A Workspace is a data source where you will store all your organisation information. Calxa has a few workspace options to choose from including Online, Local and Network. This help note is intended as a guide for choosing the most appropriate Workspace for your Calxa experience.


Online Workspace

An Online Workspace enables you to save your organisational data online. We host this data on the Microsoft Azure cloud platform in their Australia East data centre. It is advised to use an online workspace if:

  • You wish to take advantage of Automation and Workflows only available online
    • This allows you to automate tasks such as updating from your accounting data and delivering reports to your inbox
  • You have multiple users using Calxa with the same data
  • You wish to be able to access your Calxa workspace from more than one geographical location
    • For example, accessing the same Calxa workspace in the office and at home
    • Or to share your data with your accountant/consultant
  • You have an online accounting file

Advantages of using an Online Workspace

  • Use Workflows to Automate certain tasks
  • Easily accessible from anywhere that has internet access and Calxa installed
  • Easily share your Calxa data with anybody who has Calxa (for example your co-workers or accountant/consultant)
  • No server maintenance or disaster recovery backups required

Disadvantages of using an Online Workspace

  • Not able to access database if there is no internet connection available
  • If you have a large number of organisations in a single workspace this can impact performance
    • You can workaround this performance impact by creating multiple workspaces

For help connecting to an Online Workspace please refer to the help article – Calxa Online Workspace.


Local Workspace

A local workspace refers to the use of a file that is stored on your computers local disk. This file cannot be saved or shared on a network location. It is advised to use a local workspace if;

  • There is only a single user operating Calxa or each user will have separate data
  • You use Remote Desktop Services (RDS) and wish to install Calxa on the RDS Server with the database saved on the RDS local disk

Note – You may still achieve multi user access by using a RDS. For more information, please read the following Help Note article; Setting up Calxa on Remote Desktop Services (Terminal Services).

Advantages of a Local Workspace

  • Quick and easy set up
  • Easy transfer of database across computers
  • Easily create multiple databases with separate organisation data
  • Permissions and full control over the data is easy to accomplish

Disadvantages of a Local Workspace

  • Unable to share workspace over network
  • Larger workspaces can experience slower performance

For help creating a local workspace refer to the Help Note article - Create your first Calxa Workspace.


Network Workspace (SQL Server)

Calxa can take advantage of Microsoft’s SQL Server database engine to create a robust multi user network database. SQL Server which is available as a free Express version needs to be installed separately and Calxa can then store its data in an SQL Server database. It is advised to use network workspace if;

  • You require multi user access but cannot use an Online Workspace 
  • Or you cannot use a local workspace (cannot save to local disk)

Advantages of using an SQL Server Database

  • Database accessible across a local area network
  • Superior performance for multiple concurrent users
  • Superior performance for larger data sets
  • Administrative control of data access permissions
  • Administrative control of backup and restore permissions

Disadvantages of using an SQL Server Database

  • Requires more planning and some technical expertise 
  • End user permissions may restrict them from easily creating multiple databases 
  • End user permissions  may restrict backup and restore from within Calxa
  • Not easy to copy it from one location to another


For more information on setup and backup and restore please read the following Help Note articles; How to Configure a Network Database (SQL Server) and Backup and Restore: Network Database.