Help & Documentation
Find answers to common questions and learn how to get the most out of Workloom
Getting Started
Learn the basics of Workloom
Features Guide
Explore all Workloom features
Contact Support
Still need help? Get in touch
Getting Started
6 questions
How do I create a project?
Navigate to the Dashboard and click the 'Create Project' button. Enter a name and optional description, then click 'Create'.
How do I invite team members?
Go to your project page, click the three-dot menu in the header, and select 'Invite'. Enter the email address of the person you want to invite.
What features are available?
Workloom includes Kanban boards with drag-and-drop, Sprint Planning, Time Tracking with live timers, Documents with real-time collaboration, Team Chat, Message Board with voice notes, Schedule, Links, Todos, Analytics, Gantt charts, Task Templates, Client Access links, and more. Each feature is accessible from the project overview page.
What can Workloom do?
Workloom can: Manage projects with Kanban boards, sprints, and Gantt charts. Track time with live timers and detailed reports. Collaborate with team chat, message boards, and voice notes. Store documents with versioning and real-time editing. Plan with schedules, todos, and task templates. Share progress with clients via secure access links. Export/import project data. Set up in 60 seconds with no complex configuration.
What can't Workloom do?
Workloom cannot: Provide enterprise SSO/SAML authentication or compliance certifications (SOC2, ISO, etc.). Import data from other tools like Asana or Trello (only supports Workloom JSON exports). Handle 500+ person teams (optimized for 2-20 people). Offer advanced automation or custom workflow builders. Provide native mobile apps (web-based only). Workloom is built for freelancers and small agencies managing client work.
What are project roles?
Projects have three roles: Owner (full control), Admin (can manage team and settings), Editor (can create and edit content), and Viewer (read-only access). Project owners can assign roles when inviting team members.
Kanban Board
7 questions
How do I create tasks?
Click the 'Add Task' button in any column, enter the task title and details, assign it to a team member if needed, and click 'Create Task'.
Can I move tasks between columns?
Yes! Simply drag and drop tasks between columns to change their status. You can also drag tasks within a column to reorder them.
How do I customize columns?
Project owners can add, rename, delete, and reorder columns. Click the 'Add Column' button or use the column menu (three dots) to manage columns.
What are task priorities?
Tasks can have Low, Medium, or High priority. This helps you and your team focus on what's most important.
How do I use @mentions in comments?
Type @ followed by a team member's name in task comments to mention them. They'll receive a notification about your mention.
What are task dependencies?
Task dependencies let you link tasks that must be completed in a specific order. You can view dependencies in the task detail modal and on the Gantt chart.
How do recurring tasks work?
When creating a task, check 'Make this a recurring task' and set the frequency (daily, weekly, monthly, or yearly). The system automatically creates the next occurrence when you complete the current one.
Todos
3 questions
How do I create a todo?
Navigate to the Todos feature in your project, click 'New Todo', fill in the title and optional details, set a due date and priority, then click 'Create Todo'.
Can I filter todos?
Yes! Use the filter buttons at the top to view All todos, Active (incomplete) todos, or Completed todos.
How do I mark a todo as complete?
Click the checkbox next to the todo item. You can also click it again to mark it as incomplete.
Chat & Communication
4 questions
How do I send a message in chat?
Go to the Chat feature, type your message in the input box at the bottom, and press Enter or click the send button. You can also attach files by clicking the attachment icon.
Can I search messages?
Yes! Use the search bar in the chat panel to search through messages and participants.
What is the Message Board?
The Message Board is for posting announcements and longer-form discussions. Create a post, and team members can comment on it. You can also use @mentions to notify specific team members.
How do @mentions work?
Type @ followed by a team member's name in comments or message board posts to mention them. They'll receive a notification about your mention.
Time Tracking
4 questions
How do I use the live timer?
Click the timer icon in the header or on any task card to start a live timer. The timer runs in real-time and you can pause or stop it anytime. When you stop it, the time is automatically logged to that task.
How do I manually add time entries?
Go to the Time Tracking feature, click 'Add Time Entry', select a task, enter the time spent, add a description, and click 'Add Entry'.
Can I view time reports?
Yes! The Time Reports page shows all time entries with filters by task, date range, and team member. You can export reports to CSV for invoicing.
Can I track time on multiple tasks?
