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What is a Gantt and how does it work?

The Gantt Chart is a graphical tool that helps to visualise the expected performance for different tasks or activities over a given time. It's a dynamic tool to see the status and progress of all tasks and projects in Workdeck, as well as to identify bottlenecks and delays.

How to make a new leave request?

Click on "Time" and select "Leave Management" in the menu displayed. In the next screen, you will see three tabs: "Request", "My Absences", "Team".

In "Request" you can complete your petition. Select the type of absence (holidays, work from home, event, etc.), the project (if related) and the dates. If it is an absence of only half a day, you can indicate it in the "Days" field. Once the information is complete, click on "Send".

Workdeck will show you a summary of the impact that absence can have on your work and projects, so you can adapt your calendar before sending the request.

Workdeck API

Find more information here: Workdeck Wiki

I have an idea for a new integration or functionality in Workdeck.

If you have any suggestion send us an email: support@workdeck.com

App integrations in Workdeck.

Workdeck is integrated with Google Calendar, Google Drive, Microsoft OneDrive and Zapier.

My company has changed the email domain, How do I update the information in Workdeck?

You must get in touch with our support team: support@workdeck.com

I can't access my account.

If you are using Google or Microsoft login, be sure the email address that you are using to log in is the same one associated with your Workdeck profile.

I don't remember my password.

If you don't remember your password or if you need to change it, click on "Forgot your password?" on the login page.

The Workdeck mobile application does not work correctly.

If you have problems with our mobile application, try to uninstall and reinstall the app. If you still have problems, contact our support team: support@workdeck.com.

How to generate reports?

Click on "Reports" in the top menu to access the reports screen. Select the corresponding category by clicking on the icon: Expenses, Leaves, Tasks and Time.

The filters shown are related to the category that you've selected. Use it to get a more detailed report.

Once you are ready, click on "Generate Report" to see a preview on screen. To download it, click on "Export" to save a copy in CSV format.

How can I recover a deleted project?

Projects can't be deleted, only deactivated. Following each project, there are four icons: a helicopter, a pen, a switch and two sheets of paper. The switch is only visible to managers and project owners. To activate/deactivate a project, click on the switch. If the project is active, the switch will be blue. For deactivated projects, the switch will appear greyed out.

How to add people to my projects and tasks?

The participants are added during the creation of a new project or task. For current projects or tasks, the new members must be added by the Project Manager.

How can I see the status of my tasks?

Click on "Work" in the top menu, select "Tasks". The default view of this module shows four columns: "Assigned", "To Do", "Doing" and "Done".

  • In the column "Assigned" appears all the tasks assigned to you.
  • In the column "To Do" are the tasks that you will do first.
  • In the column "Doing" are the current tasks, the work in progress.
  • In the column "Done" are the completed tasks.

How can I change the name and colour of the columns in Tasks?

Click on "Work" in the top menu, select "Tasks". Below the name of each column, there are two icons: a pencil and a +. Click on the pencil.

To change the name, put the cursor over the current name, delete it and type the new one. To change the colour, select the new colour from the menu displayed.

What is a Kanban board and how does it work?

It is a visual tool for project management based on the Kanban methodology. The Kanban board helps you to visualize the workflow, the level of collaboration, bottlenecks and to analyse the general status of a project in order to improve the performance.

How to create a new task?

Click on "Work" in the top menu, select "Tasks". The default view of this module shows four columns: "Assigned", "To Do", "Doing" and "Done". Below each name, there are two icons: a pencil and +.

To create a new task, click on the "+" icon and a pop-up window will open. Add the name of the task, project, activity, date of delivery and time. You can include a brief description, assign it a colour, level of importance and set an alert.

By default, you will be responsible for this task, but you can add other participants. You can also upload files, create checklists and add comments.

Where can I see my tasks?

Click on "Work" in the top menu, select Tasks". Here you can see all your tasks, created by you and assigned to you. You can filter the view by a project.

The default view includes four columns: "Assigned", "To Do", "Doing" and "Done". However, you can customise this section by adding more columns, deleting existing ones and changing their colours.

The column "Assigned" shows all the tasks assigned to you. When you start working on one, you can change the status by dragging the task to the corresponding column.

If you are a manager, you will see an additional tab: "Team Tasks". Here you can see an overview of all the tasks of your team.

