HiveFlux Guide @hivefluxguide - Tumblr Blog

Welcome to HiveFlux

There are so many exciting things you can do. Here are HiveFlux main sections:

User Permissions

In HiveFlux there are 3 types of Users, depending on the level of access the Manager wished to give to each User in the Company: Administrator, Manager and User.

In this comparison table we'll present the main differences between each User type:

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Admin Manager User Group Manager Group User Create an Account Yes No No No No See Billing Details Yes No No No No Create Projects Yes Yes No Yes (adds to Group) No See Projects Yes Yes Only Not Private Yes Only Not Private added to Group Add New Users Yes Yes No Yes (adds to Group) No See Other Users Yes Yes Only Sees Active Users Yes Only Sees Active Users in Group Send Tasks to Other Users Yes Yes Yes Yes Only in shared Projects

The most restrictive access - the User inside a Group is ideal to add external users with whom you wish to share only details of a specific Project, such as Freelancers, clients, etc.

A Manager can also add "dummy" Users and assign them tasks, to plan work ahead. Those not-active users won't be visible to "Users", only to Managers and Administrators.

#users #privacy #permissions

Turn a Task Into a Project

A quick way to create a Project with several tasks in it is to turn a Task into a Project.

Just create a new task, add subtasks, and click on the “Turn Into Project” button.

The result will be a New Project, named with the former Task name, in which all subtasks became individual tasks that are assigned to you.

Now you can assign each task to a different user, set time slots for each task, and keep up with its progress.

#new features #task #projects

Duplicate Your Projects and Create Templates

You can quickly duplicate any Project - active or archived, and create a new Project that includes all the tasks, sub-tasks and files that were associated with it.

This feature is particularly useful if your Team often repeats the same tasks on different projects, or if you have gathered important information that you wish to easily replicate and start working on it straight away.

To duplicate a Project, you just need to select it from the project List, and on the top right-hand menu, select the option "Duplicate Project".

You can also duplicate an archived project. This way you can create Template Projects to repeat as you wish, and keep them out of sight to use only when you need them.

To duplicate an archived project, go down on the Projects left-hand menu, and open the "Archived Projects" list, to pick the Project you wish to duplicate.

To create a Template Project, you just need to create a Project, add the tasks and assigned them, and then you can archive it, leaving it out of sight of your Team. When you need to use it, duplicate it from the archived projects list and you're ready to go.

#projects #templates

Organize your Team in Groups

A Group in HiveFlux allows you to allocate Projects to specific team members, giving them access only to those projects. This is particularly handy if you wish to invite clients to overlook a specific Project, a Freelancer to collaborate on just a couple of Projects, or if you prefer to fine tune exactly what each user is able to see in the company, instead of giving access across all projects.

You can create a new Group when you add a new User, or when you edit an existing User.

By default, a new User will be assigned to your Company. But if you can create a “New Group” instead, and this User will move into it.

You can then select the permission level of your User, after creating the Group. Users can be “Managers”, which means that they’ll be included in the Group but will be able to see everything else in the Company, including Projects they’re not assigned to, or they can be “Users”, who only get access to the Projects assigned to their Group and nothing else.

If you wish to include an external guest (a Client, for example), you can assign them to a Group and set their permission level to “User”, so that they will only see the Projects linked with the Group they’re in.

Now that we’ve created a new Group, we can add the Projects that this group will get access to.

You can also select existing Users from your User list, and move them to Groups, to organize them is structured Teams.

This organizing system is an alternative to the flexible HiveFlux approach of creating teams automatically when users are assigned Tasks in a Project.

#users #groups

Integration with Slack

Slack is integrated into HiveFlux, giving you a real-time task management feed into your Slack account.

Linking HiveFlux to Slack is super easy. Here’s how:

1. First, log into your HiveFlux account and go to the Settings panel on the top right corner. Then select the Integrations Tab (still a bit empty — we’re working on it) and select the Slack integration “+” icon.

2. You will be directed to your Slack account, in order to authorize the link.

3. After authorizing, HiveFlux will create a channel in your account called “HiveFlux” and all your HiveFlux Dashboard feed will show up in this channel.

You will then be able to see, as it happens:

When a task is started, paused, continued or finished

A task is marked as urgent

A file or comment is added to a task

All users that have the same email address in both the HiveFlux and Slack accounts will automatically get a mention when they start, pause, comment or finish a Task. HiveFlux users that are not in the Slack account or have a different email on Slack, will only be shown by their full names.

If you wish to add a new team mate to your Slack integration, you just have to repeat the simple integration process on HiveFlux, and it will sync both accounts again. But don’t worry, the channel created on Slack will be kept and the feed will remain there after the sync. HiveFlux does not delete anything from your Slack account at anytime, just feeds it in.

