Dashboard

Your personal home screen showing KPIs, work packages, projects, meetings, and todos. As a Manager, you see projects within your team and work packages where you are the assignee or accountable.

Dashboard — your personalized view of tasks, projects, meetings, and todos.

Dashboard Sections

Departments

View your department details. As a Manager, you belong to one department and can see its teams, members, and head. Department management is handled by your Admin or Super Admin.

Department Detail — view your department's teams, members, and head.

• 1
  Navigate to Departments

  Click "Departments" in the sidebar. You will see your assigned department.

• 2
  Open department detail

  Click the department card to view its detail page — teams, members, and reporting hierarchy.

Department Detail Sections

Teams

As a Manager, you can view your own team and manage its members. Adding and removing members is limited to your team only — creating, editing, deleting teams, and changing the team manager require Admin or Super Admin access.

Team Detail — view your team's members, manager, and projects.

• 1
  Navigate to Teams

  Click "Teams" in the sidebar. You will see your assigned team.

• 2
  Open team detail

  Click the team card to view members, manager, and projects.

Add Members to Your Team

Add Member — select a user from your department to add to your team.

• 1
  Open your team detail page

  Click on your team from the Teams list.

• 2
  Click "Add Member"

  A user search dropdown appears. Search for users in your department who are not already in a team.

• 3
  Select a user

  The user must belong to the same department as the team. Super Admin and Admin users cannot be added as team members.

• 4
  Confirm

  The member is added and appears in your team list.

Remove Members from Your Team

• 1
  Open your team detail page
• 2
  Find the member

  Browse the members list or use the search.

• 3
  Click the remove icon

  Click the X button next to the member's name. You cannot remove yourself or the team manager.

• 4
  Confirm

  The member is removed from the team, their project memberships are cleaned up, and assigned work packages are unassigned.

Remove Member — click the X button to remove a member from the team.

Projects

As a Manager, you can create projects for your own team, update project status, and manage project members. The department and team are locked to your own — only Admins and Super Admins can create projects for other teams.

Projects — view all projects you are a member of.

Create a New Project

Create Project — department and team are pre-filled to your own.

• 1
  Click "New Project"

  Department and Team are pre-filled to your own team.

• 2
  Fill in project details

  Enter the project name, description, status, and due date.

• 3
  Click "Create"

  The project is created. You, all Super Admins, the department admin, and the team manager are automatically added as members.

Project Detail — view project information, members, and status.

Edit Project Status

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click the edit icon

  You can change the project status (PLANNING / IN PROGRESS / COMPLETED / ON HOLD).

• 3
  Save

  The status is updated and all members are notified.

Add Members to a Project

Add Members — select users from your team to add to the project.

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click "Add Member"

  A user search dropdown appears, showing users from the project's assigned team.

• 3
  Select a user

  Only users who are members of the project's assigned team (or its manager) can be added.

• 4
  Confirm

  The member is added. They are also auto-added to all linked discussion groups and meetings.

Remove Members from a Project

Remove Members — only MEMBER-role users can be removed by Managers.

• 1
  Open the project detail page
• 2
  Find the member

  Browse the project members list.

• 3
  Click the remove icon

  Click the X button next to the member's name. You can only remove MEMBER-role users.

• 4
  Confirm

  The member is removed from the project and all linked meetings and discussion groups.

Work Packages

As a Manager, you can create work packages for your team, assign them to Employees or other Managers, update any work package you are involved in, and manage the Accountable tab. The Accountable person is the one who created the work package and is responsible for ensuring it gets done.

Work Package Board — drag and drop cards to update status.

Work Package Tabs

You see two tabs: Assigned to Me (work packages where you are the assignee) and Accountable (work packages you created and are responsible for overseeing).

Create a Work Package

New Work Package — fill in subject, description, assignee, priority, and estimated hours.

• 1
  Click "New Work Package"

  Visible on the Work Package list page.

• 2
  Fill in the details

  Enter Subject, Description, select Project, choose Assignee, set Priority, Estimated Hours, and Due Date.

• 3
  Click "Create"

  The work package is created with status INITIAL. You are set as the Accountable person.

Edit a Work Package

• 1
  Open a work package

  Click on any work package card on the board or list.

• 2
  Click "Edit"

  You can update title, description, priority, due date, status, and assignee.

• 3
  Save changes

  The work package is updated and the assignee is notified.

Status Board (Kanban)

Kanban Board — drag and drop work packages between status columns (Initial, In Progress, On Hold, Completed).

• 1
  Open the project

  Navigate to the project containing the work packages.

• 2
  Drag and drop

  Move a work package card from one column to another to update its status.

Work Package Detail & Time Tracking

Work Package Detail — subject, type, priority, status badges, assignee, accountable person, due date, project link, time tracker, and discussion thread.

Work Package Fields

Log Time

Only the Assignee can log time on a work package. You can view time entries but cannot create or edit them unless you are the Assignee.

Log Time — enter hours spent and an optional note.

Add Comments

Only the Accountable and the Assignee can add comments. Both users can communicate, share progress updates, and discuss task-related information. Other users can view the comments but cannot add or edit them.

• 1
  Open a work package

  Click on the work package card.

• 2
  Type your comment

  Use the comment box at the bottom.

• 3
  Click "Post"

  Your comment is visible to all project members.

Meetings

As a Manager, you can create meetings for your team, invite participants, and manage meetings you created.

View Meetings

Meetings — view all meetings you are invited to or have created.

Navigate to Meetings from the sidebar. You see:

• Meetings you created
• Meetings you were invited to as a participant
• Every meeting in the organization — the Super Admin is always added as an ADMIN participant

Create a Meeting

Schedule Meeting — set title, date, time, project, and invite participants.

• 1
  Click "New Meeting"

  Found on the Meetings list page.

• 2
  Enter meeting details

  Title, Description, Date & Time, Duration (in minutes), and Meeting Link (URL).

• 3
  Link a project (optional)

  If you link a project, all project members are automatically added to the participant list. You can remove anyone before saving.

• 4
  Add participants

  Invite organization members manually, or add external participants by entering their email addresses. You receive an email invitation with the meeting link.

• 5
  Click "Create"

  You are automatically added as an ADMIN participant. The Super Admin is also auto-added. All participants receive notifications and the meeting appears on their Calendar.

Participant Types

• Auto-added project membersfrom linked projects
• Organization membersmanually invited by you
• External participantsinvited via email addresses

Edit a Meeting

• 1
  Open the meeting detail page

  Click on the meeting title from the list.

• 2
  Click "Edit"

  You can update the title, description, date, time, duration, meeting link, and participants. The edit button appears if you are the organizer.

• 3
  Save changes

  If the date or time changed, all participants receive an updated email invitation. If only participants changed, newly added participants receive an invitation.

Cancel a Meeting

• 1
  Open the meeting detail page

  Click on the meeting title.

• 2
  Click "Cancel Meeting"

  This button is only visible if you are the organizer.

• 3
  Confirm

  The meeting status changes to CANCELLED and all participants are notified.

Discussions

As a Manager, you can create discussion groups for your team, add or remove members, and participate in real-time group chats. The creator automatically becomes the Group Admin with full management access.

View Discussion Groups

Discussions — view all discussion groups you are a member of.

Navigate to Discussions from the sidebar. You see groups where you are a member — either created by you or where you were added.

Create a Discussion Group

Create Discussion — set title, description, link a project, and add initial members.

• 1
  Click "New Discussion"

  A form modal will appear.

• 2
  Enter group details

  Title and Description for the discussion group.

• 3
  Link a project (optional)

  If you link a project, all project members are automatically added to the participant list. You can review and remove anyone before creating.

• 4
  Add participants

  Invite organization members manually in addition to project members.

