WorkPlanOS user manual

WorkPlanOS organizes your work into workspaces. Inside each workspace you create boards (think of them as smart spreadsheets), and inside each board you add items — the tasks, requests, or projects you're tracking.

1. Sign in from the home page.
2. Click New workspace and give it a name (e.g. "Marketing").
3. Open the workspace and click + next to "Boards" to create your first board.

Tip: One workspace per team, one board per project usually works best.

A workspace is a private container for your team. Each workspace has its own members, boards, dashboards, and forms.

• Create — from the Your workspaces page, click New workspace.
• Switch — click the WorkPlanOS logo (top-left inside a workspace) to return to the list.
• Invite people — open Members in the workspace sidebar.

Boards hold your work. Each row is an item; each column is a typed field.

• Click + Add item at the bottom of any group to create one.
• Click any cell to edit it — changes save automatically.
• Click an item title to open the side drawer with comments, files, and activity history.
• Add columns from the + at the right edge of the column row. Types: Text, Number, Date, Status, Person, Link.
• Groups are horizontal sections (e.g. "To Do", "In Progress"). Drag to reorder.

Tip: Add a Status column early — many features (Kanban, automations, dashboards) light up once you have one.

Every board can be viewed four ways without changing the underlying data:

• Table — the default spreadsheet grid. Best for editing.
• Kanban — drag cards between status columns.
• Calendar — items appear on the day of their date column.
• Timeline — Gantt-style bars (requires a start and end date column).

Forms let people without an account submit work into your board.

1. Open a board → Forms tab → New form.
2. Choose the destination group submissions should land in.
3. Add the fields you want to collect. Mark them required or optional.
4. Toggle Published on and share the public link.

Each submission becomes a new item on the board automatically.

Automations are "When X happens, then do Y" rules. No code.

1. Open a board → Automations tab → New rule.
2. Pick a trigger (e.g. Status changes to Done).
3. Add one or more actions: set another status, notify a member, etc.
4. Save. The rule is live immediately.

Recent runs appear at the bottom of the page so you can see what fired and when.

Dashboards roll up data from many boards into one view.

• Open Dashboards in the workspace sidebar → New dashboard.
• Add widgets: KPI count, Status breakdown, Numbers sum, or Board link.
• Widgets refresh automatically every 30 seconds.

Each workspace member has one of three roles:

• Owner — full control, including deleting the workspace.
• Admin — can manage boards, members, and invites.
• Member — can use boards but not change membership.

Invite from Members in the workspace sidebar — enter an email and pick a role. The invite link is emailed and works once.

Locked members: Admins can temporarily lock someone in the workspace. Their items, comments, and files are hidden until they're unlocked.

Click Account in the top-right of the workspaces page (or the person icon in the workspace sidebar) to:

• Update your display name and avatar.
• Change your password.
• Sign out.

WorkPlanOS can two-way sync with Total Event System Solutions (TESS) so events and gigs created in TESS appear as items on a board here, and status / assignment changes you make in WorkPlanOS push back to TESS in real time.

Set it up

1. Open your workspace sidebar and click Integrations.
2. Under Total Event System Solutions, pick the target board that should receive TESS events.
3. Paste your TESS base URL (e.g. https://totaleventsystemsolutions.lovable.app) so WorkPlanOS knows where to send outbound updates.
4. Click Create + generate secret. Copy the shared secret immediately — it is only shown once.
5. In TESS, paste the WorkPlanOS webhook URL shown on the same page, along with the secret.

Column mapping is by name. For the sync to fill in fields, your target board should have columns titled Title, Date, Venue, Status, and Assignee. Missing columns are skipped quietly — the item is still created.

How the sync works

• TESS → WorkPlanOS: when an event is created, updated, cancelled, or a gig is assigned, TESS sends a signed webhook. WorkPlanOS upserts the matching item so re-deliveries don't create duplicates.
• WorkPlanOS → TESS: when you change a value on an item that came from TESS, WorkPlanOS POSTs the change back to TESS. Failures are logged with a retry timer.
• Assignees are matched by email — the person must exist as a workspace member here for the assignment to stick.

Recent sync activity

The bottom of the Integrations page shows the most recent sync attempts in both directions, with timestamp, HTTP status, and any error message. Use it to confirm a webhook landed or to diagnose a failed push.

Embedding a board inside TESS

1. Open the board you want to embed and turn on Enable embed in board settings to generate a token.
2. Drop this into TESS: <iframe src="https://workplanos.lovable.app/embed/b/<boardId>?token=<token>">
3. The embed is read-only, has no sidebar, and only loads inside approved TESS hosts.

Rotating the secret immediately invalidates the old one. Update TESS with the new value or inbound webhooks will start failing with a 401.