Settings

How-To

Recommend awork (Referral program)

You like awork and you would like to recommend it? We would be very happy about that and therefore we would like to reward your efforts. 🎁

If you successfully recommend awork to others and a 12- or 24-month contract is booked, you will receive the monthly value of the new contract credited to your next invoice. And this for every single successful recommendation!

Sample calculation

You recommend awork and its being booked with a premium plan, annual billing cycle and 10 users. The monthly value is 10 users x 10 EUR = 100 EUR.

You will receive a 100 EUR credit on your next awork invoice. 🎉

The recommended team, also receives the same value as a discount on the first invoice.

The same applies if the team first books a monthly plan and later switches to a 12 or 24 month cycle.

Prerequisites

To receive the discounts, the recommendation must be made via the automatic form under Settings -> Workspace -> Recommend awork.  

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To get the discounts your workspace must be in a paid awork plan when you recommend and when the other team books awork.  


Unfortunately, the payout of credits can not be done. But if you want to earn money with the recommendation of awork, please have a look at our partner program.

Workspace

What is a Workspace?

A workspace is a group of people working with awork to manage their work. Usually it will comprise of the people that work together with you at the same company.

If you register for awork, you will be asked to create a workspace within the registration process. All you need to do is to enter your colleague's email addresses and names.

Of course, you can be part of multiple workspaces with your awork account and switch workspaces within your user profile.

Tipp: If you book a premium subscription, it is tied to the workspace not to your personal account.

How can I invite team members?

You can invite your workspace during setup or at any point later on. Just go to "workspace" / "Users" and invite your workspace.

What can I change about my team?

To make awork your own you can change the name and the logo of your workspace within "Settings" / "workspace ". Furthermore you can set a custom URL if your team booked the enterprise plan.

You can also import data into your workspace here. 

 

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Teams

Teams allow you to group projects and users in your workspace and limit their visibility to other teams.

This way it is possible that teams can only see their own projects, but not the projects of other teams.

 

Creating teams

In the menu item Settings -> Teams you can manage the teams in your workspace.

As long as you have not created any teams, you will not see an option in your workspace to assign users or projects to teams or to filter by them.

To create a new team, first click on the add team button. You have to give your team a name and choose a colour and an icon. The greyed out icons represent icons that you have already used for other teams. You can still use them for newly created teams.

Once you have created a new team you immediately will be directed to the user selection. Here you can staff your new team.

 

Assign users to teams

You can assign users to your teams in the team overview under Settings -> Teams. Each user can be in as many teams as you like at the same time.

Click the More button (with the 3 dots) of the respective team and then select Assign user. A window will open where you can select or deselect the users.

Users also have a team selection on their user detail page (directly below the name) where you can select the teams for the user. As these changes might impact the permissions of the user you need admin permissions to be able to make these changes.

When inviting new users you have to select a team to which the respective user will be assigned. You can change the team assignment after the invitation at any time in the settings or the user details.

 

Assign projects to teams

Projects have a team selection on the project details page and in the editing window, which can be used to determine the team member.

If there are sufficient authorisations for the project, the teams can be changed. However, only those projects that you can see yourself are available for selection here.

If you create a new project and are only allowed to see the projects of your own teams, you must assign the project to one of your own teams when you create it.

 

Limit visibility to own teams

In the settings of the authorisation roles (Settings -> Permission management -> Role details) there are two options: "Only projects from own team" and "Only users from own team". If these are activated, users of this authorisation role can only see the projects or users of their own teams, or the set authorisations then apply.

For example, if I activate "Only projects from own team" for an authorisation role and then only assign view permissions for the project details, tasks and times, then users can only see the projects of their own team and only with these view permissions. 

If the setting is not activated, the permissions set for project details, tasks and times apply to all projects in the workspace.

 

Which projects can I still see?

If a user is assigned to a project that does not belong to one of her teams, the user will still be able to see it. The permissions of the respective project role that the user has in this project apply.

If a user is the creator of the project, she may see and edit the project at any time.

If a user is only assigned to a task of a project that she is actually not allowed to see, she will be allowed to see the task only, but will not be able to see the project details.

 

Filter by teams

If teams are created in the workspace, there are filters that allow you to filter by team.

