User Manual – Taskly

1.1 What is Taskly SaaS?

Taskly SaaS is a comprehensive project management and collaboration platform designed to help teams stay organized, track progress, and deliver work with greater efficiency. It brings together project planning, task tracking, time management, budget control, bug tracking, and team collaboration into one unified system. The platform addresses common challenges faced by modern teams, such as scattered communication, missed deadlines, budget overruns, and limited visibility into ongoing work. By centralizing all activities into a single source of truth, Taskly SaaS ensures clarity, accountability, and streamlined workflows.

From initial planning to final delivery, the platform supports the entire project lifecycle with tools that scale to meet the needs of both small teams and large organizations. Its intuitive interface allows for quick adoption by new users, while its powerful features provide the flexibility and depth required for complex projects.

Whether it’s managing multiple workspaces, monitoring budgets, or collaborating across global teams, Taskly SaaS enables organizations to boost productivity, maintain control, and achieve better outcomes, all within a single, integrated solution.

1.2 Key Features Overview

Taskly SaaS delivers a comprehensive suite of tools designed to enhance productivity and collaboration:

• Multi-Workspace Organization: Create separate workspaces for projects, clients, or departments, each with its own members, projects, and settings, while keeping centralized oversight.
• Project Management: Manage projects with milestone tracking, budgets, team assignments, deadlines, and resources using visual dashboards and automated reports.
• Task Management: Use Kanban boards with custom workflows, priorities, categories, and assignments to track tasks from start to finish with full visibility.
• Time Tracking: Track billable hours with integrated timers, timesheets, and reports to measure productivity and generate accurate billing.
• Bug Tracking: Report, classify, assign, and track bugs from discovery to resolution with workflows that integrate into project timelines.
• Financial Management: Control budgets, track expenses, and create invoices with real-time insights into project profitability.
• Team Collaboration: Set flexible roles and permissions while enabling real-time communication, updates, and seamless teamwork.
• Multi-Language Support: Work in 15+ languages for consistent processes across global teams.
• Mobile Responsive Design: Stay productive anywhere with a responsive design optimized for desktop, tablet, and mobile.

1.3 Who Should Use Taskly SaaS?

Taskly SaaS serves diverse professional needs across multiple industries and organizational structures:

• Project Managers: Coordinate multiple projects, track team performance, milestones, and budgets with full visibility and control for successful delivery.
• Development Teams: Manage lifecycles with bug tracking, sprint planning, feature requests, and clear communication to reduce technical debt.
• Creative Agencies: Handle client projects with time tracking, billing, timeline management, and communication tools for efficiency and profitability.
• Consulting Firms: Manage client engagements with time tracking, expense control, and reports from scoping to final deliverables.
• Freelancers and Independent Contractors: Organize project portfolios with tools for time tracking, communication, and documentation scaled for solo work.
• Small to Medium Businesses: Run cross-department projects, allocate resources, and gain visibility with simplified professional management tools.
• Remote and Distributed Teams: Stay cohesive across locations with real-time collaboration and communication features built for distributed work.

The platform’s scalability ensures that organizations can start with basic project management needs and expand functionality as their requirements grow, making it suitable for teams ranging from individual freelancers to mid-sized organizations with complex project portfolios.

2.1 User Registration

To begin using Taskly SaaS, users must create an account through a secure registration process that verifies identity and protects data.

1. Visit the Registration Page: Go to the official Taskly SaaS URL or public portal. On the homepage, click “Sign Up” or “Get Started” to open the registration form, designed with clear steps, security, and real-time validation.

2. Fill Registration Form: Provide accurate details in all required fields:

• Full Name: Enter your complete name, visible to team members on assignments, records, and notifications.
• Email Address: Use an active, valid email for login, system updates, and security alerts. The system checks format and prevents duplicates.
• Password: Create a secure password (min. 8 characters with uppercase, lowercase, numbers, and symbols). Real-time strength feedback is provided.
• Confirm Password: Re-enter your password exactly to ensure both match before submission.

3. Submit Registration: Review the terms of service and privacy policy to understand user rights and data handling. Check the agreement box, then click “Create Account” to complete registration.

2.2 Email Verification

Email verification confirms account ownership, activates access, and prevents unauthorized registrations while ensuring reliable communication.

1. Check Your Email: After registration, check your inbox for a Taskly SaaS email titled “Verify Your Account.” If it’s not there, check spam, junk, or promotions folders, as email providers may filter automated messages differently.

2. Verify Your Account: Open the email and click the secure, time-limited link to confirm your address and activate your account. The confirmation page shows a success message. Expired links redirect you to request a new verification email.

3. Resend Verification (if needed): If no email arrives, go to the login page, select “Resend Verification Email,” enter your registered email, and wait for the new message. The system tracks attempts to prevent abuse but ensures legitimate activation.

2.3 User Login

Once email verification is complete, log in securely to Taskly SaaS with protections against unauthorized access.

1. Access the Login Page: Use the login URL from your welcome email or the main website via “Sign In/Login.” The interface provides clear fields and security guidance.

2. Enter Login Credentials:

• Email Address: Enter the exact registered email (case-sensitive).
• Password: Input carefully; multiple failed attempts trigger security measures.
• Remember Me: Optional—stores secure tokens to keep you logged in on trusted devices.

3. Complete Login: Click “Sign In” to authenticate. Upon success, you’re redirected to your dashboard or the last accessed page.

4. Dashboard Overview: The dashboard is your control hub with key stats and navigation:

• Main Statistics Cards:

  • Total Users – Number of workspace members.
  • Active Projects – Ongoing projects overview.
  • Expense Approvals – Pending expense submissions (manager view).
  • Timesheet Approvals – Pending timesheets awaiting approval.

• Navigation Features:

  • Left Sidebar – Access modules : Projects, Tasks, Timesheets, Budgets, Reports, Settings.
  • Workspace Switcher – Switch between multiple workspaces.
  • Localization Toggle – Change language and regional settings.
  • Profile Menu – Manage account, preferences, security, and logout.

2.4 Password Management

Taskly SaaS provides a secure password management tool with both recovery and proactive update features.

• 2.4.1 Forgot Password

  If you forget your password, follow the secure recovery process:

  Access Password Reset: On the login page, click “Forgot Password?” to reach the recovery page. Enter your registered email and click “Send Reset Link.” If valid, the system emails a secure reset link.

  Reset Your Password: Open the email, click the time-limited link, and access the reset form. Enter your new password twice, following security rules, and click “Reset Password.” The system checks strength and matches before granting access.

• 2.4.2 Change Password (When Logged In)

  Logged-in users can update passwords anytime for better security.

  Access Profile Settings: From your account dropdown (top-right), go to Profile/Account Settings.

  Update Password: In the Security tab, enter your current password for verification, then input a new one twice. The system checks strength and match before saving. Click “Update Password.”

All password changes are logged, and confirmation emails are sent to ensure account safety.

3.1 Super Admin Login Process

Super Admins log in through the same secure authentication system as regular users, but with elevated permissions unlocking advanced administrative functions.

• 3.1.1 What is a Super Admin?

  Super Admins access the platform through the same secure login system as standard users, but their accounts are configured with elevated permissions. This enhanced access unlocks powerful administrative functions that are essential for managing the entire Taskly SaaS ecosystem. Multi-layered authentication ensures security, while role-based controls allow Super Admins to seamlessly move between technical operations, financial oversight, and customer support. Once logged in, they can oversee companies, manage subscription plans, review platform analytics, configure global settings, and resolve critical issues, ensuring both the stability and scalability of the system.

  Super Admin capabilities include:

  • System Management: Configure global settings and monitor platform performance across all organizational units. This includes system health monitoring, performance optimization, and comprehensive platform oversight that ensures reliable operation and optimal user experience.
  • Company Management: Create, edit, and manage all company accounts within the platform. Super Admins can provision new company accounts, modify existing company settings, monitor company usage patterns, and deactivate accounts when necessary. This includes the ability to impersonate company users for support purposes and troubleshooting.
  • User Administration: Manage users across all companies with comprehensive impersonation support for customer service and technical assistance. This capability enables direct user support and troubleshooting without requiring user credentials while maintaining security and audit trails.
  • Financial Control: Manage subscription plans, pricing structures, and payment gateway configurations across the entire platform. This includes revenue tracking, financial analytics, and comprehensive billing management that supports business operations and growth planning.
  • Security & Compliance: Handle security settings, audit logs, and data protection requirements to ensure platform security and regulatory compliance. This includes access control management, security monitoring, and compliance reporting that protects organizational and customer data.
  • Plan Management: Design and configure subscription plans with detailed pricing structures, feature allocations, and usage limitations. Super Admins control what features are available in each plan tier, set pricing for different subscription periods, and manage plan upgrades and downgrades across the entire platform.
  • Order Processing: Review and manage all subscription orders and plan requests submitted by companies. This includes the authority to approve or reject plan orders, process payment confirmations, handle billing disputes, and manage subscription lifecycle events such as renewals and cancellations.
  • Revenue Tracking: Monitor comprehensive financial performance across the entire platform through detailed analytics and reporting systems. Super Admins can track revenue trends, identify top-performing plans, analyze customer acquisition costs, and generate financial reports for business planning purposes.
  • System Settings: Configure platform-wide settings that affect all users, including security policies, feature toggles, integration settings, and operational parameters. Super Admins control the global configuration that determines how the entire platform operates.
  • User Support: Provide advanced technical assistance and account management services that go beyond standard customer support. This includes direct database access for complex issues, advanced troubleshooting capabilities, and the ability to modify user accounts and data when necessary.

  Dashboard Features

  • The Super Admin dashboard provides comprehensive system oversight through integrated monitoring and management capabilities.
  • System Overview: Display total companies, active users, and subscription metrics that provide immediate visibility into platform scale and growth trends. System overview includes performance indicators and health status monitoring for proactive system management.
  • Revenue Analytics: Present detailed revenue analytics and growth metrics including subscription performance, customer acquisition costs, and financial trend analysis. Revenue analytics support business planning and strategic decision-making through comprehensive financial visibility.
  • Quick Actions: Provide immediate access to account creation tools and system management functions that enable efficient administrative operations. Quick actions streamline common administrative tasks while maintaining appropriate oversight and security controls.
  • Performance Monitoring: Enable real-time system health monitoring and performance assessment that supports proactive system maintenance and optimization. Performance monitoring includes resource utilization tracking and system efficiency metrics.

• 3.1.2 Super Admin Login Steps

  The login process mirrors regular user authentication but grants admin-level access after verification.

  1. Access Super Admin Portal: Go to the standard Taskly SaaS login page. Super Admins use the same interface, no separate portal, ensuring secure and consistent authentication.

  2. Enter Super Admin Credentials:

  • Email: Enter the designated Super Admin email (distinct for auditing/security).
  • Password: Use the assigned secure password with enhanced requirements and regular updates.

  3. Super Admin Dashboard: After login, Super Admins see an advanced dashboard for complete platform oversight.

  • Main Statistics Cards:

    • Total Companies: Number of registered accounts.
    • Total Plans: Count of active and inactive plans.
    • Plan Orders: Pending, approved, and rejected subscription orders.
    • Total Revenue: Cumulative revenue across subscriptions/transactions.

  • Detailed Analytics:

    • Companies Overview: Breakdown of active/inactive accounts and trends.
    • Plans Management: Plan performance, distribution, conversions, and lifetime value.
    • Plan Orders: Manage orders with filters and search.
    • Coupons: Track active/expired codes, usage, and effectiveness.
    • Revenue Tracking: Monthly revenue, per-customer data, order value, and trends.
    • Most Bought Plan: Identify most popular subscriptions by volume/revenue.
    • Most Used Coupon: View redemption rates, customer segments, and impact.
    • Recent Activities: Live feed of registrations, subscription changes, support, and system events.

