Project Folder Guide (Admins)

• Find Your Project Folder
• Project Settings
• Project Collaborators
• Create New Project Workspaces
• Assign Workspaces to a Project Folder
• Import Project Users
• Project Workspace Status

Projects License Overview 

Video 1. Project Folders in Hoylu.

Find Your Project Folder

After your Customer Success Team has created your Project Folder, refresh your Dashboard on https://app.hoylu.com/ and your Dashboard dropdown menu will show your new Project Folder. If the Project is within 30 days of the end date you provided to your Customer Success Manager, you will see a yellow countdown to the remaining amount of days of your Project.

1. Navigate to the top center of the Dashboard
    
2. Click on the Select Project dropdown menu
    
3. Scroll to find your Project or type the Project Title in the Search Bar
    
4. Click on your desired Project Folder
    
5. Click on the desired Workspace in the Project Folder

Workspaces with recent updates will have a red dot next to the last accessed date. 

😎  Pro-Tip: Click on the link icon to the right side of the User Marbles at the top of the Project Folder to copy a unique link to the Project Folder to share with Collaborators. 

Project Settings

Admins are able to control the Project Folder's name, icon, color, and Collaborators in the Project Settings tab of the Management Portal. This is where you will also be able to see all Workspaces associated to this Project Folder. You can also use this link to get there: https://manage.hoylu.com/u/projects.

1. In the Project Folder, click on the gear icon on the far right as depicted in Figure 3
    
2. Click the Login button to access your Management Portal (use your regular Hoylu credentials)
    
3. Click on the Edit button on the left to change the Name, Icon, and Color of the Project
    
4. Click the Save button on the bottom right corner of the window

😎  Pro Tip: Click on the link icon next to the gears to copy a link to the Project Folder and share it with your Collaborators.

Project Collaborators

Part of having a Project license means your contractors can enter any of your Project Workspaces without needing their own separate licenses or upgraded accounts. This means setting only a handful of admins for the Project and then setting up the baseline permissions to either allow contributions or view access so when you share out the Workspace, the necessary permissions are already applied. 

Any Workspaces that you assign to this Project will then automatically have these configurations as well.

Project Admin

• Can add and remove users and Workspaces from the Project
• Automatically has Admin access on every Project Workspace

Project Contributor

• Cannot manage Project membership or Workspaces
• Can be granted Admin, Editor, or Viewer access on individual Workspaces

Project Viewer 

• Cannot manage Project membership or Workspaces
• Can be granted Viewer access on individual Workspaces, but never Editor or Admin

1. Click on the Add Users button
    
2. Copy and paste or type in the emails of whomever should have access to the Hoylu Project into the text box, separating them by commas
    
3. Click the Add Users button again
   • If any users you add have not created a free account yet, you will have the option to send them an invitation, and Hoylu will hold their spot so you can assign them permissions ahead of time
      
4. Click on the admin, contributor, and viewer buttons to the right of each user to designate their permission level

These permissions will now carry into any new Workspace you create within the Project. 

✏️  Note (April 2026):

The Workspace Admin role works largely the same as before — Admin users can still show and hide tools, configure Plan settings, lock objects, and manage how Workspaces are set up and run.

What's changed is that Workspace Admins can no longer invite or remove users. User management has moved entirely to the Project level. Only a Project Admin can grant a user Workspace Admin access — and only if that user is at least a Project Contributor. For more information, check out this article. 

Create New Project Workspaces

As a Project admin, you are able to create new Workspaces directly within the Project Folder.

1. Click on any Template or choose from the Template library 
    
2. Edit the Title, Workspace Thumbnail, overall permissions, and individual permissions
    
3. Close the Window to begin working

Your new Workspace will automatically be assigned to the Project Folder you had open and will appear in your normal Dashboard with the Project Name as a label and the Project Icon and Color on the Workspace tile.

Assign Workspaces to a Project Folder

If you already have a Workspace related to the Project that you would like to add to your Project Folder, as an admin of both the Project Folder and the Workspace, you can assign it to the Folder so you remain within the Project License parameters. This will also allow you to take advantage of synchronizing the Workspaces to the Nexus so you can take advantage of the cross-workspace reporting. Check out this article for more information on it.

1. In the Workspace, click on the Title to open the Workspace Info window
    
2. Click on the Project dropdown to select the Project Folder
    
3. Click on the desired Project to assign the Workspace
    
4. If you selected the wrong Folder, click on the Remove from Project... button under the dropdown

🚧  Caution: You must be an admin of both the Workspace and the Project Folder to properly assign Workspaces. 

Project Workspace Permissions

When you return to the Workspace or the Dashboard, you can adjust the individual Workspace permission settings by clicking on the three-dot menu on the bottom right corner of the Workspace Tile or entering the Workspace and clicking on the Share button on the top right corner. 

Each Workspace has a Public Sharing & Default Access setting that makes it easy to onboard users without manually adding every person.

As in Figure 6, when the checkbox "Non-members are added to the project..." is enabled, any user who opens the Workspace via a link will automatically be added to the project. A dropdown lets you choose the role they receive:

• As Viewers — non-members are added with read-only access
• As Contributors — non-members are added with edit access

Enabling public sharing will:

• Make the Workspace visible to all Project members in their project folder
• Make the Workspace accessible to non-project members via a direct link
• Automatically add those non-members to the Project as Viewer or Contributor, depending on your selection

When public sharing is off, only users already explicitly added to the Project can access the Workspace — even if they have a direct link. This makes it easy to lock things down once your team is set up.
 

Project Workspace Status

It is very important to communicate your project's start and end dates with your designated Customer Success Manager or the Hoylu Support Team, as your Project Folder statuses will appear differently within and outside of the start and end dates. 

Active Project Workspaces will appear as normal, but will have your selected Project Icon and Color and the Project Name as a Label.

When your Project Folder passes its stipulated end date, Inactive Project Workspaces will appear dimmed and will have "Inactive" added to both the Workspace Title and Workspace Label. These Workspaces will also become read-only.