You can find these filters for instance here:

  • Team planning
  • Time reports
  • Task views
  • Project overview
  • User overview

Note that it makes a difference whether, for example, time reports are filtered by teams via users or projects.

If you filter the projects by teams, all time entries of the projects assigned to the team are shown. These can also be time entires of users who do not actually belong to the team.

If you filter the users by teams, all time entires of the users who belong to the team are shown. However, these do not have to be all time entires which have been tracked on the project.

 

Deleting teams

Teams can be deleted at any time in the team overview under Settings -> Teams via the menu of the multi-button.

The users will automatically be removed from the deleted team.

If projects were assigned to the team, they can be moved to another team by selecting this team within the deletion window.

 

Switch off teams

If you don't want to use the teams in your workspace anymore, you only have to remove all teams and the team filters and selections in your workspace will disappear.

Project Types

It is important to keep an overview over projects. Therefore you can classify them via project types and know directly what kind of project it is. Furthermore, all the information like status, role and task bundles are related to the project types. Creating a project you can easily import all this information by the choosing the type.

How can I create project types?

To create a project type, you to go to Settings / Project. Here you will find all your existing types and you can create new ones.

This will open a pop-up where you can name the type, write a short description and select a nice little icon. When you let the check mark in "Navigate to type" set, you will be forwarded to the type details, when you save it.

Within the details page you can add project status, task status and task bundles to your project type.

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Creating a project status

When creating a project status you just need to put in a name and match it to a project phase. You can set the following project phases:

  • Planning
  • Progress
  • Canceled
  • Done

Keep in mind that task from projects in the phases planning, canceled and done will are not shown within My Tasks and the project will not be shown in the dashboard. 

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Create task status

If you create a new task status you need to set the name and the type. You can also select a logo. This helps to differentiate the status, if you have more than one status with the same color.

The colors stand for the following task status types:

  • Blue (To-Do): Tasks you are not working on, e.g. backlog tasks
  • Yellow (In Progress): Tasks you are actively working on
  • Red (Stuck): Tasks you cannot work on because of an obstacle 
  • Purple (In Review): Tasks waiting for superior or client
  • Green (Done): Tasks you finished

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Adding a task bundle

Just select the task bundle you want to add to your project and choose in which status it should be added. This comes in handy if you need certain bundles only at a later time in you project. You can, of course, add as many task bundles as you want to a project type. These will show up as lists in you project.

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Add automations

You can also add automations to your project type. Just click the + symbol and select your trigger and action. You can find more information about automations here.

The automation will only be added to newly created projects. To add the automation to existing projects you need to go to the project settings.

You can add multiple automations to one project type.

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Task Bundles

Task bundles help you to organize your projects even better. If you need a set a predefined tasks for your projects, you can just create a task bundle and later (automatically) add it to your projects as lists of tasks. This way you also have the option to create standard projects plans by connecting task bundles with a project type.

There are three ways to create task bundles in awork:

  1. Create a task bundles from scratch
  2. Import a bundle from our public library
  3. Create a bundle from an existing project

Create tasks bundles from scratch

Go to Settings -> Task Bundles. Now click "Add Task Bundle" and enter a name, add a description and assign a logo. 

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Now you can add task lists and tasks, just as you do in a project.

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By clicking the three dots next to the task you can edit the task details. You have the option to add the following:

Furthermore you can set the start date and the deadline for a task in reference to the time the task gets created (as in "added to a project"). When setting both start date and deadline the task will show up in the timeline of the project the task bundle is added to.

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Import from our library

Go to Settings -> Task bundles. Now choose the option "Templates from awork". A windows with our task bundle library will open. You can click on the template to see the details and import them to your workspace via the small arrow.

 

The detail page describes the task bundle and gives you the option to read our blog article that describes the bundle. You can also see all lists and tasks in details and import the bundle into your workspace. 

 

Of course you can edit the task bundle (e.g. delete or add tasks) after the import to make it fit your process. 

 

Create task bundles from a project

A new task bundle can be created from the existing tasks and lists of a project.

To do so, go to the project tasks in the list view. You can save the whole project as a task bundle by clicking the More button. All task lists and tasks including their details are saved as a task bundle and can be reused in other projects.