Auto-Pause Tasks

With HiveFlux you can automatically pause any active task at a specific time of the day. Just pick your clock off time in Settings > Time Settings.

Your Task will automatically pause at the end of the day, at the time selected. When you log-in again, you’ll get a reminder of the Paused Task, where you can edit time and save.

Hitting “Play” will restart the task, as usual.

The Dashboard

The Dashboard appears every time you enter HiveFlux as your welcome screen.

This screen greets you with the tasks scheduled for today, and gives you a good overview of what is happening in all your projects, in real-time.

In the Dashboard you there are 3 different sections. The first section is "Your Tasks for Today",and shows everything that you have planned for Today or that you haven't finished in a previous planned date and moved automatically to your current date.

This info is also sent by email everyday at 7am if you have the email notifications turned on.

The middle section on the Dashboard shows the Activity Log. The Activity Log includes, for all the projects you are in:

When tasks start, pause or are completed

When files are added to tasks

When someone comments in a task

If you are a Manager, you will be able to get an overview across all the projects you have tasks in. If you wish to see Projects where you don't have active tasks, just create a task and you will automatically become part of its team.

You can use the filter to see only the activity, comments or files, or leave it to show all the activity.

Finally the status right-hand section shows the status of ll the current tasks, list of events and files uploaded for the Projects you are in.

Create a Project

There're two ways of creating a Project in HiveFlux:

1. In the Project tab

It's right up there at the left hand menu. Create your first project by writing its name and clicking on the + button (or hitting "enter" in your keyboard).

By doing this you will get the Project Details Editing panel, where you can edit the project colour, make it private (for Administrators and Managers' eyes only) and add tasks to it straight away.

By default all tasks are set in this panel as "Unassigned" - which means you haven't yet selected a User to give them to. If you already know who will get to do these tasks, or if you want to assign them to yourself, pick a User from the dropdown of team mates already in this project, or add a user to the project with the "+ User" button.

2. Inside a new task

Another way to create a Project very easily is when you create a New Task. Just move to the Task tab on the left-hand menu, Write the task name and hit the "+" button or "enter" on your keyboard.

In the project selection dropdown, the last option is to Create a New Project. This will open a new field to insert the Project name, and the task will automatically be included in it.

To edit your new project, you just need to select it from the list inside the projects tab, and will get again to the project detail panel.

Automatic Timesheets

With HiveFlux you can make timesheets and export them in CSV format for your own reference. How? It's dead easy!

Just go to the Project Tab, select the Project, then the User (or yourself) and you can then download the timesheet of the tasks done, anytime, hassle-free.

#automatic timesheets

Task tracking

If you need to know the status of a team mate's task, and you don't want to keep checking with them, you can track it on the tasks tab, and you will be notified when they start, pause and end the task.

Tasks that you assign to other team mates are automatically put in your Tracked Tasks list. You can then pick the ones that you don't want to track, otherwise you will get notifications from those tasks as well.

#task tracking

Task Broadcasting: what is everyone doing right now?

You can get a bird's eye view of what everyone in your team is doing on the Tasks View.

Your tasks are all in the left-hand panel. When you hit Play on a Task, it automatically tracks time while broadcasting your state to everyone that's working with you. With this real-time task tracking, everyone in the company knows what is happening at any given moment.

When you hit Pause you can then end the task, by pressing the Mark as Done button. Or you can check it off in the overall list of tasks.

The time you have recorded will be shown and you can take that opportunity to amend it, just in case you forgot to pause during a lunch break, for example.

After completing a Task, it will go to your completed tasks list and will also be visible on the calendar for future reference.

#task broadcasting

Create a Task

Creating a Task is very straightforward. You just have to go to the Tasks tab, write the Task title and press enter.

Tasks are organised into 30 minutes slots (1 slot = 30 minutes). This way you can predict how much a task might take and the workload it represents.

After adding a Task it goes automatically to your Personal Tasks list (for your eyes only) unless you select a project in the details panel. You can then assign that task to another team mate, add a start date and/or a deadline.

Start date mean that this task will only show on your today tasks list on the start date, and from then onwards until it's completed.

You can then press "Start" to broadcast your task and start tracking time, or just outright check them off.

The deadline date is the date by which this task should be completed. If that date passes and the task hasn't been completed yet, you will see a red warning in your task list and in the calendar view.

When adding tasks Hiveflux remembers for a minute who you sent the last task to and to which project so that you can assign several tasks in one go.

For full-on project planning, the Project Details screen offers you an additional set of tools.

#create a task

The Project Management Dashboard

The Project Management Dashboard is the core of HiveFlux. Here you can manage everything related to your Projects, including who is working in the Project, their tasks, all events and files.

In the All Projects view, each Project card shows who is working in each project and how many tasks they have in their hands.