• 5
  Click "Create"

  You are automatically set as the Group Admin. All participants are notified and a system message appears in the chat.

Add Members

Add Member — search and select users to add to the discussion group.

• 1
  Open the discussion group

  Click on the group name from the list.

• 2
  Click the info icon

  Opens the right-side panel showing group details and member list.

• 3
  Click "Add Member"

  Search for and select users to add to the group.

• 4
  Confirm

  The member is added and a system message appears in the chat.

Remove Members

Remove Member — click the remove icon next to a member to remove them from the group.

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click the info icon

  Opens the right-side panel.

• 3
  Click the remove icon next to a member

  A confirmation dialog will appear.

• 4
  Confirm

  The member is removed and a system message appears.

Edit a Discussion Group

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click "Edit"

  You can update the title, description, and manage linked projects and members.

• 3
  Save changes

  All members are notified of the update.

Delete a Discussion Group

Delete Group — permanently remove the discussion group and all its messages.

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click "Delete Group"

  A confirmation dialog will appear. This button is only visible for the Group Admin (creator) or Super Admin.

• 3
  Confirm

  The group is permanently deleted and all members are notified.

Send Messages

Group Chat — send messages, share files, and collaborate in real time.

• 1
  Open a discussion group

  Click on the group name from the list.

• 2
  Type a message

  Use the message input box at the bottom. You can attach files, use emojis, and @mention members.

• 3
  Send

  Press Enter or click the send button. Messages appear in real-time for all group members.

Calendar

The Calendar is your central timeline — all your upcoming meetings, project deadlines, and work package due dates in one visual view. The calendar is personalized to show only events relevant to you.

View Your Calendar

Calendar — all your meetings and deadlines displayed in a monthly grid with color-coded events.

• 1
  Click "Calendar" in the sidebar

  The calendar opens showing the current month with all your events.

• 2
  Click on a day to see events

  A side panel shows all events for that day with details.

• 3
  Click on an event to navigate

  Clicking a meeting takes you to the Meetings page. Clicking a work package or project takes you to its detail page.

What Appears on Your Calendar

• Meetingsmeetings you organized or are participating in
• Work Package Due Dateswork packages where you are the assignee or accountable person, with due dates in the visible range
• Project Due Datesprojects you are a member of, with due dates in the visible range

Event Color Coding

• Blue — Meetings
• Yellow — Due Today
• Red — Overdue
• Green — On Track

Navigating the Calendar

• 1
  Previous / Next Month

  Click the arrow buttons to move between months.

• 2
  Today Button

  Click "Today" to jump back to the current date.

• 3
  Click any day

  A side panel shows all events for that day — meetings, work package deadlines, and project deadlines.

Notes

Notes is your private workspace inside WorkDesk. Write meeting summaries, capture ideas, save reference information — stored securely and visible only to you. No one else can see your notes.

View Your Notes

My Notes — private editor for capturing ideas, meeting notes, and references.

• 1
  Click "Notes" in the sidebar

  The left panel shows your note list with Active and Archived tabs; the right panel is the editor. Use the search box to find notes by keyword, and the sort dropdown to order by Date Created, Last Modified, or Title Name.

• 2
  Click on a note to open it

  The note content loads in the editor panel on the right.

Create a Note

• 1
  Click "+ New Note"

  A blank note opens in the editor.

• 2
  Enter a title

  Type a descriptive name, e.g., "Sprint 4 Planning Notes".

• 3
  Write your content

  The editor supports bold, italic, bullet lists, and headings.

• 4
  Notes save automatically

  Changes are saved as you type. You can also click Save manually.

Todos

Todos are your private personal checklist in WorkDesk. Use them for reminders, personal action items, and anything you need to track that isn't a formal project task. Only you can see your todos.

Your Todo List

My Todos — four tabs: Active, Completed, Overdue, and Archived. Filter by priority or search by title.

The Todos page is organized into four tabs:

• Activecurrent todos that need your attention
• Completedtodos you have checked off
• Overduetodos whose due date has passed without completion — highlighted in red
• Archivedtodos you have archived to hide from Active without deleting

Create a Todo

New Todo — enter a title, optional description, priority, and due date.

• 1
  Click "+ Add Todo"

  Found at the top of the Todos page.

• 2
  Write a Title and optional Description

  The title appears in the list and on your Dashboard. An optional description adds context or sub-steps.

• 3
  Set a Priority and Due Date

  Choose LOW, MEDIUM, or HIGH. Adding a due date makes the todo appear on the Calendar and moves it to the Overdue tab if not completed in time.

• 4
  Click "Create"

  The item appears in your Active tab and on the Dashboard Todos widget.

Manage Your Todos

• 1
  Complete a todo

  Click the circular checkbox next to the todo. It moves to the Completed tab and the title gets a strikethrough.

• 2
  Edit a todo

  Click on the todo to open its detail view. You can update the title, description, priority, and due date.

• 3
  Archive a todo

  Click the three-dot menu (…) and select Archive. Hides from Active without deleting. Restore later from the Archived tab.

• 4
  Delete a todo permanently

  Click the three-dot menu and select Delete. Permanent and cannot be undone.

• 5
  Clear Completed

  On the Completed tab, click Clear Completed to delete all completed todos at once.

Settings

Manage your personal account in one place — view your profile information, update your profile photo, change your password, and control which notifications you receive. As a Manager, your profile details are maintained by your administrator; only the profile photo and notification preferences are editable by you.

Profile Information

Profile Settings — view your personal details, organization info, and update your profile photo.

Go to Settings → Profile to view your account details. The left column shows your profile photo (with a camera icon to upload a new one), your name, email, role badge, and organization name. The right column displays a read-only form with all your personal information.

Profile Fields (Read-Only)

The following fields are displayed in the Personal Information form. All fields are read-only — they are managed by your administrator and cannot be changed from this page:

• Full Nameyour display name shown across WorkDesk
• Email Addressyour login email (used for authentication)
• Phone Numberyour contact number
• Employee IDyour organization’s unique identifier
• Designationyour job title
• Genderyour gender
• Roles / Access Levelyour system role

At the bottom of the form, you’ll see your last login time and the Organization section showing your department and team membership.

Profile Managed by Admin

Your profile fields (name, email, designation, etc.) are set and maintained by your administrator. If any information is incorrect, contact your Admin or Super Admin to update it. Only the profile photo can be changed by you.

Change Your Profile Photo

Profile Photo Crop — drag to reposition and crop after uploading your photo.

• 1
  Click the camera icon on your profile photo

  In the left column of the Profile tab, hover over your current profile photo and click the camera icon overlay.

• 2
  Select an image file

  Choose an image from your device (JPG or PNG recommended). The file picker opens.

• 3
  Adjust the crop area

  Use the built-in cropper to drag and reposition the image inside the circular crop frame. Zoom in or out as needed.

• 4
  Click "Save"

  Your new profile photo is uploaded and appears across all pages immediately — your avatar in the sidebar, work packages, discussions, and all other views.

Photo Tip

Use a clear, well-lit headshot. A square image (1:1 ratio) works best with the circular crop. Avoid busy backgrounds.

Change Password

Change Password — enter your current password, then set and confirm a new one.

Go to Settings → Change Password to update your login password. You must know your current password to make this change.

• 1
  Go to Settings → Change Password tab

  Click the Change Password tab at the top of Settings. A form with three fields appears.

• 2
  Enter your Current Password

  Type your existing password in the first field. This verifies your identity before allowing the change.

• 3
  Enter your New Password

  Choose a strong new password. Minimum 6 characters. A hint below the field reminds you of this requirement.

• 4
  Confirm the New Password

  Retype your new password in the Confirm field — it must match the New Password field exactly.

• 5
  Click "Update Password"

  Your password is changed immediately. You’ll need to log in with the new password on your next session.