The Super Admin dashboard acts as a command center, combining real-time data, analytics, and admin tools for efficient system management, performance tracking, and customer support.

3.2 Coupons Management

Coupon Management provides comprehensive discount and promotional campaign capabilities that enable customer acquisition, retention strategies, and revenue optimization through systematic promotional code management and usage tracking.

• 3.2.1 Navigation and Access

  • Access Requirements: Super Admin login credentials are required to access coupon management functionality through the “Coupons” section in the main navigation menu. This restriction ensures that promotional campaigns maintain appropriate oversight and prevent unauthorized discount creation.
  • Purpose: Create and manage discount coupons for subscription plans and services while maintaining control over promotional spending and customer acquisition costs through systematic coupon lifecycle management.

• 3.2.2 Creating Coupons

  • Coupon Creation Process: Navigate to the “Coupons” section and click the “Add Coupon” button to access the comprehensive coupon configuration interface that enables detailed promotional campaign setup.

  Required Coupon Details:

  • Name: Enter a descriptive coupon name for internal use, clearly showing the campaign purpose.
  • Code: Specify a unique coupon code for checkout to ensure accurate tracking and redemption.
  • Code Type: Choose manual entry for custom codes or auto-generate to prevent duplication.
  • Discount Type: Select percentage for proportional savings or fixed amount for set-value discounts.
  • Discount Amount: Define discount value (percentage or fixed currency amount).
  • Minimum Spend: Set minimum order amount required to use the coupon.
  • Maximum Spend: Limit the maximum order amount eligible for discount use.
  • Use Limit Per Coupon: Total number of times the coupon can be used across all customers.
  • Use Limit Per User: Maximum number of times each user can apply the coupon.
  • Expiry Date: Set the coupon expiration date to define campaign duration.
  • Status: Mark coupon as Active or Inactive to control availability.

• 3.2.3 Coupon Features

  Comprehensive coupon functionality provides flexible promotional campaign management:

  • Flexible Discounts: Support both percentage and fixed amount discounts enabling diverse promotional strategies that accommodate different customer segments and promotional objectives while maintaining pricing flexibility.
  • Usage Limits: Control total and per-user usage limits preventing promotional abuse while ensuring appropriate customer benefit and campaign cost management through systematic usage tracking.
  • Spend Limits: Set minimum and maximum spend requirements ensuring promotional profitability while preventing inappropriate discount application on transactions outside intended campaign scope.
  • Expiration Management: Configure coupon expiry dates enabling controlled promotional campaigns with defined duration and preventing indefinite discount availability that could compromise pricing strategy.
  • Code Generation: Support manual and auto-generated coupon codes accommodating custom promotional codes for marketing campaigns and systematic code generation for administrative efficiency.
  • Status Control: Enable and disable coupons providing campaign timing control and promotional availability management without requiring coupon deletion or recreation.

3.3 Contact Us Management

Contact Us Management provides comprehensive customer inquiry handling that enables systematic customer communication, response management, and customer service coordination through organized inquiry processing and response tracking.

• 3.3.1 Navigation and Access

  • Access Requirements: Super Admin login credentials are required to access contact us management functionality through the “Contact Us” section in the main navigation menu.
  • Purpose: Manage contact form submissions and customer inquiries while maintaining systematic customer communication and ensuring appropriate response to customer questions and concerns.

• 3.3.2 Contact Form Management

  • Core Features: Contact form management includes comprehensive inquiry processing capabilities that enable effective customer communication and systematic response management.
  • Form Submissions: View all contact form submissions with complete inquiry details, submission timestamps, and customer contact information enabling systematic inquiry processing and response prioritization.
  • Message Details: Access complete inquiry messages including customer questions, concerns, and requests providing comprehensive context for appropriate response development and customer service coordination.
  • Contact Information: Review sender details and contact information enabling direct customer communication and follow-up coordination for complex inquiries requiring extended interaction.
  • Response Management: Reply to customer inquiries directly through the system maintaining communication history and ensuring systematic customer service delivery with appropriate response tracking.
  • Status Tracking: Mark messages as read or unread enabling inquiry processing coordination and ensuring that customer inquiries receive appropriate attention and response management.
  • Archive System: Archive processed messages maintaining organized inquiry management and enabling historical reference for customer service improvement and communication pattern analysis.

• 3.3.3 Contact Settings

  • Form Configuration: Customize contact form fields based on organizational requirements and customer information needs enabling appropriate inquiry collection and customer communication optimization.

3.4 Currency Management

Currency Management provides comprehensive international billing support that enables multi-currency operations while maintaining accurate financial calculations and professional currency presentation across all platform financial activities.

• 3.4.1 Navigation and Access

  • Access Path: Navigate to “Settings” → “Currency Settings” with Super Admin login credentials to access comprehensive currency management tools and international billing configuration.
  • Purpose: Manage supported currencies for international billing while maintaining accurate exchange rates and professional currency presentation that supports global business operations.

• 3.4.2 Currency Configuration

  • Configuration Process: Access currency settings through the Settings menu and click “Add Currency” button to create new currency support with detailed configuration options.

  Required Currency Details:

  • Name: Enter full currency name for clear identification in billing and financial displays.
  • Code: Specify standard code (USD, EUR, GBP) as per international standards for system integration.
  • Symbol: Configure symbol ($, €, £) for correct financial display and cultural accuracy.
  • Exchange Rate: Set conversion rate against base currency for accurate multi-currency billing.
  • Status: Mark Active or Inactive to control currency availability in billing.

• 3.4.3 Currency Features

  • Multi-Currency Support: Enable support for multiple currencies accommodating international customer base and global business operations while maintaining accurate financial calculations and professional presentation.
  • Default Currency: Establish system default currency for baseline financial operations while supporting multi-currency transactions and billing flexibility for international customers.
  • Billing Integration: Integrate currencies with billing and invoicing systems ensuring accurate financial calculations and professional currency presentation in all financial communications and transactions.

3.5 Landing Page Management

Landing Page Management provides comprehensive public website customization that enables marketing effectiveness, customer acquisition, and professional brand presentation through systematic content management and search engine optimization.

• 3.5.1 Navigation and Access

  • Access Requirements: Super Admin login credentials are required to access landing page management through the “Landing Page” section in the main navigation menu.
  • Purpose: Customize and manage the public landing page while optimizing marketing effectiveness and ensuring professional brand presentation that supports customer acquisition and business growth.

• 3.5.2 Landing Page Sections

  Available Sections: Comprehensive landing page components enable complete website customization and marketing optimization:

  • Hero Section: Configure main banner with compelling call-to-action elements that capture visitor attention and drive conversion through professional presentation and clear value proposition communication.
  • Features Section: Highlight key platform features and capabilities providing visitors with clear understanding of platform value and competitive advantages through organized feature presentation.
  • About Us: Present company information, history, and organizational values building customer trust and professional credibility through comprehensive organizational presentation.
  • Screenshots: Display product screenshots gallery showcasing platform capabilities and user interface design helping visitors understand platform functionality and user experience.
  • Pricing Plans: Present subscription plans with clear pricing information enabling informed customer decisions and transparent pricing communication that supports conversion optimization.
  • Testimonials: Feature customer testimonials and success stories building credibility and social proof that supports customer confidence and conversion optimization.
  • FAQ Section: Address frequently asked questions providing comprehensive information that reduces customer acquisition barriers and supports informed decision-making.
  • Contact Section: Present contact information and inquiry form enabling customer communication and lead generation through accessible contact options.
  • Newsletter: Provide newsletter subscription capabilities enabling ongoing customer communication and marketing relationship development through systematic email marketing.

• 3.5.3 Landing Page Management

  • Content Control: Enable or disable page sections providing flexible website presentation and campaign-specific customization while maintaining professional appearance and marketing effectiveness.
  • Content Management: Edit section content through comprehensive content management tools enabling regular updates and marketing campaign alignment without technical expertise requirements.
  • Image Management: Upload and manage images with automatic optimization and responsive presentation ensuring professional appearance across all devices and connection speeds.
  • SEO Settings: Configure meta tags and descriptions optimizing search engine visibility and improving organic traffic through systematic search engine optimization management.
  • Custom CSS: Add custom styling enabling brand-specific appearance customization and advanced design implementation while maintaining platform functionality and professional presentation.

3.6 Custom Pages Management

Custom Pages Management provides comprehensive static page creation capabilities that enable additional content presentation, legal documentation, and specialized information sharing through organized page management and content optimization.

• 3.6.1 Navigation and Access

  • Access Requirements: Super Admin login credentials are required to access custom pages management through the “Custom Pages” section in the main navigation menu.
  • Purpose: Create and manage custom static pages for additional content, legal documentation, and specialized information presentation while maintaining search engine optimization and professional appearance.

• 3.6.2 Creating Custom Pages

  Page Creation Process: Navigate to “Custom Pages” and click “Add Page” button to access comprehensive page creation tools with detailed configuration options.

  Required Page Details:

  • Title: Enter descriptive page title for navigation and search engine optimization ensuring clear page identification and professional presentation.
  • Slug: Configure URL slug for search engine friendly URLs and professional web address presentation enabling easy page access and sharing.
  • Content: Create page content using rich text editor with comprehensive formatting options enabling professional content presentation and effective communication.
  • Meta Description: Configure SEO description optimizing search engine visibility and improving organic traffic through effective search result presentation.
  • Status: Set published or draft status controlling page visibility and enabling content preparation without immediate publication.

  Custom Page Features

  • Rich Text Editor: Utilize full-featured content editor with comprehensive formatting options enabling professional content creation without technical expertise requirements.
  • SEO Optimization: Configure meta tags and descriptions optimizing search engine visibility and improving organic traffic through systematic search engine optimization.
  • Template System: Access multiple page templates providing consistent appearance options and professional presentation aligned with organizational branding requirements.
  • URL Management: Configure custom URL slugs enabling search engine friendly addresses and professional web presence that supports marketing and accessibility objectives.
  • Status Control: Manage publish and draft status providing content preparation flexibility and publication timing control without requiring content recreation.
  • Navigation Integration: Add pages to site navigation enabling comprehensive website organization and user-friendly content access through systematic navigation management.

4.1 Understanding Workspaces

• Workspaces are the core organizational unit in Taskly SaaS, acting as independent environments with their own projects, teams, settings, and permissions. They solve the challenge of managing multiple streams by keeping them separate while allowing seamless switching between contexts.

• 4.1.1 Workspace Applications and Use Cases:

  • Client Project Separation: Create distinct workspaces for each client, keeping projects, timelines, and communications isolated with dedicated access controls.
  • Departmental Organization: Build department-specific workspaces (Marketing, Sales, Development, etc.) to manage workflows, reporting, and teams while retaining organizational visibility.
  • Multiple Business Ventures: Manage separate ventures or business lines with unique financial tracking, teams, and processes under dedicated workspaces.
  • Personal and Professional Separation: Keep personal projects and professional work apart for better work-life balance and clear task separation.

  Each workspace functions as a complete ecosystem with its own projects, tasks, time tracking, expenses, and communication channels. Activities remain isolated while authorized users can access multiple workspaces when needed.

4.2 Creating a New Workspace

The creation process is simple, with built-in validation and limit checks to ensure compliance with your subscription plan.