Individual lists of a project can also be saved as a task bundle. To do so, click the More button at the respective task list and select the option to create a new task bundle.

Edit task bundles

You can edit task bundles at any time. Go to the overview via Settings -> Task bundles and click on the name of the bundle you want to edit. You now have all the options that where available when creating a task bundle. 

Additionally you can reorder task lists, delete the list or delete all tasks from a list 

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Tipp: If you change a task bundle that is already used in projects or project types, it will have no effect on existing projects. The changes will only apply when this task bundle is newly added to a project.

Add tasks bundles to project types

To connect a task bundle with a project type, click on the three dots in the top right and select "Manage Project Types". Now you can either edit existing connections or create new ones via the "Add to project type" button. 

The next step gives you the option to select a project type and decide in which status the task bundle should be added. If you don't select the option "project creation" the task will appear when you switch the project to the selected status. 

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Of course you can add task bundles to you project types from within the project types as well. We describe how to do it here.

Add task bundles to a project.

If you want to add the task bundle to a single project, and not the project type, just navigate to your project tasks and click on the “Import Task Bundle” Button. Select the bundle you want to add and you are done.

Of course you can import templates from our library here too.

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Type of Work

The Type of Work describes the basic kind of work that you plan to track your times on (e.g. 'design', 'admin', 'sales') and are available in all reports. This helps you to get a good overview about how you spend your time.

How can I create new types?

To add a new Type of Work navigate to “Settings” / “Type of Work”. Here you can add a new type. You just need to put in a name and select a logo.

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Where can I set the Type of Work

The type of Work is set within a task. The Type of work will now be preselected when tracking times on this task.

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If you don’t track your time on a task you can set it when tracking your time.

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FAQ

Permissions: Can I allow users to only see their own projects / tasks? (Freelancers, Clients, Guests, External)

Yes, this is possible. In this case the user can't see any projects where he is not part of the project team and no times others users tracked. This permission role should be used, if you invite customers or freelancers into your awork workspace.

To do this you can use our preset "External User". More about that here

You can also use awork's guest role. Users in this role don't use a full licence.

Task Bundles: Can I reorder the lists in a task bundle?

Yes this is possible. Just click on the three dots next to the list's name and choose the option "Reorder Task List". Now you can change the order via drag & drop.

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Is there a darkmode?

Yes there is a darkmode. Go to My Profile/My Settings to activate it. You can choose between the following options:

  • Off: darkmode is always off.
  • Auto: darkmode turns on depending on your browser settings.
  • On: darkmode is always on.

Tipp: In the mobile app darkmode will switch on / off depending on your system settings.

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Which browser are supported by awork?

awork works with the following browsers (Versions):

  • Chrome (from v57)
  • Edge (from v40)
  • Safari (from v10)
  • Mobile Safari (from v10)
  • Firefox (from v52)
  • Opera (from v44)

Is there an awork app for Mac/PC (Desktop App)?

There is no awork desktop app on the app store. But some browsers (e.g. Chrome or Edge) allow you to install awork as a web app.

- - -

Because of a problem the direct install button is not available right now. You can however install awork as an app through the normal browser function:

Chrome

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Edge

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Chrome

Chrome recognizes awork as a web app. You just need to click on the +button and select install. awork will now open in its own window.

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Mac: now the finder opens with the folder "Chrome Apps". You can drag & drop awork into your dock and use it as an "App". 

PC: awork now appears as a recently installed app in your start menu. You can pin it with a right click to your start menu or the task bar and use awork as an app.

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Edge

Edge recognizes awork as a web app. You just need to click on the +button and select install. awork will now open in its own window.

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Now the browser tab will open as a windowed app and is shown as a separate app in the taskbar. You can pin awork there. awork also shows up as an app in the start menu. 

What happens when I put myself in a non-admin role?

It is not possible, that no one is in the admin permission role. When you put yourself in a different non-admin role by accident, you have to ask someone who has the admin permissions to put you back in there. 

awork Premium

How to book a premium plan for awork

To get an awork premiun plan just click on "Go Premium" in the main menu. 

Alternatively, you can also access the booking modal via Settings -> Workspace. 

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First you need to decide if you want to book the premium or enterprise plan. You can find details for the plans and pricing here.

