Getting started

Sign up at taskrox.com/signup. Enter your name, email, password, and (optionally) a workspace name. Leave the workspace name blank and we'll generate a default based on your full name — you can rename it later. Your account is created as Owner of that workspace.

The workspace name is a label only and can be changed any time under Organisation → Details. It does NOT determine your tier, billing, or feature set.

After signup you can create additional workspaces from the workspace switcher. Each workspace you create or are invited to is an isolated tenancy with its own projects, members, permissions, audit trail, and data. Cap and payment-method gates apply to additional workspaces — see *Workspace switcher and multi-workspace* below.

TaskRox supports one login across multiple isolated workspaces. Use the workspace switcher in the top-left to move between workspaces you own, administer, or have been invited into.

This is designed for real project delivery networks: principals, contractors, consultants, designers, client reps, owner reps, suppliers, and internal teams can work in the right workspace without creating duplicate accounts or mixing data between organisations.

Workspace access vs project access: - Workspace membership controls whether a user belongs to an organisation/account workspace. - Project membership controls which projects inside that workspace they can access. - Module permissions then decide what they can see or change: None, View, Edit, or Admin.

Creating an additional workspace: - Click the switcher and choose + New workspace. - Enter a name. The workspace name is a label only — it does NOT classify the workspace as Personal, Organisation, Company, or any other tier. - Eligibility checks apply (verified email, default cap by email-domain class, payment method beyond the cap, anti-abuse rate limits). See your account settings for current cap status.

Switching workspaces: click the switcher and pick a workspace. The active workspace is remembered across sessions until you switch.

Archiving a workspace: owners can archive an unused workspace from workspace settings to reclaim a slot under the cap. Archived workspaces are read-only; an owner or platform super-user can unarchive them.

Press Ctrl+K (⌘K on Mac) anywhere, or click the search box in the top header, to open the command palette. Type what you're looking for — a person, an RFI number, a document, a task, a report, a phrase from a message, or a question like *"how do I create an NCR"* — and results arrive grouped by category, ranked by likely intent: exact record numbers first, then title matches, then content matches.

Results are permission-aware end to end: you only ever see records, counts, and snippets you're authorised to view. Inside a project or site, the palette prioritises matches from that context (shown as a *Prioritising …* chip you can dismiss to widen the search). Category chips narrow results to one type; a Best Match card surfaces the strongest candidate.

For descriptive or question-style searches, TaskRox AI can stream a short answer composed only from your visible results, with links to the records it cited — toggle it with the Sparkles chip. Register pages keep their own toolbar search for filtering the current page; the palette is for finding anything, anywhere.

Go to Organisation → Members and click Invite member. Enter the person's email — they can be from your company or any external organisation — and choose a workspace role:

• Owner — full control including billing
• Org Admin — can manage members, projects, and workspace settings
• Member — can be added to projects; permissions controlled per project
• Viewer — read-only workspace-level access where enabled

Once invited, they receive an email to set their password. Project-level access is assigned separately per project, then module permissions decide whether they can view, edit, upload, approve, administer, or see nothing at all.

Use this for consultants, contractors, client reps, owner reps, suppliers, designers, internal staff, and other project partners who need controlled access without sharing a generic account.

Click the + button next to the Work label in the sidebar and choose New project or New site, or visit the Portfolio Dashboard and click New project.

Project or Site? Pick a category first. Use a Project for work that will be delivered and closed out. Use a Site for ongoing sites, facilities, fleets, plants, quarries, or business activities that continue across reporting periods. The category drives the suggested template, folder preset and example name in the modal — you can still tune all fields after creation.

Fill in: - Name — e.g. "TSF Raise 26" (project) or "Blue Rock Quarry 26" (site) - Where does this project belong? (projects only) — place the project At a site (it appears indented under that Site in the sidebar and on the Site's Overview) or keep it Standalone - Code — short workspace code shown in registers and the sidebar (e.g. "NRTSF-26", "BRQ-26"). Do not prefix workspace codes with PRJ- or OP- — those prefixes are reserved for formal contract / program codes you record later. - Colour — used in the sidebar and throughout the app - Site type (sites only) — picks a starter template, recommended add-on packs and a default colour

The workspace is created and added to your sidebar. Click its name to open it; the chevron next to the name expands its modules.

Site years are reporting periods, not closeout dates. If you name an annual site workspace (e.g. *Blue Rock Quarry 26*), the year is a reporting/operating period — a new annual workspace can be opened each reporting year without "closing out" the underlying site.

The app has three main chrome elements:

Top header — logo, global search (⌘K), notifications, TaskRox AI, help, and user menu.

Sidebar (left) — your sites and projects. Click a name to open it (a Site opens its Site Overview; a project opens its dashboard); the chevron next to the name expands its modules. The collapse toggle (panel icon) hides it to a narrow icon bar to maximise screen space. A project name pill appears in the header when the sidebar is collapsed.

Main area — the active module view.

Project and site modules are grouped in the sidebar:

• Planning — Dashboard · Gantt · Kanban · Calendar · Resource · Asset Tracking · Org Chart · Training · Roster
• Control — Document · TMP · Photo · RFI · QA · HSE · MOC · Decision
• Comms — Wall · Message · Daily Report · Correspondence · SMS
• Commercial — Budget · Spreadsheet · Expense · Contacts
• Closeout — Report · Closeout *(projects only — a Site never closes out)*

The Work container shows Sites and projects in one tree: Sites (long-lived operating locations, marked with a site icon and a SITE badge) and standalone projects sit side by side, with projects placed at a Site indented under it. Clicking a Site opens its Site Overview — standing site records, projects at the site, and module shortcuts. Global areas include My Tasks, Notifications, AI Studio, the organisation-wide Company group (Workforce · Business · Training · Roster · Fleet · Expense · Payroll), My Settings, Organisation, and Admin (platform super users only).

Navigation personalisation is available under Settings → Preferences → Navigation: - Default landing page is Dashboard unless you select another permitted option. - If a saved landing page becomes unavailable, TaskRox automatically falls back to Dashboard. - Hidden sidebar items are user-specific visibility preferences and never grant extra permissions.

The gear icon at the bottom of each project's module list opens Project Settings.

Access Project Settings via the gear icon at the bottom of the sidebar module list, or from the Gantt toolbar calendar icon.

Schedule tab — set the calendar preset (5-8 Mon–Fri, 5-10 Mon–Fri, 7-12 Mon–Sun, 7-24 Mon–Sun, or Custom), working hours, hours per day, night shift, and FS successor start behaviour.

Team tab — assign role templates to project members and apply per-module permission overrides.

General / Notifications — placeholders for future project metadata and alert preferences.