• 4.2.1 Access Workspace Creation

  Go to the Workspaces section from the main sidebar to view all accessible workspaces and your role in each. Click Create Workspace, prominently displayed for quick setup.

• 4.2.2 Fill Workspace Details

  • Workspace Name: Enter a clear, descriptive name that distinguishes the workspace. The name is the primary identifier shown in menus, notifications, and reports, so choose one that stays relevant.
  • Description: Optionally add details about purpose, goals, stakeholders, or workflows. This helps team members understand context, roles, and expectations.

• 4.2.3 Plan Limits Check

  Before creation, the system validates your usage against subscription limits:

  • Current Usage Display: Shows the number of workspaces in use.
  • Plan Limit Information: Displays the maximum allowed under your plan.
  • Availability Confirmation: Confirms if you can add more workspaces.

• 4.2.4 Create Workspace

  After completing details and passing limit checks, click Create Workspace. The system sets up the workspace instantly and redirects you to it. You become the workspace owner with full admin privileges.

  Important Note: If the workspace limit is reached, creation is blocked, and upgrade options are displayed to expand capacity.

4.3 Managing Workspace Members

Effective workspace member management is essential for security, proper access, and smooth collaboration. Taskly SaaS provides tools to invite members, manage roles, and control permissions.

• 4.3.1 Inviting Team Members

  Owners and managers can add new members while keeping control.

  1. Send Invitations

  Go to Workspace Settings → Members. Click Invite Members, enter emails (single, comma-separated, or line-by-line), choose a default role, and click Send Invitations. Each user gets a secure, time-limited link via email.

  2. Invitation Management

  • Pending Invitations: Track status, send date, and recipient details.
  • Resend Invitations: Send reminders or replacements if needed.
  • Cancel Invitations: Revoke unused links to prevent unauthorized access.

• 4.3.2 Member Roles and Permissions

  Taskly uses a role-based system for balanced access:

  • Owner: Full control (settings, billing, member management, deletion). Automatically assigned to creator, transferable if needed.
  • Manager: Create/manage projects, assign tasks, oversee teams, and access reports.
  • Member: Work on assigned tasks, track time, submit expenses, and collaborate.
  • Client: Limited access to view project progress, reports, and deliverables.

• 4.3.3 Managing Existing Members

  Adjust access as teams evolve:

  • Change Roles: Update permissions instantly to match responsibilities.
  • Remove Members: Revoke access while keeping contribution history.
  • Suspend Members: Temporarily block access without full removal.
  • Transfer Ownership: Assign ownership (and full privileges) to another qualified member.

4.4 Workspace Settings

Workspace settings provide comprehensive configuration options that determine how the workspace operates, appears to members, and integrates with broader organizational processes.

• 4.4.1 Workspace Information

  The workspace information section lets you manage basic workspace details:

  • Name Configuration: Update the workspace name to match project scope, organization, or branding. Each name must be unique (max 50 characters, only hyphens/underscores allowed) to avoid confusion and ensure integration compatibility. Changes update instantly across menus, notifications, reports, and interfaces.
  • Description Management: Add or edit workspace descriptions (up to 500 characters) to explain purpose, goals, and expectations. Markdown formatting is supported for emphasis, lists, and links. Descriptions appear on dashboards, selection menus, and invitation emails, helping members quickly understand workspace objectives.

5.1 Creating Projects

The project creation process sets the foundation for organizing work, defining objectives, and coordinating teams within your workspace.

• 5.1.1 Access Project Creation

  Go to the “Projects” section in the main menu to view all existing projects, their status, and key metrics. Click “Create Project” to start. The interface allows new project setup while keeping your current portfolio visible.

• 5.1.2 Basic Project Information

  • Project Title: Enter a clear, descriptive name that communicates purpose and remains meaningful across dashboards, reports, notifications, and task assignments.
  • Project Description: (Optional) Add details on objectives, scope, deliverables, background, success criteria, and constraints. Helps members understand roles and responsibilities. Markdown formatting supported.

  • Project Status: Choose from predefined options:

    • Planning: defining requirements/resources
    • Active: execution in progress
    • On Hold: temporarily suspended
    • Completed: deliverables achieved
    • Cancelled: discontinued

  • Priority Level: Define importance for resource allocation:

    • Low: routine projects
    • Medium: standard urgency
    • High: important, needs focused attention
    • Urgent: critical, immediate priority

• 5.1.3 Project Timeline & Resource Planning

  • Start Date: (Optional) Define when project begins—future or already started.
  • Project Deadline: (Optional) Set target completion date for tracking and notifications.
  • Estimated Hours: Provide total effort estimate; system tracks actual vs. planned.
  • Budget Allocation: (Optional) Define financial resources in workspace currency for cost tracking, expense control, and reporting.
  • Project Visibility: Choose Public (all workspace members see it) or Private (only assigned members).

• 5.1.4 Create and Initialize Project

  Review details and click “Create Project.” The project becomes available for team assignments, tasks, and planning. It appears in dashboards and menus immediately, with the creator receiving management permissions. Additional details and settings can be updated anytime as requirements evolve.

5.2 Managing Project Team

Project team management ensures the right personnel and clients have controlled access to resources while maintaining security through role assignments and permissions.

• 5.2.1 Adding Team Members

  1. Assign Members: Open the project, go to the Team section, and click Add/Assign Members. Choose from the workspace list, which shows roles, current assignments, and availability to support informed decisions.

  2. Assign Clients: Add external stakeholders via Add Clients/Member/Manager. Clients receive restricted access to view progress, updates, and deliverables while preserving project security.

• 5.2.2 Removing Team Members

  • Remove Members: Use the remove button to revoke access. Their past contributions remain recorded.
  • Remove Clients: Similarly, remove clients to maintain security while keeping communication history.
  • Authorization: Only workspace owners and managers can remove members to ensure controlled oversight.

• 5.2.3 Project Access Control

  • Owner Access: Full privileges across all projects, including team, budget, and configuration.
  • Manager Access: Manage assigned projects, team members, and configurations.
  • Member Access: Access only assigned projects/tasks; can track time, update progress, and communicate.
  • Client Access: Limited project visibility for updates, communications, and deliverables relevant to their involvement.

5.3 Project Features

Taskly SaaS provides tools for project planning, execution tracking, and resource management across the lifecycle.

• 5.3.1 Project Milestones

  • Create Milestones: Define key deliverables marking major phases or checkpoints for progress and stakeholder updates.
  • Track Progress: Use visual indicators and reports to monitor milestone completion and spot delays early.
  • Set Due Dates: Assign timelines that integrate with notifications to keep teams aware of deadlines.
  • Progress Calculation: Project progress auto-calculates from milestone percentages for accurate tracking.

• 5.3.2 Project Notes

  • Add Notes: Record requirements, specs, and decisions as a central project knowledge base.
  • Meeting Notes: Capture meetings, decisions, and actions for accountability and continuity.
  • Requirements Documentation: Store criteria and specifications to guide delivery and quality.
  • Search Functionality: Find notes quickly using search across content, tags, and metadata.

• 5.3.3 File Attachments

  • Upload Files: Attach documents, resources, and deliverables in multiple formats with secure storage.
  • File Organization: Manage with filters, search, and categorization for quick access.
  • Version Control: Track updates and revisions to preserve history and prevent conflicts.
  • Access Control: Restrict sensitive files to authorized members, aligned with team permissions.

5.4 Project Budget

Taskly SaaS supports financial planning, expense tracking, and cost control with real-time visibility into budget use and performance.

• 5.4.1 Creating Project Budget

  1. Access Budget Creation: Open your project → Budget section → “Create Budget” to set financial parameters.

  2. Budget Setup:

  • Total Budget: Define overall allocation in workspace currency as the spending limit baseline.
  • Period Type: Choose project-wide, monthly, or quarterly tracking for accurate reporting.
  • Budget Period Dates: Set start and end dates aligned with project timelines or fiscal cycles.
  • Budget Description: Add notes on assumptions, constraints, or considerations for financial context.

  3. Budget Categories:

  • Add Categories: Create types like labor, materials, travel, or software for detailed tracking.
  • Allocate Amounts: Assign specific values per category to guide spending and variance checks.
  • Category Colors: Apply colors for clear visualization in reports and charts.
  • Category Descriptions: Explain coverage to ensure accurate expense classification and reporting.

• 5.4.2 Budget Monitoring

  • Real-time Tracking: Dashboards and reports show allocated vs. spent amounts across categories.
  • Utilization Percentage: Visual indicators display budget consumption percentages for quick insights.
  • Expense Integration: Recorded expenses auto-update budgets, eliminating manual entry and discrepancies.

5.5 Project Activities & Tracking

Comprehensive activity tracking and progress monitoring ensure complete visibility into project execution, team performance, and operational efficiency with automated logging and reporting.

• 5.5.1 Activity Log

  • Automatic Tracking: System auto-logs all activities (assignments, status changes, milestones, etc.) without manual effort, reducing admin load.
  • Activity Types: Records assignments/removals, status updates, milestones, budget changes, and other key events.
  • Search Activities: Quickly find activities by description, member, date, or type.
  • Activity History: Maintains audit trails for accountability, compliance, post-mortems, and performance analysis.

• 5.5.2 Progress Tracking

  • Manual Progress: Set completion % manually via judgment, team review, or client input.
  • Auto-calculation: Calculates progress using milestones and tasks for objective measurement.
  • Recalculate Progress: Updates progress as project conditions evolve.
  • Visual Indicators: Uses bars, status displays, and graphics for instant visibility.

• 5.5.3 Project Integration

  • Tasks Integration: Links tasks to projects for detailed tracking and progress monitoring.
  • Time Tracking: Connects timesheets for accurate time, productivity, and billing analysis.
  • Expenses Integration: Syncs project expenses with budget tracking, removing manual entry.
  • Invoice Generation: Creates invoices from project work, time, and expenses for accurate billing.

6.1 Understanding Tasks

Tasks are the core work units in Taskly SaaS, enabling organization, progress tracking, and team coordination. Each task acts as a discrete item that supports project objectives while ensuring clarity and visibility.

• 6.1.1 Task Views

  • Kanban Board: Drag-and-drop interface that moves tasks across workflow stages, showing workload balance, bottlenecks, and real-time progress.
  • Grid View: Displays task cards with priority, assignee, due date, and progress—ideal for leaders monitoring multiple tasks at once.
  • List View: Table format with sortable columns, filters, and pagination for large volumes; supports bulk operations and detailed reporting.

• 6.1.2 Task Stages

  • Workspace-Specific Customization: Stages set per workspace, ensuring consistent workflows while allowing unique methods across workspaces.
  • Default Stage Configuration: Includes To Do, In Progress, Review, and Done stages, covering common workflows with customization options.
  • Visual Stage Management: Drag-and-drop movement in Kanban, with color-coded stages for quick recognition and workflow assessment.
  • Stage Progression Logic: Stage shifts reflect real progress, triggering notifications, updates, and integrations with features like time tracking and project calculations.

6.2 Creating Tasks

Task creation defines work items that support project completion with clear assignments, timelines, and tracking.

1. Access Task Creation: Go to Tasks in the main menu to view all tasks, then click Create Task. Tasks can also be created directly within projects for instant association.

2. Task Information Configuration:

• Task Title: Add a clear, descriptive name as the main identifier.
• Task Description: Enter detailed requirements, specifications, and context to guide execution.
• Project Association: Select the project to ensure visibility, permissions, and reporting.
• Milestone Linking: Optionally connect tasks to milestones for progress calculations.
• Priority Assignment: Choose Low, Medium, High, or Critical to define urgency.