Security Best Practice

Change your password regularly. Never share it. If you were given an initial password by your administrator, change it immediately after your first login. If you forget your current password, contact your Admin to reset it.

Notification Preferences

Notification Settings — toggle in-app push notifications and email notifications.

Go to Settings → Notifications to choose which notifications you receive. There are two independent toggles:

Push Notifications

• 1
  Locate the "Push Notifications" toggle

  At the top of the Notifications tab. When enabled, you receive in-app notifications for activity updates (task assignments, meeting invitations, discussion replies, project changes, etc.).

• 2
  Toggle ON or OFF

  Click the toggle switch to enable or disable. The change is saved automatically — no save button needed.

Email Notifications

• 1
  Locate the "Email Notifications" toggle

  Below the Push Notifications toggle. When enabled, you receive email alerts for the same events — sent to your registered email address.

• 2
  Toggle ON or OFF

  Click the toggle to enable or disable email notifications. Changes save automatically.

Viewing Your Notifications

Notifications Panel — click the bell icon to view all unread alerts.

• 1
  Click the bell icon in the navigation bar

  The bell icon () is in the top-right corner of the navigation bar. A badge shows the count of unread notifications.

• 2
  Browse your notifications

  The panel opens showing all your recent notifications. Unread alerts are highlighted with a blue dot or background.

• 3
  Click a notification

  Clicking any notification takes you directly to the related item — a work package, meeting, discussion, or project page.

• 4
  Mark as read

  Clicking a notification marks it as read. The unread badge count decreases automatically.

Dashboard

Your personal home screen showing KPIs, work packages, projects, meetings, and todos. As an Admin, you see projects and work packages within your department.

Dashboard — your personalized view of tasks, projects, meetings, and todos.

Dashboard Sections

Departments

Departments represent the highest level of organizational structure. As an Admin, you can view your assigned department, add members, and remove members. Creating, editing, deleting departments, and changing the head are restricted to Super Admin only.

Department Detail — view your department's stats (members, teams, head), add/remove members.

Add Members to Your Department

Add Member — search and select users not yet assigned to any department.

• 1
  Open the department detail page

  Click on your department from the sidebar.

• 2
  Click "Add Member"

  A user search dropdown appears. Search for users who are not yet assigned to any department.

• 3
  Select a user

  The user must not already belong to another department. Super Admin cannot be added to any department.

• 4
  Confirm

  The member is added to your department and appears in the members list.

Remove Members from Your Department

Remove Member — click the X button to remove a member from the department.

• 1
  Open the department detail page

  Click on your department.

• 2
  Find the member

  Browse the members list or use the search.

• 3
  Click the remove icon

  Click the X button next to the member's name.

• 4
  Confirm

  The member is removed from your department.

Teams

Teams are groups of users within a department. As an Admin, you can create, edit, delete, and manage members of teams within your own department. You also change the team manager.

Teams — browse and manage teams within your department.

Create a New Team

Create Team — enter team name, select your department, and assign a manager.

• 1
  Navigate to your department detail page

  Click "Departments" in the sidebar, then open your department.

• 2
  Click "Add Team"

  On the Teams tab, click the "Add Team" button. A form modal will appear.

• 3
  Enter team details

  Team Name, Description, and assign a Manager (must be a MANAGER-role user belonging to your department).

• 4
  Click "Create"

  The team is created and appears in your department's team list. The assigned manager is automatically added as a member.

Team Detail — view stats, manage members, change manager, and delete the team.

Add Members to a Team

• 1
  Open the team detail page

  Click on the team name from the list.

• 2
  Click "Add Member"

  A user search dropdown appears. Search for users in the team's department who are not already in a team.

• 3
  Select a user

  The user must belong to the same department as the team. Super Admin and Admin users cannot be added as team members.

• 4
  Confirm

  The member is added and appears in the team's member list.

Add Team Member — search and select users from the team's department.

Remove Members from a Team

• 1
  Open the team detail page

  Click on the team name.

• 2
  Find the member

  Browse the members list or use the search.

• 3
  Click the remove icon

  Click the X button next to the member's name. You cannot remove yourself or the team manager.

• 4
  Confirm

  The member is removed from the team, their project memberships are cleaned up, and assigned work packages are unassigned.

Remove Member — click the X button to remove a member from the team.

Change Team Manager

• 1
  Open the team detail page

  Click on the team name from the list.

• 2
  Click "Change Manager"

  A dropdown appears with the current manager and available MANAGER-role users in the same department.

• 3
  Select a new manager

  The new manager is assigned and auto-added to all team projects and meetings. The old manager is removed from project memberships and their work packages are reassigned.

Change Team Manager — select a new MANAGER-role user to lead the team.

Delete a Team

• 1
  Open the team detail page

  Click on the team name from the list.

• 2
  Click the delete icon

  A confirmation dialog will appear.

• 3
  Confirm deletion

  All team members are unassigned and the team is permanently deleted.

Delete Team — confirm permanent deletion of the team.

Projects

Projects are the central workspace for organizing work packages, meetings, and discussions. As an Admin, you can create projects within your own department, edit all project details, manage members, and archive or delete projects.

Projects — browse all projects within your department.

Create a Project

Create Project — enter name, description, select a team within your department, status, and due date.

• 1
  Navigate to Projects

  Click "Projects" in the sidebar.

• 2
  Click "Create Project"

  A form modal will appear.

• 3
  Enter project details

  Project Name, Description, select a Team within your department, Status (PLANNING/IN PROGRESS/COMPLETED/ON HOLD), and Due Date.

• 4
  Click "Create"

  The project is created. You, all Super Admins, the department admin, and the team manager are automatically added as members.

Project Detail — view full project info, manage members, and access linked work packages.

Edit Project Details

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click the edit icon

  An edit form will appear with the current project details.

• 3
  Modify details

  Update the project name, description, status, or due date as needed.

• 4
  Save changes

  The project is updated and all members are notified.

Add Members to a Project

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click "Add Member"

  A user search dropdown appears, showing users from the project's assigned team.

• 3
  Select a user

  Only users who are members of the project's assigned team (or its manager) can be added.

• 4
  Confirm

  The member is added. They are also auto-added to all linked discussion groups and meetings.

Add Member — select users from the project's assigned team to add as project members.

Remove Members from a Project

• 1
  Open the project detail page

  Click on the project name.

• 2
  Find the member

  Browse the project members list.

• 3
  Click the remove icon

  Click the X button next to the member's name. You can only remove Member-role users.

• 4
  Confirm

  The member is removed from the project and all linked meetings and discussion groups.

Remove Member — remove users from the project. Admin can remove Member-role users only.

Archive a Project

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click "Archive Project"

  The project status changes to ARCHIVED.

• 3
  Confirm

  The project is archived and no longer appears in the active projects list.

Archive Project — archived projects are moved to the archived list and are read-only.

Delete a Project

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click the delete icon

  A confirmation dialog will appear.

• 3
  Confirm deletion

  The project and all its work packages, meetings, and discussions are deleted. This action cannot be undone.

Delete Project — permanently removes the project and all associated data.

Work Packages

Work packages are the tasks, stories, or deliverables within a project. As an Admin, you can create work packages and assign them to users in your department. The Accountable tab shows work packages you created and are responsible for overseeing.

Work Packages — browse all work packages across your projects with status and priority.

Work Package Tabs

Assignment Rules

Create a Work Package

Create Work Package — fill in title, description, assignee, status, and priority.

• 1
  Open a project

  Navigate to Projects and select the project.

• 2
  Click "Create Work Package"

  A form modal will appear.

• 3
  Enter work package details

  Title, Description, Assignee (must be same department), Status (INITIAL/IN PROGRESS/ON HOLD/COMPLETED), Priority (LOW/NORMAL/HIGH/CRITICAL), and Due Date.