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Now there is a pop-up where you can select your subscription period. You have to following options:

  • 1 month (Payment every month, the account can be cancelled monthly)
  • 12 month (Payment yearly, the account can be cancelled each year)
  • 24 month (Payment biennially, the account can be cancelled ever two years)

You can also select the numbers of users for your workspace.

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Now you need to check your order and proceed to checkout (3).

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Now you put in your billing address.

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For payment you can choose between credit card or direct debit and enter the corresponding information.

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Now you can review your order and edit your billig address or payment information (4,-6), if needed. Otherwise you need to accept our terms & conditions (7) and select "pay & subscribe" (8). 

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Is there a guest access?

Yes, there is an option to invite guests to your workspace. To do so you just need to assign the global permission role Guest.

Tipp: The definitions of this role are predefined, you can't change them.

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What are the costs for a guest?

A guest uses 1/3 of a normal licence, while a normal user takes up 1 full licence. 

Example: You booked 10 licences in your workspace. Here are some options how to use them:

  • Example 1: 10 Users
  • Example 2: 9 Users + 3 Guests
  • Example 3: 5 Users + 15 Guests

Another example: If you have 5 licences, 4 users and 2 guests in your workspace. You can now invite another guest, but no full user, because there is only 1/3 of a licence left. 

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What are the permissions for the guest?

Guests can only see the My Work section in the menu and have no further permissions. To get permissions for a project the guest needs to be assigned to a project role. A guest can only be assigned to one project at a time. 

Assign guest role to a user

To assign a user to the guest role go to the permissions page and select the role Guest. If the user is already assigned to multiple projects you need to unassign them for all other projects (incl. tasks) first.

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Download invoices you get from awork

To download you invoice go to the menu and click on Manage subscription (on the very bottom). Now select Account and payment data, then Billing History. Here you can select the invoice you want to download. 

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How to cancel the premium plan

To cancel your premium plan click "Manage Subscriptions" in the menu bar. 

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Now click the option "Account and Payment Data".

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Select the plan you want to cancel.

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Now you can click the option "Cancel Subscription".

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The next window gives you the option to tell us why you want to cancel your plan and confirm the cancellation. (By telling the reason you are a big help for us to continuously improve awork.) You will receive a confirmation via email. 

You can cancel your premium plan to the end of your payment cycle. You can continue to use awork until the date shown in the window. After the shown date you will lose access to your workspace. 

 

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Data Import

Import data into awork

To import data (projects and tasks) into your workspace go to settings and workspace in the menu. Click on the button Import data.

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Upload your data

Now a window opens where you can download our import template (1), learn how to export data from your old tool (2) or upload the file with your data (3). You can use any .xlsx file, but we prepared the right columns in our template for you. 

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Match data between excel and awork

If the column titles in excel do not match with awork, a window opens where you can drag & drop the available awork fields to your excel columns. 

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If the titles match, this step will be skipped. 

Check and correct your data

Now awork will show a table with all your data. You can see the number of tasks to import (1) or if there are any problems with the data (2). Additionally there is a red marker in every cell with a problem (3). If a project or a client already exists in your workspace, the cell will be marked with a star (4). In this case, the importer will use the data that already exists. 

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You also have the option to edit every cell. Just click the cell you want to edit.

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When you click Import the data will be imported into your workspace. When the import is done you will receive an E-mail notification. 

Import data from Trello

First you need to export your data from Trello. Please go here to see how to export the data

Tipp: Trello allows only "Business Class" customers to export data.

Trello exports the data as a .csv file. You can open the .csv with excel, but all the data will be in one column. You can change that by performing the following steps:

  1. Select the column with the data
  2. Go to "Data" and "Text to Colums"
  3. Select the option "Delimited" in the pop-up
  4. Select the option "comma" and select "finish"

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The content will now be in different columns, from where you can copy the content to the awork import template. The field-mapping is the following:

awork   Trello
Project Name <->      "Name of the board"
Client <->      Field is not available in the Trello-Export
Taskname     <->      name
Description <->      desc
Type of Work <->      Field is not available in the Trello-Export
Start Date <->      Field is not available in the Trello-Export
Due Date <->      due
Planned Effort <->      Field is not available in the Trello-Export
Assignee <->      Members
Status <->      idList

 

Via Chrome Extension:

awork   Trello
Project Name <->      "Name of the board"
Client <->      Field is not available in the Trello-Export
Taskname     <->      Title
Description <->      Description
Type of Work <->      Field is not available in the Trello-Export
Start Date <->      Field is not available in the Trello-Export
Due Date <->      Due
Planned Effort <->      Field is not available in the Trello-Export
Assignee <->      Members
Status <->      List

 

Now you can import the data into your workspace, as described here.

