Plan work with your team

Use this workflow for a small product team, an internal operations group, or a community project that wants a shared view of work without requiring a vendor account for the core application.

Set the permission boundary first

Create a workspace for people who should share access. Add existing Hopya accounts through Workspace settings and choose appropriate roles. Use separate workspaces when access must be separate; a folder is organization, not a new security boundary.

Keep an active Owner and review task, document, Table, and comment permissions separately. Site-administrator access does not bypass workspace membership.

Create a project and clear destinations

Create a project such as Release planning, then lists such as Engineering, Design, and Operations. A task belongs to one list. Folder/project selection includes descendant lists, while All tasks combines the selected workspace.

Create a project and clear destinations: reference table
Workflow choice	Rule
Defaults	To do, Backlog, In progress, Review, Done
Completion	Explicit when customizing statuses
Remove a used status	Move affected tasks first; removal otherwise rejected
Project-owned list	Inherit or override project statuses
Standalone list	Explicit own statuses

Capture work that can move forward

Give each task a concrete title, one accountable assignee when appropriate, and enough body context to avoid another meeting. Use a checklist for small steps and subtasks when the work needs separate task records.

Optional fields can capture estimates or references.

Capture work that can move forward: reference table
Field action	Data impact
Hide/unassign	Saved values retained
Delete definition	Saved values removed; export important data first

Review from the right perspective

Review from the right perspective: reference table
Question	Useful view
What is the next action and who owns it?	List
Where is work waiting?	Board
What is due on a particular date?	Calendar
Which task has the visual material?	Gallery
How do start and due dates overlap this month?	Timeline

Board work can move through its Move to control without dragging. Timeline is a date-span view, not a dependency scheduler or critical-path planner. Due dates are calendar dates, not a promise of timed reminder delivery.

Keep discussion attached to the work

Use threaded comments for decisions.

Keep discussion attached to the work: reference table
Shortcut / action	Result
`@` member / task assignment	Inbox notification
`@@` task	Navigation link, no user notification
`@@@` structure	Navigation link, no user notification

You can upload private images into task bodies and comments. Write a description that explains the image’s purpose, not just its filename. URLs remain permission-checked and are not public sharing capabilities.

Close the loop without losing drafts

If a save conflicts with another edit, preserve your draft, read the current record, and reapply only the intended change. Do not retry a stale write blindly.

Archive completed work when appropriate. Archive and deletion are different: deletion is permanent and there is no promised undo. Full workspace exports include archives; complete backups are still needed for recovery.

Read the full user guide for keyboard interaction, filters, custom fields, and the exact account/workspace settings boundaries.