• 4
  Click "Create"

  The work package appears on the project board.

Edit a Work Package

• 1
  Open a work package

  Click on any work package card on the board or list.

• 2
  Click "Edit"

  The edit form appears with current details.

• 3
  Modify details

  Update title, description, assignee, priority, due date, or status as needed.

• 4
  Save changes

  The work package is updated and the assignee is notified.

Status Board

Kanban Board — drag and drop work packages between status columns (Initial, In Progress, On Hold, Completed).

• 1
  Open the project

  Navigate to the project containing the work packages.

• 2
  View the Kanban board

  Work packages are organized by status columns.

• 3
  Drag and drop

  Move a work package card from one column to another to update its status.

Work Package Detail & Time Tracking

Work Package Detail — subject, type, priority, status badges, assignee, accountable person, due date, project link, time tracker, and discussion thread.

Work Package Fields

Log Time on a Work Package

• 1
  Open a work package

  Click on any work package card on the board.

• 2
  Enter time

  In the Time Tracking section, enter the hours spent and an optional comment.

• 3
  Click "Log"

  The time entry is saved and added to your time logs.

Time Entry — log hours worked on a work package with an optional comment.

Add a Comment

• 1
  Open a work package

  Click on the work package card.

• 2
  Type your comment

  Use the comment box at the bottom to communicate with the team.

• 3
  Click "Post"

  Your comment is visible to all project members.

Meetings

As an Admin, you can schedule meetings for any project in your department and invite any organization member.

View Meetings

Meetings — browse all meetings you are organizer or participant of.

Navigate to Meetings from the sidebar. You see:

• Meetings you created
• Meetings you were invited to as a participant

Create a Meeting

Schedule Meeting — enter title, agenda, date/time, location, and select participants.

• 1
  Click "Schedule Meeting"

  A form modal will appear.

• 2
  Enter meeting details

  Title, Description, Date & Time, Duration, and Meeting Link (URL).

• 3
  Link a project (optional)

  If you link a project, all project members are automatically added to the participant list. You can remove anyone before saving.

• 4
  Add participants

  Invite any organization member regardless of their team or department, or add external participants by entering their email addresses.

• 5
  Click "Create"

  You are automatically added as an ADMIN participant. The Super Admin is also auto-added. All participants receive notifications and the meeting appears on their Calendar.

Participant Types

• Auto-added project membersfrom linked projects
• Organization membersmanually invited by you
• External participantsinvited via email addresses

Edit a Meeting

• 1
  Open the meeting detail page

  Click on the meeting title from the list.

• 2
  Click "Edit"

  You can update the title, description, date, time, duration, meeting link, and participants. The edit button appears if you are the organizer.

• 3
  Save changes

  If the date or time changed, all participants receive an updated email invitation. If only participants changed, newly added participants receive an invitation.

Cancel a Meeting

• 1
  Open the meeting detail page

  Click on the meeting title.

• 2
  Click "Cancel Meeting"

  This button is only visible if you are the organizer.

• 3
  Confirm

  The meeting status changes to CANCELLED and all participants are notified.

Delete a Meeting

• 1
  Open the meeting detail page

  Click on the meeting title.

• 2
  Click "Delete"

  A confirmation dialog will appear. This button is only visible if you are the organizer.

• 3
  Confirm

  The meeting is permanently removed from the system.

Discussions

As an Admin, you can create discussion groups, add or remove members, and participate in real-time group chats. The creator automatically becomes the Group Admin with full management access.

View Discussion Groups

Discussions — browse all discussion groups you are a member of.

Navigate to Discussions from the sidebar. You see groups where you are a member — either created by you or where you were added.

Create a Discussion Group

Create Discussion — enter group name, description, and select participants.

• 1
  Click "Create Discussion"

  A form modal will appear.

• 2
  Enter group details

  Title and Description for the discussion group.

• 3
  Link a project (optional)

  If you link a project, all project members are automatically added to the participant list. You can review and remove anyone before creating.

• 4
  Add participants

  Invite any organization member regardless of their team or department.

• 5
  Click "Create"

  You are automatically set as the Group Admin. All participants are notified and a system message appears in the chat.

Add Members

Add Member — search and select any user in the organization to add to the group.

• 1
  Open the discussion group

  Click on the group name from the list.

• 2
  Click the info icon

  Opens the right-side panel showing group details and member list.

• 3
  Click "Add Member"

  Search for and select any user in the organization to add.

• 4
  Confirm

  The member is added and a system message appears in the chat.

Remove Members

Remove Member — click the remove icon next to a member to remove them from the group.

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click the info icon

  Opens the right-side panel.

• 3
  Click the remove icon next to a member

  A confirmation dialog will appear.

• 4
  Confirm

  The member is removed and a system message appears.

Edit a Discussion Group

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click "Edit"

  You can update the title, description, and manage linked projects and members.

• 3
  Save changes

  All members are notified of the update.

Delete a Discussion Group

Delete Group — permanently remove the discussion group and all its messages.

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click "Delete Group"

  A confirmation dialog will appear. This button is only visible for the Group Admin (creator) or Super Admin.

• 3
  Confirm

  The group is permanently deleted and all members are notified.

Send Messages

Discussion Group — view members, add/remove participants, and send messages.

• 1
  Open a discussion group

  Click on the group name from the list.

• 2
  Type a message

  Use the message input box at the bottom. You can attach files, use emojis, and @mention members.

• 3
  Send

  Press Enter or click the send button. Messages appear in real-time for all group members.

Calendar

The Calendar is your central timeline — all your upcoming meetings, project deadlines, and work package due dates in one visual view. The calendar is personalized to show only events relevant to you.

View Your Calendar

Calendar — all your meetings and deadlines displayed in a monthly grid with color-coded events.

• 1
  Click "Calendar" in the sidebar

  The calendar opens showing the current month with all your events.

• 2
  Click on a day to see events

  A side panel shows all events for that day with details.

• 3
  Click on an event to navigate

  Clicking a meeting takes you to the Meetings page. Clicking a work package or project takes you to its detail page.

What Appears on Your Calendar

• Meetingsmeetings you organized or are participating in
• Work Package Due Dateswork packages where you are the assignee or accountable person, with due dates in the visible range
• Project Due Datesprojects you are a member of, with due dates in the visible range

Event Color Coding

• Blue — Meetings
• Yellow — Due Today
• Red — Overdue
• Green — On Track

Navigating the Calendar

• 1
  Previous / Next Month

  Click the arrow buttons to move between months.

• 2
  Today Button

  Click "Today" to jump back to the current date.

• 3
  Click any day

  A side panel shows all events for that day — meetings, work package deadlines, and project deadlines.

Notes

Notes is your private workspace inside WorkDesk. Write meeting summaries, capture ideas, save reference information — stored securely and visible only to you. No one else can see your notes.

View Your Notes

My Notes — private editor for capturing ideas, meeting notes, and references.

• 1
  Click "Notes" in the sidebar

  The left panel shows your note list with Active and Archived tabs; the right panel is the editor. Use the search box to find notes by keyword, and the sort dropdown to order by Date Created, Last Modified, or Title Name.

• 2
  Click on a note to open it

  The note content loads in the editor panel on the right.

Create a Note

• 1
  Click "+ New Note"

  A blank note opens in the editor.

• 2
  Enter a title

  Type a descriptive name, e.g., "Sprint 4 Planning Notes".

• 3
  Write your content

  The editor supports bold, italic, bullet lists, and headings.

• 4
  Notes save automatically

  Changes are saved as you type. You can also click Save manually.

Todos

Todos are your private personal checklist in WorkDesk. Use them for reminders, personal action items, and anything you need to track that isn't a formal project task. Only you can see your todos.