3. Task Scheduling and Assignment:

• Start Date: Define when the task begins for planning and coordination.
• End Date: Set deadlines to manage timelines and notifications.
• Assignment Designation: Assign tasks to team members for accountability and workload visibility.

4. Task Creation Completion: Review details, click Create Task, and the task is added at the first workflow stage with 0% progress, ready for execution and tracking.

6.3 Managing Tasks

Task management ensures oversight, collaboration, and coordination throughout the task lifecycle.

• 6.3.1 Task Actions

  • View Task: See full details, description, progress, comments, files, and history, for informed decisions.
  • Edit Task: Update descriptions, deadlines, assignments, or priority as project needs evolve.
  • Duplicate Task: Copy existing tasks to speed up recurring work with consistency.
  • Delete Task: Remove irrelevant tasks; restricted to owners/managers for data integrity.
  • Change Stage: Move tasks across workflow stages via drag-and-drop or direct selection.

• 6.3.2 Task Details

  • Comments System: Task-specific threads keep communication clear, contextual, and traceable.
  • Checklist Management: Break tasks into smaller steps for detailed tracking.
  • File Attachments: Add documents, images, or resources for centralized access.
  • Progress Tracking: Use completion % to measure advancement and project contribution.
  • Activity Log: Track all updates, changes, and interactions for accountability and analysis.

• 6.3.3 Task Collaboration

  • Comment Integration: Centralized discussions ensure all communication stays task-related.
  • File Management: Upload and organize resources directly within tasks.
  • Checklist Collaboration: Share and manage checklists for distributed yet coordinated execution.

6.4 Task Views and Filtering

Viewing and filtering tools support effective task management across projects and workflows.

• 6.4.1 View Options

  • Kanban Board: Drag-and-drop workflow with real-time updates, stage/priority color-coding, and instant bottleneck visibility.
  • Card View: Grid of task cards showing progress, priority, and assignee for quick workload assessment.
  • Table View: Structured list with sortable columns and pagination for large task volumes, detailed analysis, and reporting.

• 6.4.2 Filtering Tasks

  • Search Functionality: Find tasks by titles, descriptions, or metadata.
  • Project Filtering: View tasks from a single project for focused management.
  • Stage Filtering: Show tasks by workflow stage to optimize flow and balance workloads.
  • Priority Filtering: Highlight tasks by urgency to allocate resources effectively.
  • Assignee Filtering: Display tasks by team members for workload and performance tracking.
  • Filter Reset: Clear filters to restore the complete task list view.

6.5 Task Progress and Integration

Progress tracking and integrations connect tasks seamlessly with project and organizational systems.

• 6.5.1 Progress Tracking

  • Manual Progress: Update completion manually based on judgment or feedback.
  • Checklist Progress: Auto-calculate progress from completed checklist items.
  • Visual Indicators: Show progress with bars, percentages, and graphics.
  • Milestone Integration: Link task progress to project milestones for accurate reporting.

• 6.5.2 Task Integration

  • Project Connection: Link tasks to projects for aggregation, reporting, and management.
  • Milestone Linking: Associate tasks with milestones for deliverable progress tracking.
  • Time Tracking: Track task time for productivity, billing, and resource allocation.

• 6.5.3 Access Control

  • Owner Access: Full workspace-wide control and oversight.
  • Manager Access: Manage tasks in assigned projects with oversight balance.
  • Member Access: Work on assigned tasks with project-level visibility.
  • Client Access: Limited view of assigned project tasks for secure stakeholder involvement.

7.1 Understanding Bug Management

Bug management in Taskly SaaS provides a structured system for tracking and resolving software defects, system issues, and quality problems. It integrates with project workflows while offering specialized tools for resolution.

• 7.1.1 Bug Views

  • Kanban Board: Visual workflow with drag-and-drop, showing bug distribution, bottlenecks, and real-time updates for team coordination.
  • Grid View: Bug cards with priority, severity, assignee, and status for quick triage and browsing.
  • List View: Detailed table with sortable columns, filters, and pagination for analysis, bulk actions, and QA reporting.

• 7.1.2 Bug Statuses

  • Workspace-Specific Configuration: Statuses set at the workspace level for consistent but customizable workflows.
  • Common Status Workflow: Open, In Progress, Testing, Resolved, and Closed support standard bug lifecycles with flexibility for custom stages.
  • Visual Status Management: Drag-and-drop movement with color coding for clear resolution tracking.
  • Status Transition Logic: Status changes reflect real progress, triggering notifications, reassignments, and project integrations.

7.2 Reporting Bugs

Bug reporting ensures clear documentation for triage, assignment, and resolution while maintaining quality standards.

1. Access Bug Creation: Go to Bugs in the main menu, then click Report Bug. Bugs can also be created within projects for immediate context.

2. Bug Information Configuration:

• Bug Title: Add a clear, descriptive summary (component, error type, or area).
• Bug Description: Provide detailed context and requirements for reproduction.
• Project Association: Select the affected project for tracking and visibility.
• Milestone Linking: Optionally link to milestones for deliverable impact assessment.
• Priority Assignment: Choose Low, Medium, High, or Critical to define urgency.
• Severity Classification: Mark as Minor, Major, Critical, or Blocker to reflect impact.

3. Detailed Bug Documentation:

• Steps to Reproduce: List actions, inputs, and conditions to replicate the bug.
• Expected Behavior: Describe intended system operation.
• Actual Behavior: Detail what actually happens, including errors or failures.
• Environment Information: Add OS, browser, device, and version details.
• Assignment Designation: Optionally assign to team members based on expertise.

4. Bug Reporting Completion: Review details and click Report Bug. The bug enters the first workflow stage for triage, assignment, and resolution.

7.3 Managing Bugs

Bug management ensures issue oversight, coordination, and tracking across the lifecycle.

• 7.3.1 Bug Actions

  • Edit Bug: Update details like description, priority, severity, assignment, and technical info to reflect new findings or project changes.
  • Delete Bug: Remove duplicate, invalid, or irrelevant bugs. Only workspace owners/managers can delete to preserve tracking data.
  • Change Status: Move bugs through workflow stages via drag-and-drop or direct selection to show progress and resolution steps.

• 7.3.2 Bug Details

  • Comments System: Enable team discussions with bug-specific threads, keeping context and investigation history intact.
  • File Attachments: Add screenshots, logs, or documents to bugs, ensuring investigation materials are easily available.
  • Activity Log: Record all changes, status updates, and team actions for accountability, quality assurance, and post-analysis.

• 7.3.3 Bug Collaboration

  • Comment Integration: Share updates, diagnostics, and findings in bug-specific threads for focused collaboration.
  • File Management: Upload and manage screenshots, logs, and docs within the bug for centralized access.
  • Status Updates: Track and share bug progress through workflow stages, ensuring team-wide transparency.

7.4 Bug Views and Filtering

Robust viewing and filtering tools ensure efficient bug management across triage contexts and resolution needs.

• 7.4.1 View Options

  1. Kanban Board

  A drag-and-drop workflow interface that visually organizes bugs by resolution stages. Color-coding by priority and severity highlights urgency and impact, enabling quick triage and resource allocation. Real-time updates keep all team members aligned with current status and distribution.

  2. Grid View

  A card-based layout balancing detail with visual clarity. Each card displays priority, severity, assignee, and status for quick triage and workload visibility. Ideal for browsing multiple issues rapidly without drilling into individual records.

  3. List View

  A table format with sortable columns and pagination for large databases. Displays complete bug details, supports bulk operations, and provides comprehensive reporting. Columns can be sorted by priority, severity, assignment, project, or status for tailored management.

• 7.4.2 Filtering Bugs

  • Search: Locate bugs by title, description, or technical metadata for easy access in growing databases.
  • Project Filtering: Focus on bugs from specific projects for targeted QA and debugging.
  • Status Filtering: View bugs by resolution stage to spot bottlenecks and balance workloads.
  • Priority Filtering: Highlight urgent issues for faster, resource-aligned resolution.
  • Severity Filtering: Filter by impact level for quality assessment and system health checks.
  • Assignee Filtering: Display bugs per team member for workload tracking and performance oversight.
  • Filter Reset: Clear filters to return to full bug visibility and prevent hidden issues.

7.5 Bug Resolution and Integration

Efficient resolution tracking and system integration connect bug management with project workflows and quality assurance.

• 7.5.1 Resolution Process

  • Status Tracking: Move bugs through workflow stages for investigation, resolution, and verification, ensuring transparency and team coordination.
  • Assignment Management: Assign bugs based on expertise, ownership, or workload to optimize resource use and knowledge sharing.

• 7.5.2 Bug Integration

  • Project Connection: Link bugs to projects for quality assessment, aggregation, and reporting.
  • Milestone Linking: Associate bugs with milestones to track impact on deliverables and timelines.
  • Activity Logging: Record all changes, updates, and resolutions for audits and process improvement.
  • Team Collaboration: Support comments, file sharing, and updates for distributed debugging and knowledge sharing.

• 7.5.3 Access Control

  • Owner Access: Full bug visibility and control for workspace owners.
  • Manager Access: Manage bugs within assigned projects for distributed oversight.
  • Member Access: Report and resolve assigned bugs while maintaining security.
  • Client Access: View project-specific bugs for stakeholder awareness without exposing internal processes.

8.1 Understanding Time Tracking

• Time tracking in Taskly SaaS extends beyond recording hours, supporting productivity management and financial control.
• It monitors time across projects and tasks to align resources with requirements and client expectations, while giving real-time visibility into work distribution.
• Verified time records enable accurate client billing, transparent invoicing, and reliable revenue recognition.
• The system provides insights into team and individual performance, helping managers analyze work patterns, improve efficiency, and optimize resources.
• Detailed reports for clients, managers, and teams support project oversight, financial analysis, and strategic planning.
• Integrated with budgets, it tracks time within set limits and provides early warnings of potential overruns.

8.2 Using the Built-in Timer

The built-in timer captures work time in real time with minimal effort or disruption.

• 8.2.1 Starting a Timer

  • Access the timer via the top navigation icon, always available across the platform.
  • Select the project and task from dropdown menus based on your permissions to ensure accurate time attribution.
  • Click Start Timer to begin tracking instantly; it records continuously until paused or stopped.

• 8.2.2 Timer Controls

  • Pause/Resume: Interrupt tracking for breaks or meetings, then continue from the same point to record only actual work time.
  • Stop Timer: End the session, save it to your timesheet, and integrate it with reporting and billing systems.
  • Add Description: Note activities or accomplishments during the session for project tracking and billing transparency.
  • Edit Time: Adjust recorded hours to fix errors or missed actions, while maintaining audit trails.
  • Delete Session: Remove incorrect or accidental entries; restricted to authorized users to protect data accuracy.

8.3 Manual Time Entry

Manual time entry allows flexibility for direct logging or adding historical data not captured by the timer.

• 8.3.1 Creating Time Entries

  • Add Time Entry: Go to Timesheets → “Add Entry” to record time manually. Set date, project, task, and specify duration (via start–end times or total hours). Add descriptions for context and tracking.
  • Copy Entries: Duplicate time from previous days/weeks to handle recurring patterns efficiently.
  • Recurring Entries: Automate regular tasks (meetings, admin, ongoing work) to ensure consistent tracking with less manual effort.

