Documentation
Everything you need to know about using Wise Flow effectively.
Quick Start Guide
New to Wise Flow? Get up and running in just a few minutes with this quick overview.
Create your account
Sign up with your email address. No credit card required to get started.
Create a workspace
Workspaces are where your team collaborates. Give it a name that reflects your team or organization.
Create your first project
Projects contain related tasks. Start with something simple like "Website Redesign" or "Q1 Goals".
Add tasks and invite your team
Break down your project into tasks, set due dates, and invite team members to collaborate.
Getting Started
Creating Your Account
Getting started with Wise Flow takes just a minute. Visit the signup page and enter your email address and a secure password. You can also sign up using your Google account for faster access. Once registered, you'll be taken directly to your dashboard where you can create your first workspace.
We'll send you a verification email to confirm your address. Check your spam folder if you don't see it within a few minutes.
Setting Up Your Workspace
A workspace is your team's home base in Wise Flow. It contains all your projects, tasks, and team members. Most organizations use a single workspace, but you can create multiple workspaces if you need to keep different teams or clients completely separate.
To create a workspace, click "Create Workspace" from your dashboard. Give it a descriptive name like your company name or team name. The workspace slug is used in URLs and must be unique.
Inviting Team Members
Navigate to the Team page from your dashboard sidebar to invite colleagues. Enter their email address and choose their role: Member or Admin. Members can view and edit projects and tasks, while Admins can also manage workspace settings and invite other members.
If the person you're inviting already has a Wise Flow account, they'll be added immediately and notified by email. If they're new to Wise Flow, they'll receive an invitation to sign up and join your workspace.
Creating Your First Project
Projects are containers for related tasks. From the Projects page, click "New Project" to get started. Give your project a clear name, add an optional description, and choose a color and icon to make it visually distinct from other projects.
Good project names are specific and action-oriented: "Website Redesign Q1" is better than just "Website". You can always rename projects later as your needs evolve.
Projects
Creating and Managing Projects
Projects help you organize related work. Each project can have its own set of tasks, and you can customize the color and icon to make projects easy to identify at a glance. From the project settings menu (the three dots icon), you can edit project details, archive completed projects, or delete projects you no longer need.
Project Settings
Click the settings icon on any project to access its configuration. Here you can update the project name, description, color, and icon. You can also see project statistics like total tasks, completed tasks, and team members who have worked on the project.
Kanban Board View
The Kanban board is the default view for projects. It displays tasks in columns based on their status: To Do, In Progress, Review, and Done. Drag and drop tasks between columns to update their status instantly. The board updates in real-time, so your team always sees the latest state.
Each column shows a count of tasks, making it easy to spot bottlenecks. If too many tasks pile up in Review, for example, you know where to focus your attention.
List and Calendar Views
Toggle between Board and List views using the buttons in the project header. List view shows all tasks in a compact table format, which is useful for scanning many tasks quickly or when you need to see more task details at once.
The Calendar view (accessible from the main navigation) displays tasks with due dates on a monthly calendar. This helps you understand workload distribution and identify potential deadline conflicts before they become problems.
Tasks
Creating Tasks
Click the "New Task" button or the plus icon in any Kanban column to create a task. Give your task a clear, actionable title that describes what needs to be done. "Update homepage hero image" is better than "Homepage". Add a description if more context would help your team understand the work involved.
You can also create tasks directly in a specific status column by clicking the plus icon at the top of that column. This is handy when you know a task should start in a particular state.
Assigning Tasks and Setting Priorities
Assign tasks to team members to clarify responsibility. Click on a task to open its details, then use the assignee dropdown to select a team member. You can reassign tasks at any time as workloads shift.
Set task priority to help your team focus on what matters most. Priorities range from Low to Urgent, and each level is color-coded for quick visual identification:
- Urgent - Needs immediate attention
- High - Important, should be done soon
- Medium - Normal priority
- Low - Can wait, do when time permits
Due Dates
Set due dates to keep work on track. Tasks with due dates appear on the Calendar view and show a date badge on task cards. Overdue tasks are highlighted in red to draw attention.
Due dates are optional but recommended for any time-sensitive work. They help the team understand what needs to happen when and enable better planning during busy periods.