Your Todo List

My Todos — four tabs: Active, Completed, Overdue, and Archived. Filter by priority or search by title.

The Todos page is organized into four tabs:

• Activecurrent todos that need your attention
• Completedtodos you have checked off
• Overduetodos whose due date has passed without completion — highlighted in red
• Archivedtodos you have archived to hide from Active without deleting

Create a Todo

New Todo — enter a title, optional description, priority, and due date.

• 1
  Click "+ Add Todo"

  Found at the top of the Todos page.

• 2
  Write a Title and optional Description

  The title appears in the list and on your Dashboard. An optional description adds context or sub-steps.

• 3
  Set a Priority and Due Date

  Choose LOW, MEDIUM, or HIGH. Adding a due date makes the todo appear on the Calendar and moves it to the Overdue tab if not completed in time.

• 4
  Click "Create"

  The item appears in your Active tab and on the Dashboard Todos widget.

Managing Todos

• 1
  Complete a todo

  Click the circular checkbox next to the todo. It moves to the Completed tab and the title gets a strikethrough.

• 2
  Clear Completed

  On the Completed tab, click Clear Completed to delete all completed todos at once.

• 3
  Archive a todo

  Click the three-dot menu (…) and select Archive. Hides from Active without deleting. Restore later from the Archived tab.

• 4
  Delete a todo permanently

  Click the three-dot menu and select Delete. Permanent and cannot be undone.

Users

The Users page is your Admin Panel for managing the organization’s user base. As an Admin, you can view all users and create new accounts. Editing, deactivating, and deleting users is restricted to Super Admin only.

User List

Users Page — browse all users with search, filter, and action buttons (edit, delete, toggle status).

The Users page displays every user in your organization in a table format. Use the search bar to find users by name, email, or employee ID. The table shows each user’s name, email, role, department, status, and — for Super Admin only — action buttons to edit, delete, or toggle status.

Create a New User

Create User — enter user details and assign a role.

• 1
  Navigate to Users

  Click "Users" in the sidebar (Admin Panel section).

• 2
  Click "Create User"

  A form modal will appear with user details fields.

• 3
  Fill in user details

  Name, Email, Password, Phone Number, Gender, Designation, and Role.

• 4
  Assign a Role

  Choose from Employee or Manager. You cannot create Admin or Super Admin users — the system blocks these roles for Admin-level creators.

• 5
  Click "Create"

  The user is created and appears in the list. They can now log in with their email and password.

Settings

Manage your personal account in one place — view your profile information, update your profile photo, change your password, and control which notifications you receive. As an Admin, your profile details are maintained by your administrator; only the profile photo and notification preferences are editable by you.

Profile Information

Profile Settings — view your personal details, organization info, and update your profile photo.

Go to Settings → Profile to view your account details. The left column shows your profile photo (with a camera icon to upload a new one), your name, email, role badge, and organization name. The right column displays a read-only form with all your personal information.

Profile Fields (Read-Only)

The following fields are displayed in the Personal Information form. All fields are read-only — they are managed by your administrator and cannot be changed from this page:

• Full Nameyour display name shown across WorkDesk
• Email Addressyour login email (used for authentication)
• Phone Numberyour contact number
• Employee IDyour organization’s unique identifier
• Designationyour job title
• Genderyour gender
• Roles / Access Levelyour system role

At the bottom of the form, you’ll see your last login time and the Organization section showing your department and team membership.

Profile Managed by Super Admin

Your profile fields (name, email, designation, etc.) are set and maintained by your Super Admin. If any information is incorrect, contact your Super Admin to update it. Only the profile photo can be changed by you.

Change Your Profile Photo

Profile Photo Crop — drag to reposition and crop after uploading your photo.

• 1
  Click the camera icon on your profile photo

  In the left column of the Profile tab, hover over your current profile photo and click the camera icon overlay.

• 2
  Select an image file

  Choose an image from your device (JPG or PNG recommended). The file picker opens.

• 3
  Adjust the crop area

  Use the built-in cropper to drag and reposition the image inside the circular crop frame. Zoom in or out as needed.

• 4
  Click "Save"

  Your new profile photo is uploaded and appears across all pages immediately — your avatar in the sidebar, work packages, discussions, and all other views.

Photo Tip

Use a clear, well-lit headshot. A square image (1:1 ratio) works best with the circular crop. Avoid busy backgrounds.

Change Password

Change Password — enter your current password, then set and confirm a new one.

Go to Settings → Change Password to update your login password. You must know your current password to make this change.

• 1
  Go to Settings → Change Password tab

  Click the Change Password tab at the top of Settings. A form with three fields appears.

• 2
  Enter your Current Password

  Type your existing password in the first field. This verifies your identity before allowing the change.

• 3
  Enter your New Password

  Choose a strong new password. Minimum 6 characters. A hint below the field reminds you of this requirement.

• 4
  Confirm the New Password

  Retype your new password in the Confirm field — it must match the New Password field exactly.

• 5
  Click "Update Password"

  Your password is changed immediately. You’ll need to log in with the new password on your next session.

Security Best Practice

Change your password regularly. Never share it. If you were given an initial password by your Super Admin, change it immediately after your first login. If you forget your current password, contact your Super Admin to reset it.

Notification Preferences

Notification Settings — toggle in-app push notifications and email notifications.

Go to Settings → Notifications to choose which notifications you receive. There are two independent toggles:

Push Notifications

• 1
  Locate the "Push Notifications" toggle

  At the top of the Notifications tab. When enabled, you receive in-app notifications for activity updates (task assignments, meeting invitations, discussion replies, project changes, etc.).

• 2
  Toggle ON or OFF

  Click the toggle switch to enable or disable. The change is saved automatically — no save button needed.

Email Notifications

• 1
  Locate the "Email Notifications" toggle

  Below the Push Notifications toggle. When enabled, you receive email alerts for the same events — sent to your registered email address.

• 2
  Toggle ON or OFF

  Click the toggle to enable or disable email notifications. Changes save automatically.

Viewing Your Notifications

Notifications Panel — click the bell icon to view all unread alerts.

• 1
  Click the bell icon in the navigation bar

  The bell icon () is in the top-right corner of the navigation bar. A badge shows the count of unread notifications.

• 2
  Browse your notifications

  The panel opens showing all your recent notifications. Unread alerts are highlighted with a blue dot or background.

• 3
  Click a notification

  Clicking any notification takes you directly to the related item — a work package, meeting, discussion, or project page.

• 4
  Mark as read

  Clicking a notification marks it as read. The unread badge count decreases automatically.

Dashboard

Your personal home screen. As the Super Admin, you have full visibility across the entire organization — every project, every department, every team.

Dashboard — your personalized view of tasks, projects, meetings, and todos.

KPI Cards

At the top of the dashboard, four summary cards give you organization-wide numbers:

My Work Packages

Shows up to 3 items where you are the accountable person (the creator). Click any row or View All to go to the full Work Packages page.

My Projects

As Super Admin, you are auto-added as a member to every project in the organization:

Click any row or View All to go to the full Projects page.

Next Meetings

Shows upcoming meetings across all departments with:

Shows up to 3 items. Click View All to see the full Meetings page.

My Todos

Shows your personal todos as compact cards with:

Departments

Departments represent the highest level of organizational structure. As the Super Admin, you have full control — create, edit, delete, assign heads, and manage members. You see all departments across the organization.

Departments — browse all departments with edit and delete actions.

Create a Department

• 1
  Navigate to Departments

  Click "Departments" in the sidebar.

• 2
  Click "Create Department"

  A form modal will appear.

• 3
  Enter department details

  Department Name, Description, and assign a Department Head (must be an Admin-role user).

• 4
  Click "Create"

  The department is created and appears in the list.

Create Department — enter name, description, and assign an Admin as department head.

