Workspaces
todo.vu’s Workspaces are the foundation of any todo.vu account. A Workspace is where that Workspace’s Owner and invited Users can manage Tasks and Projects; communicate with Clients, Contacts, and other Users; track billable and non billable time; and much more.
Each Workspace houses its own unique set of Tasks, Clients, Projects and Users, as created and managed by the Owner and Admin users. Every feature in todo.vu (like creating Tasks, creating Billing Reports, and tracking time) operates within a specific Workspace.
You can own more than one Workspace, and you can belong to and access multiple Workspaces. However, there is only ever one Workspace Owner – this is initially the user who created the Workspace, though this role can be reassigned.
Here’s everything you need to know about todo.vu Workspaces.
Jump to:
- Workspace plans
- How many Workspaces do you need?
- Create a Workspace
- Workspace settings
- Set a default Workspace
- Enable Workspace email notifications
- Set add task via email function
- Personalise your Workspace
- Add your desired logo
- Rename your todo.vu Workspace
- Update your Workspace colour layout
- Add a customised footer
- Changing your Workspace URL
Note: This article explains the fundamentals of how one user can interact with todo.vu’s Workspaces.
If you work with collaborators or team members in todo.vu, it is important that you understand how other users can interact with a Workspace as well; that is, what others can see and do in a Workspace that you own, manage, or belong to.
Take a look at the Support article ‘Managing Users (Staff, Contacts)’ for more information on different user roles and access levels.
Workspace plans
A todo.vu Workspace can be used by freelancers, solopreneurs, SMEs, Enterprise businesses – and even families! – to better manage tasks, time and, if applicable, team members.
todo.vu’s subscription plans aren’t based on how many Workspaces you have, but rather how many Users you want to have on each Workspace. In fact, one User can create as many Workspaces as they want.
However, certain elements and functions of Workspaces will be different depending on its subscription plan.
Note: Every todo.vu plan includes access to Tasks, Clients, Projects, Time Tracking and Billing. Please visit our Pricing web page for more information.
Solo Free Plan
A Solo Free plan is perfect for freelancers or solopreneurs who use the platform to manage their own time and do not need to grant other users access to their Workspace. A Solo Free plan still allows you to invite Clients as Contacts to your Workspace, which means they can create tasks and comment on Tasks within your Workspace.
However, you can not invite other staff Users to join your Workspace nor can you personalise your Workspace or Billing Reports on a Solo Free plan.
Business Time Plan
A Business Time plan allows you to invite multiple Users into your Workspace. Workspace Owners as well as Admin Users will have full access to every todo.vu feature, including personalised Workspaces and Billing Reports.
The Business Time plan also allows for additional storage per user.
SOLO FREE
ideal for freelancers- Simple CRM
- Task management
- Time tracking
- Reports & Billing
- 1Gb Storage
- No credit card required
- One staff user
BUSINESS TIME
tasks time and billing for teams- Simple CRM
- Task management
- Time tracking
- Reports & Billing
- 2Gb Storage per user
- Priority support
- Capped at $99/month*
How many Workspaces do you need?
Typically, you should only need one Workspace for each ‘Business’ that you operate; you shouldn’t need to have more than one Workspace per business unless your operation has distinctly separate departments and teams.
We use the term ‘Business’ loosely; many Users will have one Workspace for their personal tasks and one for work.
To create a Workspace
In addition to the user who initially signed up for todo.vu, anyone who has ever logged in to todo.vu (for instance, users invited by the initial user) has a todo.vu account.
That means if you have access to a Workspace that you did not create, you automatically have a todo.vu account associated with the email address that was used to invite you to that Workspace.
If you want to create a new todo.vu Workspace, whether it was you who initially signed up to todo.vu or not, you can do so in that todo.vu account.
Be aware that when you create a new Workspace from within a todo.vu account, that new Workspace will be associated with the same email address connected to that account. If you want a separate todo.vu account and Workspace connected to a different email address, you will have to sign up for todo.vu using that email address.
To create a new Workspace (and automatically become a Workspace Owner of your new Workspace):
- Go to your Workspace Settings either by (1) clicking on your profile avatar in the bottom left-hand side of your current Workspace, selecting ‘Your profile and account options’ and then ‘Workspaces’ from the menu on the left-hand side, OR (2) simply navigating to the following link when already logged in to todo.vu: todo.vu/your-settings/workspaces.
- Then, select ‘Create new Workspace’ at the top right-hand side of the screen.
Note: You can seamlessly toggle between Workspaces by clicking on your Workspace’s name and navigating to the bottom of the drop-down list.
Under ‘Change Workspace’ you will see each Workspace that’s connected with the email address you are logged in with.
One User, multiple workspaces
To recap, this is how one User can gain access to one or more Workspaces:
- They create a Workspace when they sign up for todo.vu; the email address they used to sign up will be associated with the todo.vu account which houses this Workspace. They automatically become this Workspace’s Owner.
- They are invited to log in to someone else’s Workspace, and the email address used to invite them is not yet associated with a todo.vu account. However, when they accept their invite and log in, a todo.vu account is automatically created and connected to that email address. Their access to this Workspace will be determined by its Owner and Admin Users. However, they can now create their own Workspace from within their todo.vu account.
- They are invited to log in to someone else’s Workspace, and the email address used to invite them is already associated with a todo.vu account. The new Workspace will automatically be added to that account.
- They create new Workspaces from within their todo.vu account.
Workspace settings
From within your Workspace settings, you can:
Set your default Workspace
Users associated with several todo.vu Workspaces can choose their default Workspace. This will be the Workspace you are automatically taken to when you log in at todo.vu/login.
In your Workspace Settings, you will see every Workspace you have access to. Here, simply tick the ‘Default workspace’ option against the Workspace you want as your default.
Set a notification email address
Users can set different notification email addresses for each of your Workspaces. This allows you to clearly separate your work, as you can choose to receive updates and push notifications from different Workspaces to different email accounts.
Under ‘Send notifications to’, add the email address you prefer to receive notifications to. You can also choose to turn off email notifications altogether.
Set up email integration
Users can add tasks directly to a Workspace from an email account (for example; if you receive an email with actionable items, you can forward it to todo.vu where it automatically becomes a task).
To do this for any of the Workspaces that you belong to, add to your email contacts’ list the unique email address(es) that you see next to ‘Add tasks via email’ below each of your Workspaces in Workspace Settings.
This will follow a structure such as: addtask@yourworkspacename.taskby.email.
Now you can send (or forward, CC or BCC) emails to this unique address, and it’ll automatically convert to a task in that todo.vu Workspace.
Personalising your Workspace
We appreciate that every business has its own brand and style. With this in mind, we allow Workspace Owners and Administration Users to personalise their Workspace with their business’ brand colours and logo.
Personalising your Workspace is not just an easy way to love working in todo.vu every day, it also means you can add branding to any billing reports you provide clients.
To update your Workspace, select your Workspace name at the top left-hand corner of your screen and navigate to “Workspace style” in the drop-down menu. You will have to be the Workspace Owner or an Admin User to see this option and you have to be on a paid Business Time plan.
Here, you can upload your logo,
rename your todo.vu Workspace,
update your Workspace colours to your own style,
Note: If you would like to change the URL of your Workspace, you will need to contact Support. Email us at tom@todo.vu with your current URL and desired URL, and we will arrange for the change.