Guide for Workspace Admins

Ashley Siao
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This guide is for admins who set up and maintain V4 Projects. It explains how to organize your data with Categories and Labels, build additional Plans, step in on Task statuses, manage Teams, and use both Control Centers. The linked Knowledge Base articles show you the steps.

Before you start

Start with the Migrate from V3 to V4 article. It walks you through preparing your V3 Workspace, turning on V4 sync, and choosing how to bring your work into V4. Once your Workspace is on V4, use this guide to set your Project up for your teams.

Use the Workspace and Project Control Centers

V4 splits settings between two Control Centers, based on what they affect. When the two windows are open side by side, the Project Control Center shows your Project's colors, so you can always tell which one you are changing.

The Workspace Control Center holds settings for one Workspace only: its description, page and Toolbar options, colors, connections, its Plans and Boards, and the Live Task, Milestone & Constraint section where you set who can edit. The V3/V4 switch at the top of the Workspace Control Center is how a Workspace moves to V4. Open it from the arrow next to the Workspace title, or press F1.

The Project Control Center holds settings that apply to every Workspace in the Project. It appears once a Workspace is switched to V4 and contains:

  • Labels: your Categories and Labels.
  • Teams: the Project's Teams and their settings.
  • Team Membership: which users belong to which Team.
  • Variance Reasons: the list users choose from when they mark a Task Incomplete.
  • Calendars: working days and holidays. A Task uses its own Calendar first, then its Team's, then the Project default, then a built-in fallback.

A simple rule of thumb: if a change should affect every Workspace, make it in the Project Control Center. If it should affect only the Workspace you are in, make it in the Workspace Control Center.

Learn more:

Assign users to Teams

Teams are how work is color-coded, assigned, and reported in Hoylu. In V4, you define Teams once for the Project. Each Team can have its own color, crew size limit, and Calendar, so a six-day crew and a five-day trade can share a Plan with correct dates for each.

Team Membership connects people to those Teams. Once users are invited to the Project, open Team Membership in the Project Control Center and add them to their Teams one at a time, or add everyone from an email domain at once. This is also the fastest way to set up a trade partner's whole crew.

Team Membership works together with a Workspace setting that controls who can edit Tasks, Milestones, and Constraints. You find it in the Workspace Control Center under Live Task, Milestone & Constraint, and you can set each type to one of three levels:

  • Any contributor: anyone can edit.
  • Team members only: only users assigned to the element's Team can edit.
  • Admins only: only Workspace admins can add, edit, or delete.

Assign Team Membership before your teams start working in the Workspace. If people can't edit their own Tasks, missing Team Membership is the most likely reason.

Learn more:

Use Categories and Labels to see the same work through different lenses

Labels let you tag work by whatever matters to your Project, such as area, phase, building, or trade. Categories group related Labels together, for example an "Area" Category with a Label for each zone. In V4, Labels and Categories are set up once in the Project Control Center and are available in every Workspace.

Because Labels are stored on the Task itself, the same data can be organized in different ways without copying anything:

  • Plans: a Plan by Category creates one Swimlane per Label. Build an "Area" Plan and a "Phase" Plan from the same Tasks, and both stay live.
  • Weekly Work Plan: group the WWP by any Category to see the week by zone, phase, or whatever you have set up.
  • Project Insights: filter any report by Label or Category, for example to see PPC for a single area across the whole Project.

Labels can go on more than Tasks. You can add them to Milestones, Constraints, notes, and shapes, and you can apply one to many cards at once. For each Category, you also choose whether its Labels always show on cards or only appear when someone hovers over a card.

Set up your Categories before you build Plans from them. A little structure up front lets you create a new view of your data in seconds later.

Learn more:

Set up additional Plans

A Workspace can hold as many Plans as you need, and all of them read from the same Project data. Use this to give each audience the view it needs, such as a phase plan for the whole team, a lookahead for the superintendent, or a single-trade Plan for a pull planning session.

You have three ways to build a Plan:

  • Add a Plan from the Toolbar (Plan, Plan by Team, or Plan by Category) when you want to start with the structure and bring Tasks in afterward.
  • Use "Create plan from project tasks…" when you want a finished Plan in one step, with cards already placed by date.
  • Use the import button on an existing Plan to pull in matching Tasks you haven't brought in yet.

Plan Settings let you rename the Plan, set its start and end dates, choose a Clean Up strategy, and add, edit, or reorder Swimlanes. Deleting a Plan removes only the structure from the Workspace. Your Task data stays in the Project, so you can restructure Plans without risking the data underneath.

Learn more:

Move a Task back to an earlier status

Statuses protect your plan. Once a Task is Committed, it is locked in place, and Complete and Incomplete are end states. Regular users can only move a Task forward through the allowed steps. That stops someone from accidentally undoing a commitment.

As an admin, you can step in when a Task needs to be reopened, such as when it was committed by mistake or marked Complete too early. Hold Ctrl (Command on a Mac), click the status button, and choose the earlier status. Use this sparingly. Every change is recorded on the Task's History page, and a status change affects PPC.

Learn more:

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