Department Detail — view stats (members, teams, head), manage head, add/remove members.

Change Department Head

• 1
  Open the department detail page

  Click on the department name.

• 2
  Click "Manage"

  A dropdown appears with the current head and available Admin users.

• 3
  Select a new head

  The old head is removed from the department. The new head is assigned and added to all department projects and meetings.

Change Department Head — select a new Admin-role user to lead the department.

Add Members to a Department

Add Member — search and select users not yet assigned to any department.

• 1
  Open the department detail page

  Click on the department name.

• 2
  Click "Add Member"

  A user search dropdown appears. Search for users who are not yet assigned to any department.

• 3
  Select a user

  The user must not already belong to another department. Super Admin cannot be added to any department.

• 4
  Confirm

  The member is added to the department and appears in the members list.

Remove Members from a Department

Remove Member — click the X button to remove a member from the department.

• 1
  Open the department detail page

  Click on the department name.

• 2
  Find the member

  Browse the members list or use the search.

• 3
  Click the remove icon

  Click the X button next to the member's name.

• 4
  Confirm

  The member is removed from the department, all their project memberships, discussions, and meetings within the department are cleaned up.

Delete a Department

• 1
  Navigate to Departments

  Click "Departments" in the sidebar.

• 2
  Click the delete icon

  Hover over the department card and click the trash icon.

• 3
  Confirm deletion

  A confirmation dialog will appear. The department head is removed, all members are unassigned, and the department is permanently deleted.

Delete Department — confirm permanent deletion of the department.

Teams

Teams are groups of users within a department. As Super Admin, you have full control over every team in the organization — create, edit, delete, assign managers, and manage members from any department.

Teams List — browse all teams across all departments, filter by department, and create new teams.

Create a Team

• 1
  Navigate to Teams

  Click "Teams" in the sidebar.

• 2
  Click "New Team"

  A form modal will appear.

• 3
  Enter team details

  Team Name, Description, select a Department from the dropdown, and assign a Manager (must be a Manager-role user belonging to the selected department).

• 4
  Click "Create"

  The team is created and appears in the list. The assigned manager is automatically added as a member.

Create Team — enter name, description, select department, and assign a manager.

Team Detail Page

Team Detail — view stats (members, department, manager), manage settings, and add/remove members.

Add Members to a Team

• 1
  Open the team detail page

  Click on the team name from the list.

• 2
  Click "Add Member"

  A user search dropdown appears. Search for users within the team's department who are not yet assigned to any team.

• 3
  Select a user

  The user must belong to the same department as the team. Super Admin and Admin-role users cannot be added as team members.

• 4
  Confirm

  The member is added to the team and appears in the members list.

Add Team Member — search and select users from the team's department.

Remove Members from a Team

• 1
  Open the team detail page

  Click on the team name.

• 2
  Find the member

  Browse the members list or use the search.

• 3
  Click the remove icon

  Click the X button next to the member's name. You cannot remove yourself or the team manager.

• 4
  Confirm

  The member is removed from the team, their project memberships are cleaned up, and assigned work packages are unassigned.

Remove Member — click the X button to remove a member from the team.

Change Team Manager

• 1
  Open the team detail page

  Click on the team name.

• 2
  Click "Manage"

  A dropdown appears with the current manager and available Manager-role users in the same department.

• 3
  Select a new manager

  The new manager is assigned and auto-added to all team projects and meetings. The old manager is removed from project memberships and their work packages are reassigned.

Change Team Manager — select a new Manager-role user to lead the team.

Delete a Team

• 1
  Navigate to Teams

  Click "Teams" in the sidebar.

• 2
  Click the delete icon

  Hover over the team card and click the trash icon.

• 3
  Confirm deletion

  A confirmation dialog will appear. All team members are unassigned and the team is permanently deleted.

Delete Team — confirm permanent deletion of the team.

Projects

Projects are the central workspace for organizing work packages, meetings, and discussions. As Super Admin, you can create projects in any department, edit all project details, manage members across teams, and archive or delete projects.

Create a Project

Create Project — enter name, description, select any department and team, status, and due date.

• 1
  Navigate to Projects

  Click "Projects" in the sidebar or the "New Project" button in the header.

• 2
  Click "Create Project"

  A form modal will appear.

• 3
  Enter project details

  Project Name, Description, Status (PLANNING/IN PROGRESS/COMPLETED/ON HOLD), Due Date, and select any Department from the dropdown — you are not limited to your own department.

• 4
  Select a Team

  Choose a team within the selected department. The team must belong to the selected department.

• 5
  Click "Create"

  The project is created. You, the department admin, and the team manager are automatically added as members.

Project Detail — view project info, manage members, create work packages, and see activity.

Edit Project Details

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click the edit icon

  Click the pencil icon next to the project name or description.

• 3
  Modify details

  Update the project name, description, status, or due date.

• 4
  Save changes

  The project is updated and all members are notified.

Add Members to a Project

• 1
  Open the project detail page

  Click on the project name from the list.

• 2
  Click "Add Member"

  A user search dropdown appears. Search for any user in the organization — you are not limited to your own department or team.

• 3
  Select users

  You can add multiple users at once. The users become project members and can access the project's work packages, discussions, and meetings.

• 4
  Confirm

  The members are added and appear in the project members list.

Add Members — search and select any user in the organization to add to the project.

Remove Members from a Project

• 1
  Open the project detail page

  Click on the project name.

• 2
  Find the member

  Browse the project members list.

• 3
  Click the remove icon

  Click the X button next to the member's name. As Super Admin, you can remove anyone.

• 4
  Confirm

  The member is removed from the project. Their assigned work packages are unassigned and time entries are deleted.

Remove Member — click the X to remove a user from the project.

Archive a Project

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click "Archive"

  The project is archived and hidden from the active projects list. Archived projects can be viewed by filtering.

Archive Project — move a project to the archived state.

Delete a Project

• 1
  Open the project detail page

  Click on the project name.

• 2
  Click "Delete"

  A confirmation dialog will appear.

• 3
  Confirm deletion

  The project and all associated work packages, discussions, and meetings are permanently deleted.

Delete Project — confirm permanent deletion of the project and all its data.

Work Packages

Work packages are the tasks, stories, or deliverables within a project. As Super Admin, you can assign work packages to any user in the organization — including Admin-role users. You have no scope restrictions.

Work Package Tabs

Assignment Rules

Work Packages — browse all work packages with filters for status, assignee, and project.

Create a Work Package

• 1
  Open a project

  Navigate to Projects and select the project.

• 2
  Click "Create Work Package"

  A form modal will appear.

• 3
  Enter work package details

  Title, Description, Assignee (any user in the organization), Status (INITIAL/IN PROGRESS/ON HOLD/COMPLETED), Priority (LOW/NORMAL/HIGH/CRITICAL), Estimated Hours, and Due Date.

• 4
  Click "Create"

  The work package appears on the project board. You cannot assign a work package to yourself.

Create Work Package — fill in title, description, assignee, status, priority, and due date.

Status Board (Kanban)

Kanban Board — drag and drop work packages between status columns (Initial → In Progress → On Hold → Completed).

• 1
  View the board

  Open a project to see the Kanban board with columns for each status.

• 2
  Drag and drop

  Click and hold a work package card, then drag it to a different status column to update its status.

• 3
  Filter the board

  Use the filter bar to narrow by assignee, priority, or search by title.

Work Package Detail & Time Tracking

Work Package Fields

• 1
  Open a work package

  Click on any work package card on the board.

• 2
  Edit details

  Change title, description, status, priority, assignee, or due date from the detail view.

• 3
  Log Time

  Enter hours spent and an optional comment in the Time Tracking section at the bottom.

• 4
  Add Comment

  Use the comment box to communicate with the team about this work package.

Time Entry — log hours spent on a work package with an optional comment.