Import data from Asana

First you need to export your data from Asana. Asana fives you the option to export porjects or the whole company (only for Enterprise customers). Please go here to see how to export the data

Asana exports the data as a .csv file. You can open the .csv with excel, but all the data will be in one column. You can change that by performing the following steps:

  1. Select the column with the data
  2. Go to "Data" and "Text to Colums"
  3. Select the option "Delimited" in the pop-up
  4. Select the option "comma" and select "finish"

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The content will now be in different columns, from where you can copy the content to the awork import template. The field-mapping is the following:

awork   Asana
Project Name <->      Projects
Client <->      Field is not available in the Asana-Export
Taskname     <->      name
Description <->      Field is not available in the Asana-Export
Type of Work <->      Field is not available in the Asana-Export
Start Date <->      Start Date
Due Date <->      Due Date
Planned Effort <->      Field is not available in the Asana-Export
Assignee <->      Assignee
Status <->      Field is not available in the Asana-Export

 

Now you can import the data into your workspace, as described here.

Import data from monday.com

First you need to export your data from Monday. There are two options:

In both cases there will be an excel file for every board, from where you can copy the content to the awork import template. The field-mapping is the following:

awork   Monday
Project Name <->      "Name of the board"
Client <->      Field is not available in the Monday-Export
Taskname     <->      Name
Description <->      Field is not available in the Monday-Export
Type of Work <->      Field is not available in the Monday-Export
Start Date <->      Field is not available in the Monday-Export
Due Date <->      Date
Planned Effort <->      Field is not available in the Monday-Export
Assignee <->      Person
Status <->      Status

 

Now you can import the data into your workspace, as described here.

Tipp: The direct export from monday can't be imported, because there is a picture in the file. You need to delete the picture first, or copy the data into our template.

Import data from Jira

First you need to export you data from Jira. To do so, go the a project, select "Issues and flters" and click on advanced search. Now select "Advanced Search". Afterwards an "Export" button should appear at the top right corner. Select the option "Export Excel CSV (all fields)" and download the .csv file. 

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You can open the .csv with excel, but all the data will be in one column. You can change that by performing the following steps:

  1. Select the column with the data
  2. Go to "Data" and "Text to Colums"
  3. Select the option "Delimited" in the pop-up
  4. Select the option "comma" and select "finish"

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The content will now be in different columns, from where you can copy the content to the awork import template. The field-mapping is the following:

awork   Jira
Project name <->      Project Name
Client <->      Field is not available in the Jira-Export
Task name     <->      Summary
Description <->      Description
Type of Work <->      Issue Type
Start Date <->      Field is not available in the Jira-Export
Due Date <->      Due Date
Planned Effort <->      Original Estimate
Assignee <->      Assignee
Status <->      Status

 

Now you can import the data into your workspace, as described here.

Import data from Meistertask

First you need to export your data from Meistertask. Please go here to see how to export the data

Meistertask exports the data as a .csv file. You can open the .csv with excel, but all the data will be in one column. You can change that by performing the following steps:

  1. Select the column with the data
  2. Go to Data and Text to Columns
  3. Select the option Delimited in the pop-up
  4. Select the option comma and select finish

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The content will now be in different columns, from where you can copy the content to the awork import template. The field-mapping is the following:

awork   Meistertask
Project Name <->      Field is not available in the Meistertask-Export
Client <->      Field is not available in the Meistertask-Export
Taskname     <->      name
Description <->      notes
Type of Work <->      Field is not available in the Meistertask-Export
Start Date <->      Field is not available in the Meistertask-Export
Due Date <->      due_date
Planned Effort <->      Field is not available in the Meistertask-Export
Assignee <->      assignee
Status <->      section

 

Now you can import the data into your workspace, as described here.