• 8.3.2 Time Entry Details

  • Date & Duration: Record when work was done and for how long; integrates with scheduling and budget tracking.
  • Project/Task Association: Link entries to projects/tasks for aggregation, visibility, and detailed analysis.
  • Billable Status: Mark time as billable or non-billable for invoicing, financial tracking, and accurate billing.
  • Work Description: Add notes to explain activities for project documentation, client updates, and team coordination.

8.4 Timesheet Management

Organized timesheet tools provide accurate record oversight, approval workflows, and administrative control for efficient operations.

• 8.4.1 Timesheet Views

  • Daily View: Shows all entries for a day, enabling detailed analysis, quick edits, and immediate error correction. Supports end-of-day review and accurate record maintenance.
  • Weekly View: Displays seven days of data for trend identification, weekly totals, and planning. Helps analyze productivity patterns and allocate resources effectively.
  • Monthly View: Provides full-month tracking for long-term trend analysis, budget vs. actual comparisons, invoicing, and performance evaluation. Integrates with financial systems.
  • Calendar View: Visual calendar format for intuitive scheduling, drag-and-drop modifications, and clear time pattern analysis. Supports coordination and easy management.

• 8.4.2 Timesheet Approval Process

  • Submit for Approval: Users review and finalize timesheets before submitting for managerial/client approval, ensuring accuracy and completeness.

  • Approval Workflow:

    • Pending: Awaiting manager review.
    • Approved: Ready for billing, payroll, and financial integration.
    • Rejected: Returned with feedback for corrections and resubmission.
  • Manager Actions: Managers review detailed entries, approve or reject with comments, request clarifications, and bulk-approve multiple timesheets to save time while maintaining oversight.

8.5 Time Tracking Reports

Reporting tools turn time tracking data into insights for project management, financial analysis, and planning.

• 8.5.1 Standard Reports

  • Time Summary Report: Aggregates hours by project, task, or team member with billable vs. non-billable breakdowns. Provides work distribution analysis to support planning, resource optimization, and billing accuracy.
  • Productivity Report: Shows daily, weekly, and monthly trends with comparative team analysis. Provides efficiency metrics to evaluate performance, identify improvements, and highlight best practices.
  • Project Time Report: Tracks time for specific projects with budget vs. actual comparisons. Includes milestone tracking for project health assessment, financial control, and client communication.

• 8.5.2 Custom Reports

  • Date Range Selection: Generate reports for specific time periods aligned with reporting cycles, project phases, or analysis needs.
  • Filter Options: Filter by project, team member, task type, billable status, and more for focused reporting.
  • Scheduled Reports: Automate generation and email delivery to keep stakeholders updated regularly with no manual effort.

9.1 Creating Project Budgets

Project budgets define financial limits for execution, expense tracking, and performance measurement.

• 9.1.1 Access Budget Creation:

  • Go to Budgets in the main menu to view all budgets with status and utilization details.
  • Click Create Budget to start a new one or create directly from a project for immediate association.
  • The interface gives access to planning tools while showing existing budget portfolios.

• 9.1.2 Budget Setup Configuration

  • Project Association: Select a project to link the budget. Each project can have only one active budget for clarity and integration with management tools.
  • Total Budget Amount: Enter the approved spending limit in the workspace currency for expense tracking, variance analysis, and control.
  • Budget Period Type: Choose timeframe, Project-based, Monthly, Quarterly, or Yearly, to match project or financial cycles.
  • Budget Period Dates: Set a start date for monitoring; end dates are optional but recommended for bounded analysis.
  • Budget Description: Add optional notes on assumptions, constraints, or approvals to support transparency and communication.

• 9.1.3 Budget Categories Management

  • Add Categories: Create at least one category for expense classification and detailed tracking.
  • Category Configuration: Name categories clearly and allocate amounts for better variance monitoring.
  • Visual Identification: Use colors to distinguish categories in charts and reports.
  • Category Documentation: Add descriptions for each category to prevent misallocation and ensure accurate reporting.

• 9.1.4 Budget Creation Completion

  • Review details, then click Create Budget to activate.
  • Budgets integrate immediately with expense tracking and monitoring, with a one-budget-per-project rule for clarity.

9.2 Managing Expenses

Systematic expense management enables accurate recording, categorization, approvals, and budget tracking throughout projects.

• 9.2.1. Access Expense Creation:

  Go to the “Expenses” section to view all records with statuses. Click “Add Expense” to record a new expense.

• 9.2.2 Expense Information Configuration:

  • Project Association: Select the project for context, visibility, workflows, and budget tracking. Required.
  • Budget Category Selection: Assign to a category for accurate tracking and variance analysis. Optional but recommended.
  • Task Linking: Optionally link to a task for detailed project cost analysis.
  • Expense Amount: Enter the exact cost in the project’s currency. Required.
  • Expense Date: Record the actual date incurred for accurate timelines. Required.
  • Expense Title: Add a clear, descriptive title for identification and audits. Required.
  • Expense Description: Optional details such as vendor, purpose, or justification for approval support.

• 9.2.3 Expense Submission Process

  Review details, then click “Submit Expense”. The expense is marked Pending until approved, while integrating with budget tracking.

• 9.2.4 Expense Actions

  • View Expense: Check full details, approval status, and history.
  • Edit Expense: Update details for pending expenses before approval.
  • Duplicate Expense: Copy existing expenses for faster recurring entry.
  • Delete Expense: Remove pending-only expenses recorded in error.

9.3 Budget Monitoring

Comprehensive budget monitoring ensures real-time visibility into financial health, spending, and control throughout project execution.

• 9.3.1 Budget Overview

  • Total Budget: Shows full budget allocation as baseline for tracking and analysis.
  • Total Spent: Displays cumulative expenses for real-time budget utilization.
  • Remaining Budget: Calculates available funds for future planning.
  • Utilization Percentage: Shows percentage of budget consumed for quick assessment.
  • Budget Status: Indicates project state as Active, Completed, or Cancelled.

• 9.3.2 Category Tracking

  • Allocated Amount: Displays budget assigned to each category for expense planning.
  • Total Spent: Shows cumulative category expenses for detailed analysis.
  • Remaining Amount: Calculates unused funds within each category.
  • Utilization Percentage: Shows category budget usage in percentage.
  • Over BudgetWarning: Alerts when category spending exceeds allocation.

• 9.3.3 Real-time Updates

  • Automatic Calculation: Syncs expenses instantly for accurate budget tracking.
  • Visual Indicators: Uses charts and bars for quick financial visibility.
  • Color Coding: Assigns colors for easy category identification and analysis.

9.4 Expense Management

Provides structured expense processing, approvals, and analysis for financial control.

• 9.4.1 Expense Status Workflow

  • Pending Status: Newly submitted, awaiting manager review.
  • Approved Status: Authorized, reimbursable, and added to budget tracking.
  • Rejected Status: Declined with feedback for correction.
  • Requires Information Status: Awaiting additional details before approval.

• 9.4.2 Filtering and Search

  • Project Filtering: View expenses for selected projects only.
  • Category Filtering: Show expenses under chosen budget categories.
  • Status Filtering: Focus on expenses by approval stage.
  • Submitter Filtering: Track expenses by specific team members.
  • Search Functionality: Find expenses by title, vendor, or details.
  • Date Range Selection: Filter by specific time periods.

• 9.4.3 Expense Views

  • List View: Detailed table with sortable expense data.
  • Project View: Organize expenses by project association.
  • Category View: Group and analyze by budget category.

9.5 Access Control and Integration

Manages access rights and integrations to ensure secure, connected financial oversight.

• 9.5.1 Budget Access Control

  • Owner Access: Full access to all budgets and expenses for complete oversight.
  • Manager Access: Create budgets and manage expenses within assigned projects.
  • Member Access: Submit expenses only for assigned projects, ensuring security.
  • Client Access: View budgets and expenses of their projects with limited transparency.

• 9.5.2 Budget Integration

  • Project Connection: Link budgets to projects for full project-level financial analysis.
  • Expense Tracking: Auto-integrate expenses with budgets for real-time utilization.
  • Category Management: Organize by categories for detailed analysis and variance tracking.
  • Real-time Updates: Instantly update budgets as expenses are recorded and approved.

10.1 Creating Invoices

Establish professional billing documents that reflect project work, include payment instructions, and maintain full transaction records.

• 10.1.1 Access Invoice Creation

  Go to Invoices in the main menu, view existing invoices with statuses, then click Create Invoice to start a new billing document. The interface gives billing tools while showing your active invoices and payments.

• 10.1.2 Invoice Information Configuration

  • Project Association: Select the project to link billing, ensure visibility, client access, and integration with tasks, time, and expenses.
  • Client Selection: Assign a client for accurate billing and communication workflows (optional but recommended).
  • Invoice Title: Add a clear title for easy tracking and financial management.
  • Invoice Description: Add optional details like billing period, phase, or completed work for clarity.
  • Invoice Date: Set the invoice creation date for record-keeping and analysis.
  • Due Date: Define the payment deadline aligned with terms and cash flow.

• 10.1.3 Invoice Items Configuration

  • Add Items: Create at least one billable line item for invoice completion.
  • Item Type: Use “Task” items linked directly to completed project tasks.
  • Task Selection: Pick specific tasks for accurate billing and documentation.
  • Amount Configuration: Set billing amounts based on effort, pricing, or agreements.
  • Item Description: Use auto-filled or custom descriptions for client clarity.

• 10.1.4 Invoice Calculations and Terms

  • Tax Rate Configuration: Apply tax percentages as per client location and regulations.
  • Discount Application: Add discounts for agreements, promotions, or relationships.
  • Client Notes: Include extra details or instructions for better communication.
  • Payment Terms: Define payment conditions, deadlines, fees, or discounts.

• 10.1.5 Invoice Creation Completion

  Review all details, then click Create Invoice to finalize. System generates sequential invoice numbers for records. New invoices are marked as Draft and available for editing, review, or client sharing.

10.2 Managing Invoices

Comprehensive invoice management provides oversight of billing workflows, payment tracking, and client communication throughout the invoice lifecycle.

• 10.2.1 Invoice Status Workflow

  • Draft Status: Newly created invoices stay in draft for review, edits, and approval before client distribution, preventing premature communication.
  • Sent Status: Once delivered, invoices move to sent status, enabling payment tracking, overdue monitoring, and client follow-ups.
  • Overdue Status: Unpaid invoices past due are marked overdue, triggering reminders and collection workflows while maintaining client focus.
  • Paid Status: Processed payments set invoices to paid, closing the cycle, updating records, and confirming revenue recognition.

• 10.2.2 Invoice Actions

  • View Invoice: Access line items, payment history, client records, and financial details for informed decisions and follow-ups.
  • Edit Invoice: Update draft invoices for corrections in amounts, terms, descriptions, or client information.
  • Send Invoice: Move drafts to sent status and notify clients through email or portal, starting payment workflows.
  • Mark as Paid: Manually record payments when auto-processing isn’t available, ensuring accurate financial records.
  • Delete Invoice: Remove irrelevant draft invoices while maintaining audit trails and preventing disruption of records.

• 10.2.3 Invoice Details

  • Invoice Items: Show detailed line items with descriptions, quantities, rates, and amounts for transparency and approval.
  • Financial Calculations: Present subtotal, tax, discount, and total with clear methods to build client trust and reduce disputes.
  • Payment Information: Display payment method, references, and transaction details to support reconciliation and audits.
  • Client Information: Provide contact details, billing address, and preferences to ensure effective communication and management.

10.3 Payment Processing

Payment processing enables multiple methods with secure handling and automated record updates.