Meetings

As Super Admin, you have full access to every meeting in the organization. You can create meetings, invite anyone, edit any meeting, update meeting status, and delete any meeting — even those you did not create. You are automatically added as an ADMIN participant to every meeting.

View All Meetings

Meetings — browse all meetings across the organization.

Navigate to Meetings from the sidebar. You see all meetings in the organization — every meeting you created, every meeting you were invited to, and every meeting where you were auto-added as an ADMIN participant.

Create a Meeting

Schedule Meeting — enter title, date, time, link, and add participants from across the organization.

• 1
  Click "Create Meeting"

  A form modal will appear.

• 2
  Enter meeting details

  Title, Description, Date, Start Time, Duration (in minutes), and Meeting Link (URL).

• 3
  Link a project (optional)

  If you link a project, all project members are automatically added to the participant list. You can remove anyone before saving.

• 4
  Add participants

  Select project members, internal users from any department, or add external email addresses. You can add any user in the organization.

• 5
  Click "Create"

  All participants receive email invitations and the meeting appears on their Calendar.

Participant Types

• Auto-added project membersfrom linked projects
• Organization membersmanually invited by you
• External participantsinvited via email addresses

Edit a Meeting

• 1
  Open the meeting detail page

  Click on the meeting title from the list.

• 2
  Click "Edit"

  You can edit any meeting — not just the ones you created. Update title, description, date, time, duration, meeting link, and participants.

• 3
  Save changes

  If the date or time changed, all participants receive an updated email invitation. If only participants changed, newly added participants receive an invitation.

Update Meeting Status

• 1
  Open the meeting detail page

  Click on the meeting title.

• 2
  Change the status

  Select a new status from the dropdown: SCHEDULED, ONGOING, COMPLETED, or CANCELLED.

Cancel a Meeting

• 1
  Open the meeting detail page

  Click on the meeting title.

• 2
  Click "Cancel Meeting"

  The cancel button appears on all meetings — not just ones you created.

• 3
  Confirm

  The meeting status changes to CANCELLED and all participants are notified.

Delete a Meeting

• 1
  Open the meeting detail page

  Click on the meeting title.

• 2
  Click "Delete"

  A confirmation dialog will appear. You can delete any meeting in the system.

• 3
  Confirm

  The meeting is permanently removed from the system.

Discussions

As Super Admin, you have full access to every discussion group in the organization. You can create groups with any users, edit any group, delete any group, add or remove any member — including the group creator. You are automatically added to every discussion group.

View All Discussion Groups

Discussions — browse all discussion groups across the organization.

Navigate to Discussions from the sidebar. You see all discussion groups in the organization — every group you created, every group where you are a member, and every group where you were auto-added as Super Admin.

Create a Discussion Group

Create Discussion — enter title, description, and add participants from across the organization.

• 1
  Click "Create Discussion"

  A form modal will appear.

• 2
  Enter group details

  Title and Description for the discussion group.

• 3
  Link a project (optional)

  If you link a project, all project members are automatically added to the participant list. You can review and remove anyone before creating.

• 4
  Add participants

  Select project members, internal users from any department, or add external users. You can add any user in the organization.

• 5
  Click "Create"

  You are automatically set as the Group Admin. All participants are notified and a system message appears in the chat.

Add Members

Add Member — search and select any user in the organization to add to the group.

• 1
  Open the discussion group

  Click on the group name from the list.

• 2
  Click "Add Member"

  A user search dropdown appears. Search for any user in the organization.

• 3
  Select a user

  You can add any user — not limited to your team or department.

• 4
  Confirm

  The member is added and a system message appears in the chat.

Remove Members

Remove Member — click the remove icon to remove any member, including the group creator.

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click the info icon

  Opens the right-side panel showing the member list.

• 3
  Click the remove icon next to a member

  You can remove any member, including the group creator — only Super Admin has this ability.

• 4
  Confirm

  The member is removed and a system message appears.

Edit a Discussion Group

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click "Edit"

  You can edit any discussion group — not just the ones you created. Update title, description, and manage linked projects and members.

• 3
  Save changes

  All members are notified of the update.

Delete a Discussion Group

Delete Group — permanently remove any discussion group in the system.

• 1
  Open the discussion group

  Click on the group name.

• 2
  Click "Delete Group"

  You can delete any discussion group in the system — not just the ones you created.

• 3
  Confirm

  The group is permanently deleted and all members are notified.

Send Messages

Discussion Group — view members, add/remove participants, and send messages.

Group Chat — real-time messaging with file attachments, mentions, and edit/delete your own messages.

• 1
  Open a discussion group

  Click on the group name from the list.

• 2
  Type a message

  Use the message input box at the bottom. You can attach files, use emojis, and @mention members.

• 3
  Send

  Press Enter or click the send button. Messages appear in real-time for all group members.

Calendar

The Calendar is your central timeline — all your upcoming meetings, project deadlines, and work package due dates in one visual view. As Super Admin, you see events across the entire organization.

View Your Calendar

Calendar — all meetings and deadlines displayed in a monthly grid with color-coded events.

• 1
  Click "Calendar" in the sidebar

  The calendar opens showing the current month with all your events.

• 2
  Click on a day to see events

  A side panel shows all events for that day with details.

• 3
  Click on an event to navigate

  Clicking a meeting takes you to the Meetings page. Clicking a work package or project takes you to its detail page.

What Appears on Your Calendar

• Meetingsall meetings across the organization
• Work Package Due Dateswork packages where you are the assignee or accountable person, with due dates in the visible range
• Project Due Datesall projects across the organization, with due dates in the visible range

Event Color Coding

• Blue — Meetings
• Yellow — Due Today
• Red — Overdue
• Green — On Track

Navigating the Calendar

• 1
  Previous / Next Month

  Click the arrow buttons to move between months.

• 2
  Today Button

  Click "Today" to jump back to the current date.

• 3
  Click any day

  A side panel shows all events for that day — meetings, work package deadlines, and project deadlines.

Notes

Notes is your private workspace inside WorkDesk. Write meeting summaries, capture ideas, save reference information — stored securely and visible only to you. No one else can see your notes.

View Your Notes

My Notes — private editor for capturing ideas, meeting notes, and references.

• 1
  Click "Notes" in the sidebar

  The left panel shows your note list with Active and Archived tabs; the right panel is the editor. Use the search box to find notes by keyword, and the sort dropdown to order by Date Created, Last Modified, or Title Name.

• 2
  Click on a note to open it

  The note content loads in the editor panel on the right.

Create a Note

• 1
  Click "+ New Note"

  A blank note opens in the editor.

• 2
  Enter a title

  Type a descriptive name, e.g., "Sprint 4 Planning Notes".

• 3
  Write your content

  The editor supports bold, italic, bullet lists, and headings.

• 4
  Notes save automatically

  Changes are saved as you type. You can also click Save manually.

Todos

Todos are your private personal checklist in WorkDesk. Use them for reminders, personal action items, and anything you need to track that isn't a formal project task. Only you can see your todos.

Your Todo List

My Todos — four tabs: Active, Completed, Overdue, and Archived. Filter by priority or search by title.

The Todos page is organized into four tabs:

• Activecurrent todos that need your attention
• Completedtodos you have checked off
• Overduetodos whose due date has passed without completion — highlighted in red
• Archivedtodos you have archived to hide from Active without deleting

Create a Todo

New Todo — enter a title, optional description, priority, and due date.

• 1
  Click "+ Add Todo"

  Found at the top of the Todos page.

• 2
  Write a Title and optional Description

  The title appears in the list and on your Dashboard. An optional description adds context or sub-steps.

• 3
  Set a Priority and Due Date

  Choose LOW, MEDIUM, or HIGH. Adding a due date makes the todo appear on the Calendar and moves it to the Overdue tab if not completed in time.

