Overview #
Projects are where work is organized and executed in Workflo. A project brings together related tasks, sections, members, files, and conversations into a single, structured space. Whether you are managing a client campaign, launching a product, running a compliance process, or coordinating an event, projects give your team a shared home for that body of work.
What Is a Project? #
A Project in Workflo is a defined area of work that lives within a workspace. Projects contain:
- Sections — Column or category groupings that organize tasks within the project (e.g., To Do, In Progress, Done)
- Tasks — The individual units of work that belong to the project
- Members — The people who have access to and contribute to the project
- Files — Documents and attachments related to the project
- Chat — A built-in project chat channel for team communication
Project Access: Public vs. Private #
Every project in Workflo is either Public or Private within its workspace:
Public Project #
- Any member of the workspace can view and access this project
- Workspace members can join a public project without requesting permission
- Useful for work that is relevant across the organization, such as company-wide initiatives or shared resource libraries
Private Project #
- Only invited members can access this project
- Workspace members who wish to join must submit an access request, which a project admin must approve
- The maximum role a member can request for themselves is Collaborator — Admin and Owner roles must be granted directly by an existing project admin
- Recommended for client-confidential work, sensitive matters, or restricted information
Project Sections #
Sections are the structural columns within a project. They allow you to organize tasks into stages, categories, or workstreams.
Common section structures:
| Project Type | Sections |
|---|---|
| General project | To Do / In Progress / In Review / Done |
| Marketing campaign | Strategy / Content / Production / Approval / Live |
| Hiring pipeline | Applied / Screening / Interview / Offer / Hired |
| Software sprint | Backlog / In Progress / In Review / Testing / Released |
| Event planning | Planning / Vendor Coordination / Promotion / Day Of / Wrap-Up |
Sections can be added by any project member (with the exception of Limited Access Guests). Sections can be renamed, reordered, and removed by project admins.
Project Roles #
Every project member is assigned a role that controls what they can do within that project:
| Role | Description |
|---|---|
| Owner | Full control over the project, including deletion and member management |
| Admin | Can update project settings, manage members, and delete the project |
| Collaborator (Member) | Can create and manage tasks, add sections, and contribute fully to the project |
| Commentator (Guest) | Can view tasks and leave comments but cannot create or edit tasks |
How Workspace Roles Inform Project Access #
When a workspace member is added to a project, their starting project role is based on their workspace role:
| Workspace Role | Suggested Project Role |
|---|---|
| Owner | Admin |
| Admin | Admin |
| Member | Collaborator |
| Guest | Commentator |
Project admins can adjust individual members’ project roles at any time.
Creating a Project #
Workspace Members, Admins, and Owners can create projects. Workspace Guests and Limited Access Guests cannot.
To create a project:
- Navigate to the workspace
- Click New Project or the + icon
- Enter a project name and description
- Set the access level (Public or Private)
- Add initial members if desired
Managing Project Members #
Inviting Members to a Project #
Any project member (except Limited Access Guests) can send project invitations. To invite someone:
- Open the project
- Navigate to Members or Settings
- Enter the person’s name or email
- Assign their project role
- Send the invitation
Removing Members #
Only Project Owners and Admins can remove members from a project.
Archiving a Project #
Projects can be archived when the work is complete. Archived projects are hidden from the active project list but their data — tasks, files, comments — is preserved and can be referenced at any time. This keeps your workspace organized without permanently deleting important records.
Project Templates #
Workflo supports project templates, allowing you to create a new project pre-populated with a standard set of sections and structure. This is especially useful for repeatable workflows such as campaign launches, client onboarding, or event planning cycles.
Pinning Projects #
Members can pin projects to their sidebar for quick access. Pinned projects appear at the top of your navigation, making it easy to jump directly to the work you interact with most frequently.
Best Practices #
- Align projects to defined deliverables or engagements. Each project should represent a clearly bounded body of work with a beginning and an end.
- Use private projects for client or confidential work. Set sensitive projects to private to ensure only the right people have access.
- Establish consistent section naming. Using the same section names across similar projects makes it easier for members to orient themselves quickly.
- Archive completed projects. Rather than leaving old projects cluttering your workspace, archive them to keep the active view clean and focused.
- Review project membership regularly. As engagements progress and members change roles, keep project membership up to date.