You can only have one active timer at a time. If you try to start a new timer while one is running, you'll be prompted to stop the current timer first.
Sprint Planning
4 questions
How do I create a sprint?
Go to the Sprint Planning feature in your project, click 'Create Sprint', enter the sprint name, dates, goal, and description, then click 'Create'.
What is the backlog?
The backlog shows all tasks that aren't assigned to any sprint. You can view the backlog when no sprint is selected, and assign tasks to sprints from there.
How do I assign tasks to a sprint?
Open a task's detail modal, scroll to the Sprint section, and use the dropdown to assign it to a sprint. You can also remove tasks from sprints the same way.
How do I track sprint progress?
Each sprint card shows the number of tasks and completed tasks. You can also view the sprint board (Kanban filtered by sprint) to see task statuses.
Documents & Files
5 questions
How do I upload a document?
Go to the Documents feature, click 'Upload Document', select your file, and optionally add a description. Click 'Upload' to complete.
How do I create a text document?
Click the 'Create Document' button in the Documents panel, enter a name, and click 'Create'. The document opens in a rich text editor where you can format text, add headings, lists, and more.
What is document versioning?
Every time you save changes to a text document or upload a new version of a file, a new version is created. You can view all versions, see what changed, and restore previous versions.
What file types are supported?
You can upload any file type including documents, images, PDFs, and more. There's no file type restriction.
Can I organize files in folders?
Yes! You can create folders and organize your documents for better file management. Drag and drop files to move them between folders.
Notifications
3 questions
What notifications will I receive?
You'll receive notifications for task assignments, task completions, new comments, project invitations, and other important activities.
How do I mark notifications as read?
Click on a notification to mark it as read, or use the 'Mark all as read' button in the notifications page or dropdown.
Can I disable notifications?
Currently, notifications are always enabled. You can mark them as read to clear them from your unread count.
Schedule
4 questions
How do I create an event?
Go to the Schedule feature, click 'New Event', fill in the event title, start and end times, description, and optionally assign it to team members. Click 'Create Event' to save.
Can I view events in different formats?
Yes! The Schedule page shows events in a calendar view. You can navigate between months and see all scheduled events for your project.
How do I edit or delete events?
Click on any event in the calendar to view its details. From there, you can edit the event or delete it if you have permission.
Can I assign events to team members?
Yes! When creating or editing an event, you can assign it to one or more team members. They'll see the event in their schedule.
Links
3 questions
How do I add a link?
Go to the Links feature, click 'Add Link', enter the URL, title, and optional description. Click 'Create Link' to save it to your project.
Can I organize links?
Links are displayed in a list view. You can add descriptions to help categorize them. Project owners can delete links when they're no longer needed.
How do I open a link?
Click on any link in the list to open it in a new tab. The link title and description help you identify what each link is for.
Gantt Chart
4 questions
What is a Gantt chart?
A Gantt chart is a timeline visualization that shows your project tasks, their durations, dependencies, and schedule. It helps you see the project timeline at a glance.
How do I view task dependencies on the Gantt chart?
Tasks with dependencies are connected by lines on the Gantt chart. The chart shows which tasks must be completed before others can start.
Can I adjust task dates on the Gantt chart?
You can drag tasks on the Gantt chart to adjust their start dates. The chart automatically updates to reflect changes in your project timeline.
How do I filter tasks in the Gantt view?
The Gantt chart shows all tasks with due dates. You can filter by sprint or view all tasks to see the complete project timeline.
Analytics
3 questions
What analytics are available?
The Analytics page shows project insights including task completion rates, team activity, time spent, and other key metrics to help you understand project performance.
Can I see team member activity?
Yes! Analytics include information about team member contributions, tasks completed, and activity levels to help you understand team engagement.
How often is analytics data updated?
Analytics data is updated in real-time as tasks are completed, time is tracked, and team members interact with the project.
Time Reports
4 questions
What are time reports?
Time Reports provide detailed analytics on time spent across your project. View time by task, team member, date range, and export data for invoicing.
How do I filter time reports?
Use the filters on the Time Reports page to view time by specific tasks, team members, or date ranges. This helps you analyze where time is being spent.
Can I export time reports?
Yes! Click the 'Export to CSV' button to download time report data. This is useful for client invoicing and time analysis.
What information is included in time reports?
