Settings
Manage your personal profile and view all your workspaces from a centralized location.
What is User Settings?
User Settings is your personal control center where you manage your profile information and get a bird's-eye view of all workspaces you're a member of. Unlike Workspace Settings (which control individual workspaces), User Settings are specific to YOU across all workspaces.
Key Difference
👤 User Settings (This Page)
Your personal profile, view all workspaces, global preferences
🏢 Workspace Settings
Configure specific workspace, manage members, invite codes
Accessing User Settings
Your personal settings are always accessible from the top navigation bar, no matter which workspace you're in.
How to Access:
- Click your avatar (profile picture) in the top-right corner of any page
- Select "User Settings" from the dropdown menu
- You'll be taken to your personal settings page with two main tabs
💡 Pro Tip:
The tabs use URL-based navigation - you can bookmark specific tabs (like /user-settings?tab=workspaces) or share URLs with the exact tab you want someone to see.
Profile Tab
Manage your personal information that appears across all workspaces you're part of.
What You Can Update:
Full Name
Your display name shown to all workspace members
- • Updates across all workspaces instantly
- • Visible in task assignments, comments, and mentions
- • Can contain letters, numbers, and spaces
Profile Image
Your avatar shown throughout the application
- • Supported formats: JPG, PNG, GIF
- • Maximum file size: 5MB
- • Automatically cropped to square
- • Shows in navigation, task cards, and member lists
Email Address
Your account email (view-only)
- • Used for login and authentication
- • Managed through your authentication provider
- • Cannot be changed here (security requirement)
Updating Your Profile:
- Go to User Settings → Profile Tab
- Click on the field you want to update (Name or Profile Image)
- For profile image: Click "Upload" and select a file from your computer
- For name: Type your new name in the text field
- Click Save Changes at the bottom
- Your changes will be reflected immediately across all workspaces
Workspaces Tab
Get a comprehensive overview of all workspaces you're a member of, with statistics, search, and detailed storage analytics.
Workspace Overview Features:
📊 Quick Statistics
View at-a-glance metrics at the top of the page:
Total
All workspaces
Owner
You created
Admin
Admin access
Member
Regular member
Search & Filter
Quickly find specific workspaces by typing in the search bar. Searches workspace names in real-time.
Refresh Data
Click the Refresh button in the top-right to update your workspace list and get the latest data.
Workspace Card Information:
Each workspace is displayed as a card showing:
Storage Analytics
Get detailed insights into how much storage each workspace is using, with breakdowns by database and file storage.
Accessing Storage Details:
- Go to User Settings → Workspaces Tab
- Find the workspace you want to analyze
- Click the View Details button on the workspace card
- A side panel opens showing comprehensive storage analytics
Storage Analytics Features:
📊 Overview Tab
- • Total storage used by the workspace
- • Split between Database (records) and Storage (files)
- • Visual progress bars showing percentages
- • Last calculated timestamp
- • Calculation duration
🗄️ Database Tab
Detailed breakdown of database storage by collection:
- • Workspaces metadata
- • Projects data
- • Tasks and descriptions
- • Documents (BlockNote content)
- • Comments
- • Attachments metadata
- • File library entries
- • Mentions and invitations
📁 Storage Tab
Detailed breakdown of file storage by type:
- • Workspace icons
- • Project icons
- • Task description images
- • Task attachments
- • Document content (images/files)
- • Document cover images
- • Comment attachments
- • File library uploads
Real-Time Refresh
Click the Refresh button to trigger a real-time calculation. This may take 5-15 seconds depending on workspace size. Analytics are also calculated automatically every hour by a background process.
💡 Storage Analytics Tips:
- • Analytics show data in both bytes and megabytes (MB) for easy understanding
- • Each category shows a percentage bar so you can quickly identify storage hotspots
- • If a category shows 0 bytes, it won't be displayed in the breakdown
- • Storage calculations include all data, even if it's in trash (will be cleaned up after 24 hours)
- • Use this data to identify if you need to archive old files or clean up unused content
Quick Actions from Workspace Cards
Each workspace card has several action buttons for quick access:
View Details
Opens the storage analytics side panel
Quick access to storage insights without leaving the page
Settings
Opens workspace-specific settings
Only visible if you have Owner or Admin role
Navigate
Takes you to the workspace dashboard
Click anywhere on the card (except buttons) to navigate
Search
Filter workspaces by name in real-time
Use the search bar at the top to find specific workspaces
Best Practices
Keep Your Profile Updated
Use a professional photo and your real name so team members can easily recognize you across workspaces.
Monitor Storage Regularly
Check storage analytics monthly to identify workspaces that need cleanup or archiving.
Use Bookmarks
Bookmark the Workspaces tab URL if you frequently switch between multiple workspaces.
Role Awareness
Check your role badge on each workspace card to know your permissions before attempting administrative actions.