• 10.3.1 Available Payment Methods

  • Stripe Integration: Secure credit card payments with fraud protection, PCI compliance, and instant processing.
  • PayPal Integration: Reliable PayPal payments with buyer protection and familiar user experience.
  • Multiple Gateway Support: Over 30+ gateways available to meet client preferences and regional needs.

• 10.3.2 Payment Process

  1. Client Payment Processing: Clients receive invoices with clear instructions and secure links. Integrated gateways ensure safe transactions, instant confirmations, and automatic status updates.

  2. Manual Payment Recording: Supports checks, transfers, cash, or non-integrated methods. Includes reference numbers, payment method, and dates for full record accuracy.

• 10.3.3 Payment Tracking

  • Payment Status Updates: Real-time updates ensure immediate visibility and accurate financial records.
  • Balance Due Calculation: Tracks remaining balances for partial or installment payments, ensuring clarity.
  • Overdue Tracking: Automatically flags late payments, triggering collection workflows and reminders.

10.4 Invoice Filtering and Access Control

Filtering and access management streamline invoice handling while maintaining security and control.

• 10.4.1 Filtering Invoices

  • Search Functionality: Find invoices by number, title, client, or project to keep information accessible as volumes grow.
  • Status Filtering: View invoices by status to focus on pending, paid, or overdue items for organized processing.
  • Project Filtering: Filter by project for billing coordination and profitability analysis.
  • Client Filtering: Focus on invoices by client to manage relationships, collections, and financial analysis.
  • Date Range Selection: Filter by creation or due dates for time-specific reporting, planning, and cash flow management.

• 10.4.2 Access Control

  • Owner Access: Full visibility and control of all workspace invoices for complete oversight.
  • Manager Access: Create and manage invoices for assigned projects, balancing efficiency with oversight.
  • Member Access: View sent invoices for assigned projects, ensuring awareness without exposing sensitive data.
  • Client Access: Securely view and pay only their invoices, enabling self-service with data protection.

• 10.4.3 Invoice Integration

  • Project Connection: Link invoices to projects for financial tracking and profitability analysis.
  • Task Integration: Connect line items to tasks for billing accuracy and work documentation.
  • Client Management: Associate invoices with clients for systematic billing and communication.
  • Automatic Calculations: Auto-calculate totals, taxes, and discounts to reduce errors and save time.
  • Payment Integration: Sync with payment systems for seamless collection and real-time record updates.

11.1 Workspace-Based Collaboration

Workspace-based collaboration establishes the fundamental organizational structure that Enables structured teamwork with security, efficiency, and clear boundaries.

• 11.1.1 Workspace Organization

  • Multi-Workspace Support: Separate spaces for projects, clients, or departments with independent teams, projects, and communication.
  • Role-Based Access Control: Owner, Manager, Member, and Client roles balance collaboration with security.
  • Team Invitation System: Invite members by email with role assignment and quick onboarding.
  • Workspace Switching: Switch between multiple workspaces without losing context or security.

• 11.1.2 Project Collaboration

  • Project Team Assignment: Assign members or clients to projects based on expertise and needs.
  • Project Visibility Management: Public for workspace-wide access or private for confidentiality.
  • Client Access Integration: Clients get controlled access to progress, deliverables, and communication.
  • Dynamic Team Management: Add or remove members as project needs evolve.

11.2 Communication Features

Comprehensive communication ensures organized collaboration, effective information sharing, and complete documentation.

• 11.2.1 Task-Level Communication

  • Task Comments: Add detailed comments linked to tasks, preserving discussion history, context, and decision-making for relevant team members.
  • Bug Comments: Enable technical discussions on bug reports, including diagnostics, solutions, testing, and verification, ensuring thorough resolution and knowledge sharing.
  • File Attachments: Share files (documents, images, specifications, screenshots, logs) directly with tasks or bugs, keeping resources accessible and eliminating searching.
  • Activity Logging: Automatically track updates, comments, file uploads, and assignments, providing accountability and full visibility into work item progress.

• 11.2.2 Project Communication

  • Project Notes: Document project requirements, meeting records, specifications, and decisions as centralized knowledge for team continuity and execution
  • Project Activities: Track project changes like team updates, milestones, budgets, and scope adjustments to maintain transparency and coordination.
  • File Sharing: Provide centralized access to specifications, designs, deliverables, and client materials with proper organization and version control.
  • Milestone Updates: Share progress, completion, timeline changes, and dependency updates to keep teams and stakeholders aligned.

11.3 Access Control and Permissions

Comprehensive access management ensures secure, efficient collaboration with clear responsibility structures.

• 11.3.1 Workspace Roles

  Defined roles establish authority and collaboration boundaries:

  • Owner Access: Full control of all workspace features, team management, projects, clients, finances, and settings. Owners oversee operations, strategy, and accountability.
  • Manager Access: Authority to create/manage projects, assign tasks, coordinate resources, and oversee team progress within defined boundaries.
  • Member Access: Access to assigned projects, tasks, time tracking, and collaboration tools. Members contribute productively while restricted from administrative/confidential functions.
  • Client Access: Controlled visibility into projects, deliverables, and communication. Clients can monitor progress and provide feedback while internal operations remain protected.

• 11.3.2 Project-Level Access

  Granular permissions regulate collaboration within specific projects:

  • Project Members: Access to tasks, communication, resources, and progress reporting for assigned projects only.
  • Project Clients: Limited visibility into progress, deliverables, and communications with secure boundaries.
  • Role-BasedPermissions: Permissions align with roles, covering task management, communication, resources, and administration to balance productivity with security.
  • Visibility Settings: Configurable options for controlling access to information, communications, client sharing, and admin functions while safeguarding sensitive data.

12.1 Timesheet Reports

Timesheet reports deliver analysis of time usage, productivity, and billing to support project management, resource planning, and financial control.

• 12.1.1 Report Generation

  • Access Reports: Go to Timesheets > Reports to open the reporting interface with report types, filters, and controls.

  • Set Filters:

    • Date Range: Analyze specific periods, phases, or cycles.
    • Team Member: Assess individual performance, workload, and productivity.
    • Project: Focus on project efficiency and resource use.
  • Generate Reports: Create customized outputs that transform time data into structured insights with visuals and detailed metrics.

• 12.1.2 Report Types

  • Summary Report:

    • Total Hours: Shows total tracked time for workload and planning.
    • Total Amount: Calculates billable revenue for financial analysis.
    • Entries Count: Displays number of logs for consistency evaluation.

  • Detailed Report:

    • Individual Entries: Duration, description, project, and billing status.
    • User Information: Identifies who logged each entry.
    • Project & Task Details: Work breakdown by project and task.
    • Billable Status: Marks entries as billable or non-billable.

  • Project Report:

    • Progress Analysis: Current project completion status.
    • Time Breakdown: Hours spent per project for resource tracking.
    • Task Statistics: Completed vs. total tasks for progress visibility.
    • Budget Comparison: Actual time vs. budget for financial control.

12.2 Dashboard Analytics

Real-time dashboard analytics give instant visibility into performance metrics and operations through dynamic widgets and overview displays for quick decisions.

• 12.2.1 Real-time Widgets

  • Weekly Hours Tracking: Shows current week’s total hours, daily distribution, and trends for short-term productivity assessment, planning, and workload management.
  • Billable Hours Analysis: Displays billable time, revenue, and efficiency metrics to support financial planning, revenue forecasting, and billing optimization.
  • Pending Approvals Overview: Highlights timesheets awaiting approval with counts, queue status, and workflow metrics to prevent delays in productivity and financial processing.
  • Project Statistics Display: Shows active project counts, progress, health, and resource allocation for portfolio visibility and prioritization decisions.

• 12.2.2 Workspace Overview

  • Total Users Analysis: Displays member counts, roles, activity, and engagement to support team planning, capacity assessment, and collaboration optimization.
  • Active Projects Monitoring: Tracks running projects with counts, progress, resource use, and timelines for workload distribution and prioritization.
  • Expense Approvals Tracking: Shows pending expenses with counts, workflow status, and budget impact to maintain financial control and processing efficiency.
  • Budget Utilization Assessment: Compares budget vs. actual spending with utilization %, trends, variances, and projections for informed budget management.

13.1 Plans Overview

The plans overview provides comprehensive visibility into available subscription options, current plan status, and upgrade pathways that enable informed decisions about platform usage and organizational requirements.

• 13.1.1 Accessing Plans

  Access all subscription options via Plans in the main menu. The interface shows current subscription details, feature comparisons, pricing, and upgrade options in a clear comparison format.

  Plan Features

  • Plan Identification: Titles indicate target audience and service tier.
  • Pricing Structure: Monthly and yearly pricing with discounts for annual billing.
  • Duration Options: Flexible monthly or cost-saving yearly cycles.
  • Plan Descriptions: Summaries highlight features, benefits, and value.
  • Trial Periods: Free trials allow risk-free evaluation before commitment.
  • Usage Limitations: Resource and capacity limits clarify organizational fit.

  Usage Limits Display

  • Workspaces: Maximum allowed per plan.
  • User Capacity: Team member limits per workspace.
  • Client Accounts: Maximum external clients supported.
  • Manager Roles: Leadership allocation limits.
  • Project Capacity: Maximum active projects per tier.
  • Storage Allocation: File storage capacity for documents/resources.

  Plan Actions

  • Current Plan Display: Shows active plan, billing, and usage stats.
  • Trial Initiation: Start free trials where available.
  • Plan Requests: Submit upgrades for admin approval.
  • Direct Subscription: Activate immediately with payment.
  • Request Cancellation: Cancel pending plan changes.

  Billing Cycle Options

  • Monthly Billing: Flexible payments with lower upfront cost.
  • Annual Billing: 20% discount for yearly commitment with reduced overhead.

13.2 My Plan Requests

Plan request management provides systematic oversight of subscription change requests and approval workflows that ensure controlled subscription transitions while maintaining visibility into request status and approval progress.

• 13.2.1 Viewing Plan Requests

  Access all submitted subscription change requests by navigating to Plans > Plan Requests. The interface shows submission history, current status, and approval progress for full workflow visibility.

• 13.2.2 Request Status Types

  • Pending: Requests waiting for administrative review and approval. Represents active submissions needing attention within organizational workflows.
  • Under Review: Requests being evaluated by administrators for requirements, suitability, and organizational needs. Shows active administrative engagement.
  • Approved: Requests authorized for plan change, moving toward activation after payment or configuration steps. Confirms transition approval.
  • Rejected: Requests declined with feedback on reasons and possible alternatives. Provides closure and guidance for future planning.
  • Cancelled: Requests withdrawn by users before completion of admin processing. Allows flexibility to adjust based on changing needs.

• 13.2.3 Managing Requests

  • Request Cancellation: Cancel pending requests that are not yet processed, giving flexibility to revise subscription strategies.
  • Detail Visibility: View complete request details including submission info, status updates, admin feedback, and processing timelines. Supports better planning and transparency.
  • Request History: Access full records of all past requests including approved, rejected, or cancelled for long-term visibility and analysis of subscription management patterns.

13.3 My Plan Orders

Plan order management provides comprehensive oversight of subscription transactions, payment processing, and billing history that enables financial tracking and subscription accountability throughout the billing lifecycle.

• 13.3.1 Accessing Plan Orders

  Order management begins with systematic access to comprehensive transaction history and payment information:

  • View Orders: Go to Plans > Plan Orders to see full subscription order history with payment details, processing status, and transaction information. The interface provides clear visibility into financial history and tracking. Orders are shown in chronological order with payment method and status details, ensuring complete financial oversight and subscription accountability.

