Guide for Workspace Editors

Ashley Siao
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This guide covers what you need to work in a Hoylu V4 Workspace day to day: adding and updating your Tasks, pulling reports, and staying current from your phone. The linked Knowledge Base articles show you the steps.

Before you start

Your project admin has moved your Project to V4 using the Migrate from V3 to V4 article. You don't need to do anything to prepare. Once your Workspace is on V4, this guide covers what you need to know.

What you're looking at

Everything you see on a Hoylu Plan is a card representing a record in your Project. The same Task can appear in more than one Workspace, and when anyone updates it, the change shows up everywhere. You are always working with the latest information.

Each Task card has three parts: your Team's color and name on the left, the title in the middle, and the status in the bottom-right corner. A thin colored bar along the bottom shows the status even when you are zoomed out. Milestones (diamond icon) and Constraints (hourglass icon) have dark cards so you can tell them apart from Tasks at a glance.

Learn more:

Add a Task

Drag a Task from the Toolbar onto the Plan or Workspace, fill in the details in the Editor, and save. Assign it to your Team so it shows up in your Team's reports and filters. Milestones and Constraints are added the same way.

Learn more:

Edit a Task

Double-click any card to open the Editor. The Details page holds the title, Team, crew size, dates, duration, and status. Depending on how your Workspace is set up, you may also see a Progress page for updating percent complete. The Connections page shows what comes before and after your Task, and the History page shows every change and who made it.

Your project admin may set up the Workspace so you can only edit your own Team's Tasks. If you see a warning when you try to make a change, that's why. Ask your project admin if you need access to something.

Learn more:

Adjust a Task

On the Plan, drag a card to move it to a new date, or drag its left or right edge to change its duration. Your Task's status controls what you can change:

  • Unplanned: you can move and change it freely. It doesn't count toward PPC yet.
  • Planned: you can still move it, and it now counts toward PPC.
  • Committed: the Task is locked in place. Only an admin can move it back to Planned or Unplanned.
  • Complete: the work is done.
  • Incomplete: the work didn't get done as planned. Hoylu asks you for a Variance Reason and creates a copy of the Task for you to reschedule. Leave the original as it is, except to add Outcome Notes.

To change status, click the status button on the card. 

😎  Pro tip: hold Ctrl (Command on a Mac) when you choose Incomplete, and the Editor opens so you can add your Outcome Notes right away.

If a Task you move breaks a dependency, the card and its connection turn red. Talk to your project admin, or see the article below to resolve it.

Learn more:

Pull a report

Click the pie chart icon at the top left of any Workspace to open Project Insights. Filter by your Team to see only your work. The views you'll use most:

  • WWP (Weekly Work Plan): your Tasks for the week and their status.
  • List: every Task that matches your filters, in a table.
  • Constraint Log: open Constraints that could hold up your work.
  • Chart: PPC and status at a glance.

Click the printer icon to export a view. Once you have a view you check often, click the link icon to copy a link and bookmark it.

Learn more:

Use Hoylu on your phone

You don't need a laptop to keep your Tasks up to date. In Project Insights, click the QR code icon, or ask your project admin for the code. Scan it with your phone or tablet and sign in to Hoylu in your mobile browser. From the mobile Weekly Work Plan, you can update status, adjust dates and durations, add progress, and review history. Save the link to your Home Screen so it's one tap away on site.

Learn more:

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