Settings

How-To

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.

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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 ".

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 statuses, task statuses 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 follwing 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 tast statuses

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): Task you can't work on, because there is an obstacle 
  • Purple (In Review): Waiting for superior or client
  • Green (Done): Task you have 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 add of course as many task bundles as you want to a project type. These will show up as lists in you project.

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Task Bundles

Task Bundles help you to organize your projects even better. If you need a set a predefined task for your projects, you can just create task bundles which will later be added as lists to your project. This is also your option to create standard projects plans by connecting task bundles with a project type.

There are two ways to create task bundles in awork:

  1. Create task bundles on your own
  2. Import from our library

Create tasks bundles on your own

Go to settings - Task Bundles. Not click on "Add Task Bundle". You just need to enter a name, description and assign a logo. 

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

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Clicking the three dots next to the task gives you the option to edit the task details. You will have the following options:

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.

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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 import them to your workspace via the small arrow or click on the to see the details.

 

The detail page describes the task bundles and gives you the option to read our blog article for that 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 afterwards to make it fit your process. 

Edit task bundles

You can edit task bundles at any time. Go to the overview and click on the name You have all the option that are 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 later on that is already used in projects or project types, it will have no affect on existing projects. 

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". Not 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 an decide in which status the tasks should appear. 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. 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 use awork's templates 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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Permissions

 

Permissions help you to set who is allowed to read or manage the different parts (e.g. project details or project settings) within your awork workspace.

Permissions itself are based on global permission roles and project permission roles. The global permission role sets the users' permission for the whole workspace and across projects. The project permission role only applies to the project where the user is assigned to that role.

You can define what each role can do and see. The admin can always see and edit anything in your workspace. The permission management can only be changed by an admin.

 

Global Permission Roles

The global permission roles set your permission for the whole workspace and across projects.

To create a new role click on + Add Role. Now you can enter a name and decide if you want to configure the role on your own or use a preset provided by awork.

You can get more information about how to configure the roles here.

Of course you can edit or delete roles here and you can also reset a role to a preset at any time. If you click on the name you will get to role details. The admin and the guest role can't be edited or deleted. The admin has access to all parts of the workspace. You can find more information about the guest here.

Tip: If you want that a user only has access to certain projects take away his global permissions and just assign him/her to projects via a project role.

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Project Persmission Roles

Project Roles set your permissions on project level. 

To create a new role, click the +Add Role button. Now you can set the name and decide if users with this role can see/edit project details, see/edit project tasks and see/edit project times.

If you click on an existing project role you get to the details.

 

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Assigned Permissions

Here you see a list of all active users in your workspace. You can assign them their global permission role. A user can only have one role.

Tip: You can't move yourself out of the admin role because you would lose access to this page by this.

 

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Permissions: Explanation of the settings

At the configuration of roles, we separate between permissions and menu item visibility. Permissions determine if you can access (manage or read) certain objects, e.g. project tasks. The menu item visibility determines if an item is shown in aworks main menu for a certain role. 

Tip: The permissions are also valid if you try to access awork via our API.

Permissions

Project

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1. Can create new Projects

Active:

  • Users can create projects (no matter what permissions they have for Project Details)

Inactive:

  • Users can't create projects

The user that creates a project will always have all permissions for that project. This permission can't be revoked. 

2. Project Details

Manage:

Read: 

None:

  • Users can't see or edit projects (except if they get permission via the project role)

3. Project Tasks

Manage:

  • Users can create, edit, see and delete tasks in all projects
  • Users can import task bundles into projects

Read:

  • Users can see tasks in all projects, but can't create, edit or delete them
  • Task details can't be edited. I.e. users can't comment on tasks
  • Users can see the aggregated times for tasks and projects

None:

  • Users can't see or edit project tasks (except if they get permission via the project role)
  • Users can create and edit private tasks
  • Users can't see the aggregated times for tasks and projects

4. Project Times

Manage:

  • Users can track times for all projects
  • Users can see, edit or delete all the tracked times in every project

Read:

  • Users can track times for all projects
  • Users can see all the tracked times in every project

None:

  • Users can't see tracked times (except if they get permission via the project role)

User

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1. User Details

Manage:

  • Users can see the user overview
  • Users can deactivate other users
  • Users can edit or delete other users
  • Users can see user details
  • Users can tag other users in the user details
  • Users can assign other users to projects
  • New users can only be created by admins -> Managing Permissions is not enough

Read:

None:

  • Users can't see the user overview or details
  • Users can only assign or tag users in a project from the projects team 

2. User Times

Manage:

  • Users can see, edit and delete the time tracking entries in the user details of other users

Read:

  • Users can see the time tracking entries in the user details of other users

None:

  • Users can't see the time tracking entries from other users

Clients

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1. Client Information

Manage:

  • Users can see clients in the client overview
  • Users can see the client details
  • Users can create, edit or delete clients. 

Read:

  • Users can see clients in the client overview
  • Users can see the client details

None:

  • Users can't see the client overview or details

Settings

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1. Project Settings

Active:

  • Users can create new project types or edit/delete existing ones

Inactive:

2. Task Settings

Active:

  • Users can see, create, edit and delete task bundles in the settings

Inactive:

3. Time Tracking Settings

Active:

  • Users can see, create, edit and delete new type of works in the settings

Inactive:

4. Workspace Settings

Active:

  • Users can see the workspace settings
  • Users can change the name and the logo of the workspace
  • The workspace can only be deleted by admins. Managing Permissions is not enough

Inactive:

Menu Item Visibilty

On this page, you can decide which menu items are available to users in this role. Just click on the eye icon to activate/deactivate a menu item.

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My Work

  • My Tasks
  • My Time Tracking

Workspace

  • Projects
    • This setting is connected with Project Details. If users have no rights there, no projects will be shown in the project list.
  • Users
    • This setting is connected with User Details. If users have no rights there, they won't see Users either
  • Clients
    • This setting is connected with Client Information. If users have no rights there, they won't see clients either.
  • Task Views
  • Time Reports

Settings

  • Workspace
  • Project Types
    • This setting is connected with Project Settings. If users have no rights there, they won't see project types either.
  • Task Bundles
    • This setting is connected with Task settings. If users have no rights there, they won't see task bundles in the settings either.
  • Type of Work
  • Permissions
  • Integrations

 

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.

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. 

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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.

Tipp: You can find our plans and pricing here.

 

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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 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.