Task Comments
Click on any task to open its detail view, where you can add comments. Comments are a great way to discuss approach, share updates, ask questions, or provide feedback. All workspace members who have access to the project can see and add comments.
Comments are timestamped and show who wrote them, creating a clear history of decisions and discussions. This context is valuable when revisiting old tasks or onboarding new team members.
Team Collaboration
Workspace Roles
Wise Flow uses three roles to manage permissions within a workspace:
- Owner - Full control over the workspace. Can manage billing, delete the workspace, and transfer ownership. Each workspace has exactly one owner.
- Admin - Can invite and remove members, manage workspace settings, and create/delete projects. Admins cannot delete the workspace or change billing settings.
- Member - Can view all projects, create and edit tasks, and participate in collaboration. Members cannot change workspace settings or manage other members.
Member Permissions
All workspace members can see all projects within the workspace. This transparency helps teams stay aligned and understand what others are working on. If you need separate visibility, consider using separate workspaces.
Owners can change member roles at any time from the Team page. Promote members to Admin when they need additional permissions, or demote Admins to Member if those permissions are no longer needed.
Real-Time Updates
Wise Flow updates in real-time. When a team member moves a task, adds a comment, or makes any change, everyone viewing the same project sees it instantly. No need to refresh the page or wonder if you're looking at stale data.
The "Live" indicator in the project header shows when real-time sync is active. You'll also see presence indicators showing who else is currently viewing the same project.
Working Together
Effective collaboration comes from clear communication. Use task descriptions to provide context about what needs to be done and why. Use comments to discuss approach, ask questions, and share updates. Assign tasks to make ownership clear.
When multiple people are working in the same project, the presence indicators help you see who's online. This can be useful for knowing when a quick sync might be possible or understanding why things are changing.
Settings & Account
Profile Settings
Access your profile settings from the Settings page in the dashboard sidebar. Here you can update your display name, which appears on tasks you create and comments you write. You can also upload a profile photo to help teammates identify you at a glance.
Your email address is used for login and notifications. If you need to change your email, you can do so from the profile settings, though you'll need to verify the new address.
Notification Preferences
Control what notifications you receive and how. By default, you'll receive email notifications when you're invited to a workspace or assigned to a task. You can adjust these preferences in your settings to match how you like to work.
Workspace Settings
Workspace owners and admins can access workspace-level settings. These include the workspace name, which appears throughout the app and in emails. You can also manage default settings for new projects created in the workspace.
Security
Keep your account secure by using a strong, unique password. If you signed up with Google, your account security is managed through your Google account settings. We recommend enabling two-factor authentication on your Google account for additional protection.
If you forget your password, use the "Forgot Password" link on the login page to receive a reset email. Password reset links expire after a short time for security reasons.
Key Concepts
Workspaces
A workspace is the top-level container for your team. It holds all your projects, members, and settings. Most teams have one workspace, but you can create multiple if you need separate environments.
Projects
Projects are collections of related tasks. They can represent a product launch, a client engagement, a sprint, or any group of work you want to track together.
Tasks
Tasks are individual pieces of work within a project. They can be assigned to team members, given due dates and priorities, and tracked through various statuses.
Roles
Workspace members have roles that determine their permissions. Owners have full control, admins can manage settings and members, and members can work on projects and tasks.
Frequently Asked Questions
How many projects can I create?
You can create unlimited projects within your workspace. There are no artificial limits on how you organize your work.
Can I invite people from outside my organization?
Yes, you can invite anyone by email. They will need to create a Wise Flow account to join your workspace. You control their access level through roles.
Is my data secure?
Yes. We use industry-standard encryption for data in transit and at rest. Access is controlled through role-based permissions, and we maintain regular security audits.
Can I export my data?
Yes, you can export your project and task data at any time. We believe your data belongs to you.
What happens if I delete a project?
Deleted projects and their associated tasks are permanently removed. This action cannot be undone, so please be certain before deleting a project.
How do I change my workspace?
If you're a member of multiple workspaces, use the workspace selector in the bottom of the sidebar to switch between them. Your current workspace is shown at the top of the selector.
Can I archive completed projects?
Yes, you can archive projects that are complete but that you want to keep for reference. Archived projects are hidden from the main view but can be accessed and restored later.