To keep Howspace workspaces organized and prevent inactive ones from accumulating, Howspace automatically identifies, archives, and deletes workspaces that have not been used for an extended period. This process helps maintain efficiency while ensuring that admins and main users have a chance to take action before a workspace is permanently removed.
Automatic Archival & Deletion Timeline
If a workspace has not been visited for 6 months, it will be automatically archived.
Once archived, the workspace remains in this state for 18 more months.
If there is still no activity after a total of 24 months (6 months inactive + 18 months archived), the workspace will be permanently deleted.
Email notifications & Actions for Workspace Admins
For workspaces with admins:
The workspace admins will receive the first email after the workspace has been inactive for 4 months. If you do not visit the workspace, a new reminder will be sent one week before archiving.
Main users do not receive any notification in this case.
Each admin receives one email per workspace that is about to be archived or deleted.
The email includes a link to a dedicated view where the admin can choose to:
Reactivate the workspace by accessing it.
Manually archive the workspace if they no longer need it.
OR If another admin has already archived the workspace:
Any other admins who try to access the link will see an error page ("Workspace archived/deleted").
If the workspace is archived the workspace admins will receive three email reminders before deletion:
8 months after archiving
11 months after archiving
One week before deletion
For workspaces without admins:
If an inactive workspace has no active admins, a summary email is sent to the main users.
This email consolidates all inactive workspaces without admins into a single notification.
The email link directs the main user to Account Manager → Inactive Workspaces, where they can manage all such workspaces at once.
Managing Inactive Workspaces in Account Manager
To help track and manage workspaces efficiently, you can access all inactive workspaces through:
Account Manager → Workspaces → Inactive Workspaces
Key Features of the Inactive Workspaces View:
By default, the view filters workspaces to show only those without admins (to highlight the most urgent cases).
You can uncheck the “Show only workspaces without admins” box in the top right corner to also view inactive workspaces that still have admins.
This gives you a full overview of all workspaces at risk of deletion and allows you to take action as needed.