Time reports show task name, team member, date, duration, and description for each time entry. You can see totals by task, person, or date range.
Activity Feed
3 questions
What is the Activity Feed?
The Activity Feed shows a chronological log of all actions taken in your project, including task creation, completions, comments, file uploads, and more.
Can I filter activity by type?
The Activity Feed shows all project activity. You can see who did what and when, helping you track project progress and team contributions.
How far back does activity history go?
Activity history is maintained for the lifetime of your project. You can scroll through all past activities to see the complete project timeline.
Task Templates
4 questions
How do I create a task template?
Go to the Task Templates feature, click 'Create Template', fill in the template name, title, description, priority, and tags. Click 'Create' to save the template.
How do I use a template when creating a task?
When creating a new task in the Kanban board, select a template from the 'Template' dropdown. The task will be pre-filled with the template's information.
Can I edit or delete templates?
Yes! Project owners and admins can edit or delete templates. Click on a template to view its details and make changes.
What information can I include in a template?
Templates can include task title, description, priority level, tags, and other common fields. This saves time when creating similar tasks repeatedly.
Team Management
5 questions
How do I invite team members?
Go to the Team feature or use the project menu 'Invite' option. Enter the email address and select a role (Admin, Editor, or Viewer). The person will receive an invitation email.
What are the different roles?
Owner: Full control. Admin: Can manage team and settings. Editor: Can create and edit content. Viewer: Read-only access. Roles can be changed by project owners.
How do I change a team member's role?
Go to the Team feature, find the team member, and use the role dropdown to change their permission level. Only project owners can change roles.
Can I remove team members?
Yes! Project owners can remove team members from the Team page. This revokes their access to the project immediately.
How do I see who has access to the project?
The Team page shows all project members, their roles, and when they joined. You can manage permissions and access from this page.
Project Settings
3 questions
What can I configure in project settings?
Project settings allow you to change the project name, description, color theme, and other project-wide configurations. Only project owners and admins can modify settings.
How do I change the project color?
Go to Settings, select a color from the color picker. The project header and theme will update to match your chosen color.
Can I delete a project from settings?
Yes, project owners can delete projects from the Settings page. This action is permanent and cannot be undone, so be careful.
Export & Import
5 questions
How do I export project data?
Go to the Export/Import feature, click 'Export Project Data'. This downloads a JSON file containing all your project data including tasks, documents, time entries, and more.
What data is included in the export?
The export includes all project data: tasks, todos, documents, time entries, chat messages, message board posts, schedule events, links, and team information.
How do I import project data?
Go to Export/Import, click 'Choose File', select a previously exported Workloom JSON file, and click 'Import'. Note: Only Workloom JSON files are supported.
Can I import data from other tools?
No, the import feature only supports JSON files previously exported from Workloom. Data from other platforms (Asana, Trello, etc.) cannot be imported directly.
Will importing overwrite existing data?
Importing adds the imported data to your project. It doesn't delete existing data, but duplicate entries may be created if you import the same data twice.
Client Access
5 questions
What is Client Access?
Client Access allows you to generate a secure, shareable link that lets clients view project progress, time reports, and activity without needing a Workloom account.
How do I generate a client access link?
Go to the project menu (three dots), select 'Client Access', then click 'Generate New Link'. Copy the link and share it with your client.
What can clients see?
Clients can view time reports, project activity, and progress updates. They cannot edit tasks, add content, or see internal team communications.
Can I revoke client access?
Yes! You can delete client access links from the Client Access page. Once deleted, the link will no longer work and clients won't be able to access the project.
Is client access secure?
Yes, each client access link has a unique token. Only people with the link can access the client view. You can revoke access at any time.
Project Management
4 questions
How do I edit a project?
On the Dashboard, click the 'Edit' button (pencil icon) on a project card, or use the project Settings page. You can update the name and description.
Can I archive projects?
Yes! Project owners can archive projects from the Dashboard. Archived projects are hidden by default but can be viewed by toggling the 'Show Archived' filter.
How do I delete a project?
Project owners can delete projects from the Dashboard by clicking the delete button (trash icon) or from the Settings page. This action cannot be undone.
How do I navigate between projects?
Use the Dashboard to see all your projects. Click on any project card to open it. You can also use the project dropdown in the header when inside a project.
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