You can filter which Projects cards you want to see, if all the active projects, only the ones you are working on, private projects (visible for Managers and Administrators only) or archived projects.

On the left menu you also have a list of all the projects, organised by Active, Private and Archived.

For each listed Project you have the number of hours already spent on the Project.

When you select a project from the list, you get to the Project Dashboard, where you can manage everything related to it.

Here you can change the Project Name and Privacy (Managers and Administrators only), check its completion rate, add tasks, events and files.

There are several ways to introduce your data, you just have to pick your favourite. If you want to check all the tasks associated to a Project, you can select the Tasks tab where you'll see how many tasks there still are to be completed.

Tasks can be organised by User, starting with the Public Tasks, which are those that anyone can pick up if they don't have anything to work on at the moment. When you open a User in the list, you can add several tasks straight away.

If you need to add more details to a specific Task, you just have to select it to get to the edition panel on the right. This panel is also available when you select an Event or a File from the corresponding tabs.

You can opt to filter Tasks by Start Date (which is the date from which the Task will show on the Team mate's task list and calendar view) and Deadline (the date by which that task should be completed).

The next tab in the Project Dashboard shows the list of Events associated with the Project. Those events may include important deadlines, meetings or even team member's days off for everyone's reference.

All the Project files are available on the Files tab. Those include the files added to Tasks included in the Project, or general files added to the whole Project.

Files can also be labeled with Categories to improve their organisation.

When there are no Tasks, Files or events selected, the right-hand panel in the Project Dashboard gives you a global view of what is happening right now. Here you can add details to the Project, its start date and deadline, check the latest tasks currently being worked on, files added, or just archive or delete the whole project.

However, if you delete a Project by mistake you don't need to worry. Deleted Projects will stay in a separate list on the left-hand panel, waiting for an extra confirmation before they are gone for good.

#the project management dashboard

The Files View

In the Files view you can access all the Company files is one single place. Here you can see the files you uploaded organised by Project on a list in the left-hand panel, and the ones not associated to Projects in the Common Files area on the right-hand side.

On the top of the left-hand panel you can see your last uploaded and downloaded files for easy editing.

Adding a File is a breeze. Just click on the Upload File button on the menu, or drag and drop to it.

This will open a Details Tab where you can see the upload progress, set the Project (or leave it as a Common File) or chose a Category to label your file.

You can also edit or download files in several ways. By selecting them from the Project list on the left-hand panel, you will be able to download the file or open its details. Or you can select the file on the Project Cards, which will open a pop-up quick edition panel.

You can then replace the file, upload a new version or delete it.

If you accidentally delete a file, no worries. Deleted files will stay in a separate list in the left-hand panel, where they are easily accessible for recovery.

#the files view

The Calendar View

The Calendar view is very useful as it gives a global view of the work week for your whole team.

In the Calendar view, the top sections refers to Events. Events may include meetings, deadlines, gatherings, anything set in time that needs to be kept as a reference for your team.

When creating an Event, it can be associated with specific projects, and will use the Project color as defined in the Project Tab. These events can also be created in the Project Details screen. General events, which are not associated with any specific project, can only be added in this screen, and will be presented in the calendar with a neutral grey color.

Alternatively, you can click on the Date and Create this way a new Event. You can also edit events by clicking on them.

The bottom area of the Calendar presents all the team and the tasks they have set to start in each day, for the whole week.

If they have more slots scheduled than the number of working hours available (HiveFlux considers a 7 hour = 14 slots working day as the maximum workload) they will show an exclamation mark. This means it's probably time to make a work balance exercise, which is very easy in the Calendar view.

To transfer tasks from one day to another, you just have to click on the task and a calendar will come up. There you can select a new start date for the task, or make it urgent, which means that your team mate will get a warning to stop what he is doing and get on that task straight away.

#the calendar view

The Settings Panel

HiveFlux can be entirely personalized to your brand colors and logo. All you have to do is access the settings panel at the top right corner (where your picture will be).

The first tab in Settings shows your Personal info, which is what everyone else will see in the Users cards. This is also where you can upload your best shot so your Team can recognise you more easily.

The second tab lets you change your login password.

The next tabs are available only to users with "Administrator" or "Manager" privileges. It's where they can change the company details, logo and color.

In the Company Details tab you can add the Company info and address, as well as select the default timezone for your Company, so that the Calendar follows your company workday.

To add your Brand image to HiveFlux you have to go to the Logo and Color tab. Here you can pick any color and upload your Company logo. The color you select will affect how the whole HiveFlux interface looks. Beautiful.

In the Regional Settings tab you can select your personal Timezone and your preferred start day of the week for all the Calendars.

The Account tab is only accessible to the Administrators, as it deals with Billing and Plan subscriptions.

Finally, you can reach our Customer Support anytime from the Support Tab.

#the settings panel

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