• 4
  Click "Create"

  The item appears in your Active tab and on the Dashboard Todos widget.

Managing Todos

• 1
  Complete a todo

  Click the circular checkbox next to the todo. It moves to the Completed tab and the title gets a strikethrough.

• 2
  Clear Completed

  On the Completed tab, click Clear Completed to delete all completed todos at once.

• 3
  Archive a todo

  Click the three-dot menu (…) and select Archive. Hides from Active without deleting. Restore later from the Archived tab.

• 4
  Delete a todo permanently

  Click the three-dot menu and select Delete. Permanent and cannot be undone.

Users

The Users page is your central hub for managing every user in the organization. As Super Admin, you have unrestricted access — create, edit, promote, deactivate, and delete any user account. Admins can view the list and create users but cannot edit, delete, or change status.

User List

Users Page — browse all users with search, filter, and action buttons (edit, delete, toggle status).

The Users page displays every user in your organization in a table format. Use the search bar to find users by name, email, or employee ID. The table shows each user’s name, email, role, department, status, and — for Super Admin only — action buttons to edit, delete, or toggle status.

Create a User

Create User — enter user details and assign a role.

• 1
  Click "Create User"

  Found at the top of the Users page. A form modal appears.

• 2
  Fill in user details

  Enter Full Name, Email, Phone Number, Employee ID, Gender, Designation, and Password.

• 3
  Assign a Role

  Choose from Employee, Manager, or Admin. You cannot assign Super Admin role through this form — the system blocks it.

• 4
  Assign Department and Team (optional)

  You can optionally assign the user to a department and team during creation, or skip and assign later.

• 5
  Click "Create"

  The user is created and appears in the list. They can now log in with their email and password.

Edit a User

• 1
  Find the user

  Use the search bar or browse the list.

• 2
  Click the edit icon (✎)

  The ACTIONS column with edit/delete buttons is visible only to Super Admin. Admins do not see these buttons.

• 3
  Modify details

  Update name, email, phone, gender, designation, department, or team in the edit form.

• 4
  Click "Save"

  Changes are applied immediately across the system.

Promote a Member to Manager

• 1
  Find the Member user

  Only users with the Employee/Member role can be promoted.

• 2
  Click edit, then change Role

  Select Manager from the role dropdown in the edit form.

• 3
  Save changes

  The user is now a Manager with expanded permissions. Their team memberships, project memberships, work packages, and time entries are cleaned up as part of the promotion process.

Toggle User Status (Activate / Deactivate)

• 1
  Find the user

  Use the search or browse the list.

• 2
  Click the status toggle switch

  In the ACTIONS column, toggle the switch to deactivate the user. A deactivated user cannot log in.

• 3
  Confirm

  A confirmation dialog appears. Toggle again to reactivate.

Delete a User

Delete User — confirm permanent deletion. All user data is cleaned up.

• 1
  Find the user

  Use the search or browse the list.

• 2
  Click the delete icon (🗑)

  Found in the ACTIONS column. A confirmation dialog appears.

• 3
  Confirm deletion

  Deleting a user permanently removes all their data (notes, todos, time entries) and nullifies their references in work packages, meetings, and discussions. This action cannot be undone.

Bulk Upload Users

• 1
  Navigate to Users

  Click "Users" in the sidebar.

• 2
  Click "Bulk Upload"

  Download the template first (CSV or Excel format) to see the required columns.

• 3
  Fill in the template

  Add one user per row with: Employee ID, Full Name, Email, Password, Phone Number, Gender, Designation, and Role Name.

• 4
  Upload the file

  Select the filled CSV or Excel file and upload. The system processes each row and reports successes and errors.

Settings

Manage your personal account in one place — view your profile information, update your profile photo, change your password, and control which notifications you receive. As the Super Admin, your profile details are maintained by the system; only the profile photo and notification preferences are editable by you.

Profile Information

Profile Settings — view your personal details, organization info, and update your profile photo.

Go to Settings → Profile to view your account details. The left column shows your profile photo (with a camera icon to upload a new one), your name, email, role badge, and organization name. The right column displays a read-only form with all your personal information.

Profile Fields (Read-Only)

The following fields are displayed in the Personal Information form. All fields are read-only — they are set by the system and cannot be changed from this page:

• Full Nameyour display name shown across WorkDesk
• Email Addressyour login email (used for authentication)
• Phone Numberyour contact number
• Employee IDyour organization’s unique identifier
• Designationyour job title
• Genderyour gender
• Roles / Access Levelyour system role (Super Admin)

At the bottom of the form, you’ll see your last login time and the Organization section showing your organization name.

Profile Managed by System

As the Super Admin, your profile was created during initial setup. If you need to update your name, email, or other details, contact your development team or update the database directly. Only the profile photo can be changed from this page.

Change Your Profile Photo

Profile Photo Crop — drag to reposition and crop after uploading your photo.

• 1
  Click the camera icon on your profile photo

  In the left column of the Profile tab, hover over your current profile photo and click the camera icon overlay.

• 2
  Select an image file

  Choose an image from your device (JPG or PNG recommended). The file picker opens.

• 3
  Adjust the crop area

  Use the built-in cropper to drag and reposition the image inside the circular crop frame. Zoom in or out as needed.

• 4
  Click "Save"

  Your new profile photo is uploaded and appears across all pages immediately — your avatar in the sidebar, work packages, discussions, and all other views.

Photo Tip

Use a clear, well-lit headshot. A square image (1:1 ratio) works best with the circular crop. Avoid busy backgrounds.

Change Password

Change Password — enter your current password, then set and confirm a new one.

Go to Settings → Change Password to update your login password. You must know your current password to make this change.

• 1
  Go to Settings → Change Password tab

  Click the Change Password tab at the top of Settings. A form with three fields appears.

• 2
  Enter your Current Password

  Type your existing password in the first field. This verifies your identity before allowing the change.

• 3
  Enter your New Password

  Choose a strong new password. Minimum 6 characters. A hint below the field reminds you of this requirement.

• 4
  Confirm the New Password

  Retype your new password in the Confirm field — it must match the New Password field exactly.

• 5
  Click "Update Password"

  Your password is changed immediately. You’ll need to log in with the new password on your next session.

Security Best Practice

As the Super Admin, you have full access to the entire system. Change your password regularly, never share it, and use a strong, unique password. If you forget your password, use the Forgot Password option on the login page to reset it via email.

Notification Preferences

Notification Settings — toggle in-app push notifications and email notifications.

Go to Settings → Notifications to choose which notifications you receive. There are two independent toggles:

Push Notifications

• 1
  Locate the "Push Notifications" toggle

  At the top of the Notifications tab. When enabled, you receive in-app notifications for activity updates (task assignments, meeting invitations, discussion replies, project changes, etc.).

• 2
  Toggle ON or OFF

  Click the toggle switch to enable or disable. The change is saved automatically — no save button needed.

Email Notifications

• 1
  Locate the "Email Notifications" toggle

  Below the Push Notifications toggle. When enabled, you receive email alerts for the same events — sent to your registered email address.

• 2
  Toggle ON or OFF

  Click the toggle to enable or disable email notifications. Changes save automatically.

Viewing Your Notifications

Notifications Panel — click the bell icon to view all unread alerts.

• 1
  Click the bell icon in the navigation bar

  The bell icon () is in the top-right corner of the navigation bar. A badge shows the count of unread notifications.

• 2
  Browse your notifications

  The panel opens showing all your recent notifications. Unread alerts are highlighted with a blue dot or background.

• 3
  Click a notification

  Clicking any notification takes you directly to the related item — a work package, meeting, discussion, or project page.

• 4
  Mark as read

  Clicking a notification marks it as read. The unread badge count decreases automatically.