How do I copy a project?

Click on "Work" in the top menu and select "Projects". Following each project, there are four icons: a helicopter, a pen, a switch and two sheets of paper. The switch is only visible to managers and project owners. To copy a project, click on the two sheets of paper and a pop-up window will show a message: "Do you want to clone this project?", click on "Clone" to complete the action.

How do I look for a project?

Click on "Work" in the top menu and select "Projects". Find the search box on the right side of the screen and enter the name of the project you are looking for.

Where can I see my projects?

Click on "Work" in the top menu, select "Projects" to see all projects, including assets and those not published yet. Here you will have access to information related to the progress of the project in terms of time and budget. In addition, you can edit your projects, copy them or activate/deactivate them.

To see the project as a Gantt Chart, click on "Gantt +" and select the type of view: daily, weekly or monthly. In the Gantt chart, the time is represented in grey, the stars are to identify the milestones, and the performance is explained by colours. For example, green means "the task was completed within time." The colour blue means "the task was completed out of time" and the colour red means "the time has been exceeded.

How to create a new project?

Click on "Work" in the top menu. To create a new project, click on "Projects" and then click on "Add Project", the button on the left side of the screen.

Create a Project. You must complete all the fields including name, code, participants, project manager, client (to whom this project is related) and dates. It's very important to add all the team members involved in the project. Only participants can visualize the project and linking expenses, hours and activities. Once completed, click "Next".

Activities & Tasks. Here you must include all the activities related to the project, including additional details such as dates, estimated hours and the person in charge. To add tasks, click on the calendar icon and fill in the information required. Once completed, click "Next".

Milestones.It can be something as simple as "Complete the project", everything will depend on the level of complexity. Each milestone will appear highlighted on your Gantt Chart and you will receive alerts whenever one is about to be fulfilled. Each milestone must have a name, be related to an activity, including a brief description and the delivery date. You can select the frequency of alerts for each milestone: daily, weekly and/or monthly. Once you are ready, click on "Next".

Budget. You can add a global budget to your project or make an estimation based on related costs or department. You can modify the budget whenever you need it. Once completed, you can save the project (to activate it later) or click on "Publish". You will be redirected to the "Projects" page.

Where can I find my trip expenses?

Select the "Travel" option in the top menu, then click on "Trip Expenses" in the menu displayed. On the next screen, you will see a summary of all your expenses and the status of each one: Pending Approval, Approved, Denied or Processed.

Where can I find my trips?

Select the "Travel" option in the top menu, then click on "Reservations" in the menu displayed. On the next screen, look for "My Trips". Here you will see a summary of all your requests and the status of each one: Pending Approval, Approved, Denied or Processed.

You can see the information of your trip in "My Next Trips" module -located in your dashboard-, with a link to your Boarding Pass.

If you are a team supervisor, you will see an additional tab: "Team". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

Where can I find a summary of my reservations?

Select the "Travel" option in the top menu, then click on "Reservations" in the menu displayed. On the next screen, look for "My Trips". Here you will see a summary of all your requests and the status of each one: Pending Approval, Approved, Denied or Processed.

If you are a team supervisor, you will see an additional tab: "Team". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

How to make a new train reservation?

Click on "Travel" in the top menu. To book your train, select "Reservations" in the menu displayed. You will be redirected to a screen from where you complete your booking. While making the reservation you must specify the purpose of the trip.

The functioning of this section is similar to any other travel booking website, so follow the same steps: select destination, dates, etc. Once your booking is completed, click on "Summary" to see a recap of your entire trip and the total cost. You can save this request or send it directly to your supervisor.

How to make a new car rental reservation?

Click on "Travel" in the top menu. To book your car, select "Reservations" in the menu displayed. You will be redirected to a screen from where you complete your booking. While making the reservation you must specify the purpose of the trip.

The functioning of this section is similar to any other car rental website, so follow the same steps: select destination, dates, car, etc. Once your booking is completed, click on "Summary" to see a recap of your entire trip and the total cost. You can save this request or send it directly to your supervisor.

How to make a new hotel reservation?

Click on "Travel" in the top menu. To book your hotel, select "Reservations" in the menu displayed. You will be redirected to a screen from where you can book your hotel. While making the reservation you must specify the purpose of the trip.