• 13.3.2 Order Information

  Detailed order documentation provides comprehensive transaction records and financial tracking:

  • Order Identification: Show unique order numbers for systematic tracking, financial record-keeping, and customer service reference. They ensure reliable identification and organized financial management.
  • Plan Details: Display subscribed plan tier, included features, and service level details for clear understanding of commitments and expectations.
  • Billing Cycle Information: Present monthly or yearly billing schedules that define payment frequency and support financial planning with budget alignment.
  • Financial Information: Show order totals, pricing, and cost breakdowns for accurate record-keeping, accounting, and budget management.
  • Payment Method Records: Provide payment gateway details and transaction processing info to maintain audit trails and support reconciliation.
  • Processing Status: Display order status such as payment confirmation, processing, and activation for visibility into subscription progress.
  • Transaction Timing: Show order dates and processing timelines to maintain chronological records and support financial analysis.

• 13.3.3 Order Status Types

  Systematic status classification provides clear understanding of transaction progress and service activation:

  • Pending Status: Indicates orders currently processing payment verification and administrative approval workflows. Pending status represents active transactions requiring processing completion before service activation.
  • Approved Status: Represents orders that have completed payment processing and received administrative confirmation with service activation authorization. Approved status indicates successful transaction completion and confirmed service provision.
  • Rejected Status: Indicates orders that have encountered payment processing failures or administrative approval rejection with detailed feedback explaining rejection reasons. Rejected status provides transaction closure and guidance for alternative payment or subscription approaches.
  • Completed Status: Represents successfully processed orders with confirmed payment, administrative approval, and service activation completion. Completed status indicates full transaction success and active service provision.

• 13.3.4 Payment Methods Supported

  Comprehensive payment processing options accommodate diverse organizational preferences and regional payment requirements:

  • Bank Transfer Processing: Support direct bank payment options that accommodate organizations preferring traditional banking arrangements and established financial processes. Bank transfer options provide familiar payment methods while supporting comprehensive transaction documentation.
  • Stripe Integration: Provide secure credit card processing through established payment gateway systems that support immediate payment processing and comprehensive transaction security. Stripe integration enables flexible payment options while maintaining security and reliability standards.
  • PayPal Processing: Support PayPal account payments that accommodate users and organizations with established PayPal relationships and payment preferences. PayPal integration provides familiar payment experiences while supporting secure transaction processing.
  • Regional Gateway Support: Include specialized payment gateways such as Razorpay for regional market accommodation and local payment preferences. Regional gateway support ensures payment accessibility across different markets and payment system preferences.
  • Multiple Payment Options: Provide access to over 30+ payment gateway alternatives that accommodate diverse organizational requirements, regional preferences, and payment system availability. Extensive payment options ensure that payment preferences don’t become barriers to subscription activation and organizational platform adoption.

14.1 Super Admin Settings

Super Admin settings provide comprehensive platform-wide configuration management that enables system administrators to customize platform behavior, appearance, and functionality across all organizational workspaces and user accounts.

• 14.1.1 System-Wide Configuration

  Super Admin configuration capabilities provide complete control over platform operation and customization:

  • Access Super Admin Settings: Login using Super Admin credentials and navigate to the Settings section to access comprehensive platform configuration tools. The Super Admin settings interface provides systematic access to all configuration categories with organized navigation and comprehensive customization options.
  • Super Admin settings enable platform-wide customization that affects all users while maintaining consistent platform operation and organizational branding across the entire system installation.
  • Configuration Categories Organization: Settings are systematically organized into logical categories that address different aspects of platform operation, appearance, and functionality. This organization enables efficient configuration management while ensuring that related settings are grouped for logical administration.

• 14.1.2 Available Settings Categories

  Comprehensive configuration options address all aspects of platform administration and customization:

  • System Settings: Manage core platform behavior including default language, date and time formats (12/24-hour), calendar start day, timezone, email verification for new accounts, and landing page activation.
  • Brand Settings: Customize platform appearance with logos for light/dark themes, favicon, platform title, footer content, theme colors (predefined or custom), sidebar styles (inset, floating, minimal), layout direction (LTR/RTL), and theme mode (light, dark, automatic).
  • Currency Settings: Manage financial operations including supported currencies, default currency, currency symbols, and exchange rates for multi-currency transactions.
  • Email Settings: Configure SMTP servers, email templates, sender info, and testing for reliable, professional communication.
  • Payment Settings: Integrate 30+ gateways (Stripe, PayPal, Razorpay, Bank Transfer, regional providers), manage API credentials securely, and switch between test/live modes.
  • Storage Settings: Select storage (local, AWS S3, Wasabi), configure file limits and types, set up AWS S3 (keys, region, bucket, URL, endpoint) or Wasabi (credentials, region, bucket, URL, root directory).
  • Security Configuration: Enable Google reCAPTCHA (v2/v3), configure site/secret keys, and manage security policies for system and user protection.
  • AI Integration: Advanced functionality configuration supports ChatGPT integration through OpenAI API key configuration and AI model selection for intelligent platform features and automated assistance capabilities.
  • Compliance Management: Manage cookie policies, consent workflows, required cookies, logging, privacy contact info, and cookie consent customization.
  • SEO Optimization: Set meta keywords, meta descriptions, and default sharing images for search visibility and social media presentation.
  • Performance Management: Optimize system performance with cache management including application, route, view, and file caches, plus cache size monitoring for maintenance and efficiency.

• 14.1.3 Settings Implementation

  Configuration implementation ensures that system-wide settings apply consistently across all platform installations while maintaining performance and reliability:

  • Global Application: Super Admin settings apply across all workspaces and user accounts ensuring consistent platform behavior and appearance regardless of individual workspace customization or user preferences.
  • Configuration Validation: Settings undergo systematic validation to ensure compatibility, security, and functionality before implementation preventing configuration errors that could affect platform stability or security.
  • Performance Optimization: Configuration changes are implemented with performance consideration ensuring that customization doesn’t compromise system responsiveness or reliability while maintaining platform functionality and user experience quality.

14.2 Company User Settings

Company User settings provide workspace-specific configuration capabilities that enable organizational customization while maintaining appropriate boundaries and security controls within individual workspace contexts.

• 14.2.1 Workspace-Based Settings

  Workspace-specific configuration enables customized organizational environments while maintaining system-wide consistency and security standards:

  • Access Company Settings: Login with company credentials and go to Settings for workspace-specific configurations. Access is role-based, ensuring only authorized users can modify settings while maintaining security and oversight.
  • Workspace-Specific Storage: Each workspace has independent storage, isolating configuration changes to prevent cross-workspace conflicts. Automatic workspace detection ensures settings apply to the correct organizational context.
  • Automatic Settings Loading: The platform automatically loads appropriate workspace settings based on current workspace context ensuring that users see relevant configuration without manual intervention or workspace confusion. Automatic loading maintains user experience consistency while ensuring appropriate configuration application.

• 14.2.2 Available Company Settings

  Company-level configuration options provide organizational customization within appropriate security and operational boundaries:

  • Brand Settings: Workspace-specific branding enables organizational identity customization including logo uploads, color scheme modification, and appearance personalization that reflects organizational identity while maintaining platform functionality and user experience consistency.
  • Email Settings: Workspace email configuration provides organizational communication customization including sender information, email template personalization, and SMTP configuration for workspace-specific email delivery while maintaining security and reliability standards.
  • Payment Settings: Workspace payment method configuration enables organizational financial management including payment gateway selection, currency preferences, and billing configuration that aligns with organizational financial processes and regional requirements.
  • Currency Settings: Workspace currency preferences provide financial localization including default currency selection, exchange rate management, and financial display customization that supports international operations and regional business requirements.
  • System Settings: Workspace-level system configuration provides organizational preference management including timezone settings, date format preferences, language selection, and operational parameter customization that supports organizational workflow and user experience requirements.

14.3 Payment Configuration

Payment configuration provides comprehensive financial transaction management that enables secure, reliable payment processing while supporting diverse payment methods and international business requirements.

• 14.3.1 Supported Payment Gateways

  Extensive payment gateway integration provides comprehensive payment processing options that accommodate diverse organizational and regional requirements:

  • Major Payment Providers: Integration includes industry-leading payment processors such as Stripe for comprehensive credit card processing with advanced fraud protection and international currency support, PayPal for familiar payment experiences with buyer protection and established user trust, and Razorpay for specialized Indian market payment processing with regional payment method support.
  • Regional Specialists: Comprehensive regional coverage includes specialized payment gateways optimized for specific markets such as Flutterwave for African market coverage, Paystack for Nigerian payment processing, Mollie for European payment integration, Coingate for cryptocurrency payment acceptance, Mercado Pago for Latin American markets, Payfast for South African payment processing, Tap for Middle Eastern payment integration, and Xendit for Southeast Asian payment processing.
  • Alternative Payment Methods: Support includes traditional payment options such as bank transfer processing for organizations preferring established banking relationships, direct deposit arrangements for large transaction processing, and manual payment recording for non-digital payment methods.
  • Gateway Selection Flexibility: Organizations can enable multiple payment gateways simultaneously providing payment method choice for clients while maintaining processing efficiency and enabling payment method optimization based on transaction characteristics and user preferences.

• 14.3.2 Payment Setup Process

  Systematic payment configuration ensures secure, reliable payment processing while maintaining ease of implementation and management:

  • Gateway Configuration: Payment gateway setup includes provider selection from available options, API credential entry using secure credential management systems, currency and exchange rate configuration for international transaction support, and comprehensive payment integration testing for reliability verification and troubleshooting.
  • Security Management: Payment configuration includes secure API key storage using encrypted credential management, PCI compliance maintenance for credit card processing security, fraud protection configuration for transaction security, and comprehensive security monitoring for payment system integrity.
  • Testing and Validation: Payment setup includes sandbox environment configuration for safe testing without financial impact, transaction testing workflows for functionality verification, error handling validation for robust payment processing, and comprehensive integration testing for reliable payment system operation.
  • Payment Settings Management: Ongoing payment administration includes payment method enabling and disabling for operational flexibility, API credential updating for security maintenance, test and production mode switching for development and operational environments, multi-currency handling for international business support, transaction monitoring for payment system oversight, and comprehensive reporting for financial analysis and reconciliation processes.

  Payment configuration maintains the balance between comprehensive payment method support and system security while providing the flexibility necessary for diverse organizational requirements and international business operations.

15.1 Brand Settings

Brand Settings provide comprehensive organizational identity customization that enables consistent branding across all platform interfaces, communications, and user interactions while maintaining professional presentation and organizational recognition.

• 15.1.1 Accessing Brand Settings

  Brand configuration begins with systematic access to comprehensive branding customization tools:

  • Navigate to Settings: Access the Settings section and select “Brand Settings” to display comprehensive branding configuration options including visual identity management, organizational information customization, and brand presentation controls. The brand settings interface provides systematic access to all branding elements with organized configuration tools and immediate preview capabilities.

  Brand settings enable consistent organizational presentation across all platform touchpoints including user interfaces, email communications, generated documents, and client-facing materials while maintaining professional appearance and brand recognition.

• 15.1.2 Company Branding Options

  Comprehensive branding customization provides complete organizational identity management:

  • Company Logo Management: Upload organizational logos supporting multiple file formats including PNG for detailed graphics with transparency support, JPG for photographic content and broad compatibility, and SVG for scalable vector graphics that maintain quality across all display sizes and resolutions. Logo management includes automatic resizing and optimization for different platform contexts.

  Logo functionality supports both light and dark theme variations ensuring consistent brand presentation regardless of user theme preferences while maintaining logo visibility and brand recognition across different platform appearances and user interface contexts.

