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Workspaces and access

Configure templates, tags, and reminder defaults

Configure Project templates, tags, groups, communication templates, invitation/prerequisite reminder cadences, default project expiration, and the workspace timezone to make every future project faster and more consistent.

7 min readadmin

Step by step

  1. 1

    Open Configuration and verify basics

    Open Settings → Configuration. Confirm the workspace name, slug, and workspace timezone - these are the foundations everything else builds on.

  2. 2

    Set up tags and groups

    In the Tags and Project groups sections, create the categories your project list will need. Aim for a small, opinionated set rather than every possible label.

  3. 3

    Build templates for recurring work

    In Project templates, create one template for each recurring kind of project. Set default duration, instructions, and starter prerequisites so future projects don't start from scratch.

  4. 4

    Tune cadences and expiration

    In the Cadences section, tune the Invitation reminder cadence and Prerequisite review cadence to match your team's pace. Adjust Default project expiration if 14 days is too short or too long for your workflows.

  5. 5

    Customise communication templates

    In Communication templates, edit the invitation, reminder, and finalization email content so it sounds like your team. Variables in the editor (project name, slot, link) are replaced at send time.

Guide details

What lives in Configuration

Configuration is the admin layer that standardises how every project in the workspace behaves. Touching these settings once saves repetitive work on every future project.

  • Project templates - default slots, prerequisites, instructions.
  • Project groups - bundle related projects (cohorts, engagements).
  • Tags - quick filtering across the project list and reports.
  • Communication templates - subject + body for invitations, reminders, finalization.
  • Invitation reminder cadence - hours between automatic reminders to stakeholders who haven't responded (default 48).
  • Prerequisite review cadence - hours between automatic reminders for prerequisite assignees (default 24).
  • Default project expiration - days before a non-finalized project is auto-expired (default 14).
  • Workspace timezone - fallback timezone for projects that don't set their own.
  • MFA-required roles - list of roles forced through TOTP setup before reaching protected pages.

Start pragmatic, then standardise

Start small. Configure the bare minimum for your first batch of real projects, then add templates and tags as patterns emerge. Over-configuring an empty workspace usually creates more friction than it removes.

FAQ

What belongs in Configuration?

Configuration is the workspace admin home for Project templates, Project groups, Tags, Communication templates, Invitation reminder cadence, Prerequisite review cadence, Default project expiration, Workspace timezone, and MFA-required roles.

What's the difference between tags, groups, and templates?

Tags filter projects in the list and reporting views. Groups bundle related projects (for example a cohort or a client engagement). Templates pre-fill project structure and reduce per-project setup time.

What are the default reminder and expiration settings?

Invitation reminder cadence defaults to 48 hours; prerequisite review cadence defaults to 24 hours; default project expiration defaults to 14 days. All three are editable per workspace.

What do communication templates control?

Communication templates supply the email subject and body used when invitations, reminders, and finalization notifications are sent. Edit them once at the workspace level instead of writing copy per project.

If I edit a template, does it change projects already created from it?

Yes. Editing a template changes how new projects are seeded; existing projects keep whatever was applied when they were created. Reapply manually if you want existing projects updated.