The functioning of this section is similar to any other hotel booking website, so follow the same steps: select destination, dates, room, etc. Once your booking is completed, click on "Summary" to see a recap of your entire trip and the total cost. You can save this request or send it directly to your supervisor.

How to make a new flight reservation?

Click on "Travel" in the top menu. To book your flight, select "Reservations" in the menu displayed. You will be redirected to a screen from where you can book your flight, thanks to our integration with Skyscanner. While making the reservation you must specify the purpose of the trip.

The functioning of this section is similar to any other travel booking website, so follow the same steps: select destination, dates, etc. Once your booking is completed, click on "Summary" to see a recap of your entire trip and the total cost. You can save this request or send it directly to your supervisor.

Where can I see my Expenses?

Click on "Office" in the top menu, then select "Expenses" in the expanded menu. On the next screen, look for "My Expenses". Here you will see a summary of all your requests and the status of each one: Pending Approval, Approved, Denied or Processed.

If you are a team supervisor, you will see an additional tab: "Team". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

Where can I see my Purchases?

Click on "Office" in the top menu, then select "Purchases". On the next screen, look for "My Purchases" tab. Here you will see a summary of all your requests and the status of each one: Pending Approval, Approved, Denied or Processed.

If you are a team supervisor, you will see an additional tab: "Team". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

How to create a new office expenses request?

Click on "Office" in the top menu, select "Expenses".

You must specify the project to which this expense is related and the purpose of it. Add the cost, quantity, description, unit price, VAT, type of currency, and if the expense has been paid by the employee or the company. To attach receipts, click on "Upload". If you are making the request from the Workdeck app, you can take a photo of the receipt. Once the request is completed, click on "Send".

Once sent, you will be redirected to "My Expenses" from where you can see the status of your requests.

How to create a new purchase request?

Click on "Office" in the top menu, select "Purchases".

You must specify the cost, the project to which this purchase is related, department and destination. Don't forget to include quantity, supplier, product code, description, unit price and VAT. To add more items, click on "+". If the purchase is urgent, add a comment and check the "Urgent" box. Click on "Send".

Once the request is sent, you will be redirected to "My Purchases". Here you can see the status of your requests.

Where can I see my requests and their status?

From the tab "My Absences" you can see all your requests and their status (Pending, Approved or Denied). If your absence request is approved, your status will change in the "Who's Where?" module -located in your dashboard-, to let the rest of the company knows where you are.

If you want to know the status of other members of your team, click on the "Team" tab to see a calendar with the absences of all the members of the company.

If you are a team supervisor, you will see an additional tab: "Pending Requests". Here you can manage all the requests of your team. You will also receive a notification in the "What's New" module in your dashboard. You can click directly on the notification, to access the request.

How to create a new event on my calendar?

Click on the calendar, specifically on the date and time of your event, and a pop-up window will open. Fill in the information requested and don't forget to link it to the project, task or activity related. On "Description" you can add additional details.

To invite other members, click on "Guests" (bottom left), enter their name in the search box and select. You can customize your event by changing its colour.

Once all the steps are completed, click on "Save" and your event will appear on your calendar. If you want to delete it, select the event in the calendar, the pop-up will open and click "Delete".

How to manage my calendar?

Click on "Time" in the top menu and select "Time Tracker". You will see your calendar and a "To Do List" with all your tasks on the left side. To add these tasks to your calendar, select and drag them over the date and time that corresponds to it.

How can I invite other people to my event?

While creating an event, you will find the "Guest" option in the lower left of the pop-up window. Click on it, write the name of your guest in the search box and select. You can only invite members of your organization. The option to invite external users will be available soon.

How to create a recurring event?

While creating an event, you will find the "Recurrence" option in the lower right of the pop-up window. You have different alternatives: Never, Daily, Weekly, Monthly, Annual. Select the one that suits you and click on "Save".

How to add files to my event?

While creating an event, you will find the "Upload Files" option in the lower left of the pop-up window. You can upload files from your computer, Google Drive and Microsfot OneDrive. Choose the corresponding option and select your file (s). Once the file is attached and the event information is complete, click on "Save".

Where do I see my weekly report?

On the right side of the screen, you will see your Weekly Report with a summary of all the hours worked during the day, week or month. You can send it to your supervisor by clicking on the "Send" button located just below, be sure all the events on your calendar are correct after sending it, it can't be modified afterward.