  • Company Name Configuration: Establish official company name for consistent system display across all platform interfaces, generated documents, email communications, and client-facing materials. Company name configuration ensures consistent organizational identification throughout platform usage and external communications.
  • Favicon Customization: Upload custom browser tab icons that provide immediate brand recognition in browser environments and bookmark systems. Favicon support includes automatic size optimization and format conversion for cross-browser compatibility and consistent display across different web browsers and operating systems.
  • Brand Color Customization: Configure primary theme colors that define platform appearance and organizational visual identity throughout user interfaces, generated documents, and communication materials. Color customization includes comprehensive palette management and automatic contrast validation for accessibility compliance.

  Brand color functionality supports custom color specification using hex codes for precise brand matching while providing color harmony analysis and accessibility verification to ensure optimal user experience and brand consistency.

  • Footer Content Management: Customize footer text for emails, generated documents, and platform interfaces providing consistent organizational messaging and contact information. Footer customization supports comprehensive content management including legal information, contact details, and organizational messaging that appears across platform communications.

15.2 Email Settings

Email Settings provide comprehensive communication system configuration that enables reliable, professional email delivery while supporting organizational communication requirements and maintaining security standards.

• 15.2.1 SMTP Configuration

  Email system configuration ensures reliable communication delivery through comprehensive mail server management:

  • Access Email Settings: Go to Settings > Email Settings to configure mail servers and manage communication. Supports multiple delivery methods and security protocols for reliable, professional email delivery across organizational environments.

• 15.2.2 SMTP Parameters

  Detailed mail server configuration provides comprehensive communication system control:

  • Mail Driver Selection: Choose SMTP for full email server integration, Sendmail for server-based delivery, or Log for testing. Driver selection defines delivery method and operational setup.
  • Server Configuration: Specify SMTP host (hostname or IP) and port (25, 587, 465, 2525) for reliable email delivery and secure server communication.
  • Authentication Management: Set SMTP username and password for secure authentication with encrypted communication and credential storage for reliable delivery.
  • Security Protocol Selection: Choose encryption: None, TLS, or SSL to ensure appropriate protection based on server and organizational security needs.
  • Sender Configuration: Set default sender email and name to maintain professional, consistent organizational communication.

• 15.2.3 Email Testing

  Comprehensive email verification ensures reliable communication system operation:

  • Test Email Functionality: Send test messages to verify email configuration and delivery reliability. Test functionality includes delivery confirmation and error reporting for configuration validation and troubleshooting support.
  • Connection Verification: Verify SMTP server connectivity and authentication success for reliable email system operation. Connection testing provides immediate feedback about configuration accuracy and server accessibility.
  • Error Logging: Maintain comprehensive email sending error logs for troubleshooting and system maintenance. Error logging supports proactive system maintenance and enables rapid resolution of communication issues.

15.3 Currency Settings

Currency Settings provide comprehensive financial localization that enables international operations while maintaining accurate financial calculations and professional financial presentation across all platform activities.

• 15.3.1 Currency Configuration

  Financial system configuration enables accurate currency management and international business support:

  • Access Currency Settings: Navigate to Settings and select “Currency Settings” to access comprehensive currency management tools and financial localization options. Currency settings provide systematic configuration for international operations with accurate calculation and professional presentation features.

  Currency configuration supports multi-currency operations while maintaining calculation accuracy and consistent financial presentation across all platform financial activities and client communications.

• 15.3.2 Currency Options

  Comprehensive currency customization provides complete financial localization:

  • Default Currency Selection: Establish primary system currency for financial calculations, budget management, and invoice generation. Default currency selection provides baseline financial configuration while supporting multi-currency operations and international business requirements.
  • Currency Symbol Management: Configure currency display symbols including regional variations (₹, $, €, £) and custom symbols for specialized currencies or organizational requirements. Symbol management ensures accurate financial presentation and regional compliance.
  • Display Configuration: Specify currency symbol position before or after amount values based on regional conventions and organizational preferences. Position configuration maintains cultural accuracy and professional financial presentation standards.
  • Precision Settings: Configure decimal places for currency calculations ensuring appropriate precision for different currency types and business requirements. Precision settings support accurate financial calculations while maintaining appropriate detail levels for different operational contexts.
  • Formatting Options: Specify thousand separator (comma or period) and decimal separator (period or comma) based on regional conventions and organizational standards. Formatting configuration ensures culturally appropriate financial presentation and accurate number interpretation.

15.4 Payment Settings

Payment Settings provide comprehensive financial transaction management that enables secure payment processing while supporting diverse payment methods and international business requirements.

• 15.4.1 Payment Gateway Configuration

  Payment system configuration enables secure transaction processing through systematic gateway management:

  • Access Payment Settings: Navigate to Settings and select “Payment Settings” to access comprehensive payment gateway configuration tools and transaction management options. Payment settings provide systematic configuration for secure payment processing with multiple gateway support and security features.

  Payment configuration supports diverse payment methods while maintaining transaction security and reliable payment processing across different organizational requirements and international markets.

• 15.4.2 Supported Payment Gateways

  Extensive payment gateway integration provides comprehensive payment processing options:

  • Major Payment Providers: Integration includes industry-standard payment processors such as Stripe for comprehensive credit card processing with advanced fraud protection, PayPal for familiar payment experiences with established user trust, Razorpay for specialized regional market support, and Bank Transfer for traditional payment processing methods.
  • International Gateway Support: Comprehensive coverage includes over 30+ international payment gateways supporting regional payment preferences, local currency processing, and specialized market requirements enabling global business operations and customer payment convenience.

• 15.4.3 Gateway Configuration

  Systematic payment gateway setup ensures secure, reliable payment processing:

  • API Credential Management: Enter payment gateway credentials using secure storage and encrypted communication protocols. Credential management includes secure key storage and regular security validation for payment system integrity and transaction security.
  • Testing Environment: Enable test mode for safe payment testing without financial impact. Testing functionality includes sandbox environment support and comprehensive transaction testing for reliable payment system validation.
  • Webhook Configuration: Configure payment notification URLs for real-time payment status updates and automated payment processing. Webhook configuration ensures immediate payment confirmation and systematic transaction tracking.
  • Currency Support Management: Specify supported currencies for each payment gateway based on gateway capabilities and organizational requirements. Currency support configuration ensures accurate payment processing and appropriate currency handling for international transactions.

15.5 Storage Settings

Storage Settings provide comprehensive file management configuration that enables secure, scalable document storage while supporting diverse storage requirements and organizational security policies.

• 15.5.1 Storage Configuration

  File management system configuration enables appropriate storage solutions based on organizational requirements:

  • Access Storage Settings: Navigate to Settings and select “Storage Settings” to access comprehensive file storage configuration tools and document management options. Storage settings provide systematic configuration for secure file management with scalability and security features.

  Storage configuration supports diverse storage requirements while maintaining file security, accessibility, and organizational control over document management and file sharing capabilities.

• 15.5.2 Storage Options

  Multiple storage solutions accommodate different organizational requirements and technical capabilities:

  • Local Storage Configuration: Store files directly on server infrastructure providing direct control over file management and data location. Local storage offers immediate access and complete organizational control while requiring appropriate server resources and backup management.
  • Amazon S3 Integration: Utilize AWS S3 cloud storage for scalable, secure file management with comprehensive redundancy and global accessibility. S3 integration provides enterprise-grade storage with automatic backup and disaster recovery capabilities.
  • Wasabi Storage Integration: Implement cost-effective cloud storage with S3 compatibility providing affordable scalable storage with reduced operational costs. Wasabi integration offers similar functionality to AWS S3 while providing cost optimization for high-volume storage requirements.

• 15.5.3 Storage Limits

  Comprehensive storage management provides organizational control over file usage and system resources:

  • File Size Management: Configure maximum upload size per file based on organizational requirements and system capabilities. File size limits ensure appropriate resource usage while accommodating organizational document requirements.
  • Capacity Management: Establish overall storage capacity limits based on organizational needs and storage solution capabilities. Capacity management supports resource planning and prevents unexpected storage costs or system resource exhaustion.
  • File Type Control: Specify allowed file extensions based on organizational security policies and operational requirements. File type control maintains system security while supporting necessary business document formats and collaboration requirements.
  • Security Configuration: Implement access control and permissions management for file security and organizational confidentiality. Security configuration ensures appropriate file access while maintaining organizational security policies and compliance requirements.

15.6 ReCaptcha Settings

ReCaptcha Settings provide comprehensive spam protection and security enhancement that protects platform integrity while maintaining user experience quality and preventing automated abuse.

• 15.6.1 ReCaptcha Configuration

  Security system configuration enables effective spam protection through systematic captcha management:

  • Site Key Configuration: Enter Google reCAPTCHA site key for client-side integration and user interaction management. Site key configuration enables proper captcha display and user verification functionality.
  • Secret Key Management: Configure Google reCAPTCHA secret key for server-side verification and security validation. Secret key management ensures secure verification processing and prevents captcha bypass attempts.
  • Version Selection: Choose between reCAPTCHA v2 for traditional captcha challenges or v3 for invisible background verification based on user experience preferences and security requirements. Version selection balances security effectiveness with user experience quality.

15.7 ChatGPT Integration

ChatGPT Integration provides advanced AI functionality that enhances platform capabilities through intelligent assistance and automated content generation while maintaining appropriate usage controls and cost management.

• 15.7.1 AI Configuration

  Artificial intelligence integration enables advanced platform functionality through systematic AI service management:

  • API Key Configuration: Enter OpenAI API key for ChatGPT integration and AI functionality activation. API key configuration enables secure AI service access while maintaining usage tracking and cost control.
  • Model Selection: Choose GPT model version based on functionality requirements and cost considerations. Model selection enables appropriate AI capability while managing service costs and performance requirements.
  • Usage Limits: Establish AI usage restrictions based on organizational requirements and cost management needs. Usage limits prevent unexpected costs while ensuring appropriate AI functionality for organizational productivity enhancement.

15.8 SEO Settings

SEO Settings provide comprehensive search engine optimization that enhances platform visibility and improves search engine ranking while maintaining professional web presence and marketing effectiveness.

• 15.8.1 Search Engine Optimization

  SEO configuration enables improved search visibility through systematic optimization management:

  • Meta Title Configuration: Establish default page titles for search engine display and browser presentation. Meta title configuration provides consistent search engine presentation while supporting SEO optimization and brand recognition.
  • Meta Description Management: Configure default page descriptions for search engine results and social media sharing. Description management provides compelling search result presentation while maintaining character limits and SEO effectiveness.
  • Keyword Configuration: Specify SEO keywords for improved search engine ranking and content relevance. Keyword configuration supports search optimization while maintaining content relevance and search engine compliance.
  • Analytics Integration: Configure Google Analytics tracking code for comprehensive website performance analysis and user behavior tracking. Analytics integration provides detailed performance metrics and user engagement analysis for marketing optimization.

15.9 Cache Settings

Cache Settings provide comprehensive performance optimization that enhances platform responsiveness while maintaining system efficiency and reducing server resource consumption through intelligent caching management.

• 15.9.1 Performance Optimization

  Cache management enables optimal system performance through systematic performance enhancement:

  • Manual Cache Clearing: Provides instant cache removal for quick performance improvement and system maintenance whenever required.
  • Cache Size Monitoring: Shows current cache usage for resource management and performance analysis, enabling proactive maintenance and optimization.

  Cache settings ensure smooth platform performance while giving admins control over resources and optimization based on organizational needs.