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Welcome to LoTops!
We’ve found that the easiest way to get started with LoTops is to just get started with LoTops — that is, jump in and start using the software. If you follow this short overview as you get going, you should have a good road map for quickly getting pretty comfortable.
Three good initial goals to accomplish are 1) add your company logo, 2) invite your teammates to your new LoTops account and 3) set up your first Project. We’ll explain how to do all three in this guide.
Of course, if you have questions about anything that’s just not clear, you can always reach out to us and we’ll be happy to help.
Org, Teams and Projects All Function Very Similarly
The first thing to understand about LoTops is that it has three main types of functional areas — your Org, your Teams and your Projects — and that all three behave in very similar ways.
On your home dashboard when you sign in you’ll see each of these three functional areas.
You can only have one Org. You can create as many Teams and Projects as you like.
It’s also important to understand that you can control who belongs to each Org, Team and Project. These areas serve as centralized places of specific collaboration — not everyone needs to be on every Team or every Project, of course.
However, your Org (short for Organization) is your organization-wide collaboration space. It’s where you can communicate on things everyone at your company should know about. So it’s a good idea to have every user in your business in your Org.
You’ll want to create a new Team for each group at your organization that needs to work together on an ongoing basis. For instance, maybe you’ll have a Team for Customer Support, or Development or Marketing.
And you’ll want to create a new Project for — you guessed it — each project that you work on. Remember that Projects can be created for both internal projects and projects that will be delivered to clients. So if you’re creating a new brochure or website for a client, you’d set up a project for each of those. And if you’re working on planning a company retreat or re-designing your own company website, you’d set up a Project for that as well.
(For Projects only, you also have the ability to add Clients as members of the Project. When you do this, you’ll be able to restrict what the client is able to see and access and these restricted and non-restricted areas will be marked clearly. Invited Clients do not have full access to a Project like your co-workers do.)
As we said above, your Org, Teams and Projects all function very similarly. Each has 6 primary Features — Messages, Chat, Files, Tasks, Kanban Board and Calendar. When you click on your Org, Team or Project, you’ll see these six Features.
Messages is like a whiteboard area — it’s where you post messages (or questions) that stay visible to everyone. Anybody can see these messages and anybody can add comments on those individual messages. Messages are organized conversations on specific topics.
Chat is where you can instantly text message other members of the Org, Team or Project. Chats are visible to all members of the Org, Team or Project.
Files is where you can upload and store your documents or images for an Org, Team or Project. All users can also add comments on individual Files. Files also allows you to create new text documents directly in LoTops.
Tasks is where you create Tasks that need to be completed for that Org, Team or Project. Related Tasks are organized in Task Lists. Individual tasks can be assigned to one or more people. Tasks can have due dates or not. And Tasks can be set to recur regularly or occur just one time. All users can comment on Tasks for everyone to see.
Kanban Board is where you can manage your tasks visually. It’s an alternative to creating task lists in the Tasks feature. In the Kanban Board, each task is visualized as a tile that can be moved from one status column to the next as progress is made on the task. The status of the task is automatically updated when the task is moved to a new column.
Calendar is where you see the Calendar of Events and Task Due Dates for that Org, Team or Project. You can create Events and add people to Events in Calendar. Calendar is where you’d go, for instance, to create an Event called ‘Team Meeting’ for next Wednesday at 2PM.
By default, all members of an Org, Team or Project will be notified when there’s new activity. You can find more details on each Feature in the dedicated articles for each in this Knowledge Base.
1. Add Your Company Logo
If you signed up and created a new account, you’ll automatically be an Admin. As an Admin, you’ll see on the bottom of the left vertical menu of the home dashboard the Admin icon.
Click on the Admin icon and you’ll see the Admin dashboard. There, you’ll see a button for ‘Logo.’
Select that button and you’ll see the Logo upload page.
Click the ‘Upload logo’ button and you’ll be able to select your logo file from your computer to upload. It will then appear to the left of the upload area. (Note that the max-width for your logo file is 150px, and the max-height for your logo file is 78px.)
After your logo has been uploaded and saved, click the Home button on the top of the main vertical menu on the left and you’ll be taken back to your home dashboard. You’ll now see your logo at the top center of the home dashboard screen.
2. Invite Your Co-workers to LoTops
To invite your co-workers to LoTops, you’ll again go to the Admin area by clicking the Admin icon at the bottom of the main vertical menu on the left of the home dashboard.
In the Admin area, you’ll see a button for ‘Users.’
Select that button and you’ll be on the Users page where you’ll see all Users. For a brand new account, this will only list you as of now. Let’s change that!
Select the green ‘Add People’ button in the top right.
You’ll now see the screen that allows you to fill in the information for the co-worker you want to add. Add their name, email address, job title, your company name and the user’s time zone.
Then select the green ‘Next: What can they access?’ button at the bottom of the page. You’ll be taken to a page listing all of your Teams and Projects and your Org. For a brand new account, you’ll just have your Org/Company listed.
Select the check box to the right of your Org/Company and then save your changes.
This will send an invite email to your co-worker, who will now be able to set his or her password and access LoTops. You’ll be taken back to the Users page in Admin, where your co-worker will now be listed.
Repeat this process for all the co-workers you’d like to have on LoTops.
3. Start Your First Project
Now to start your first Project. On your home dashboard, inside the Projects area, select the green button for ‘Add New.’
You’ll then see a window where you can name your new Project.
Give your Project a name and save it.
You’ll now see your new Project listed at the top of the Projects Area of your home dashboard.
Congrats! You’ve created your first Project.
Now you’ll want to add the people you need on this Project. Fist, select the Project. You’ll see your User Icon at top center as the only current User on the Project.
Select ‘Add/remove people’ to the right of your icon. This will present you with a page that will allow you to select from among the co-workers that you’ve already invited to your LoTops account.
Finally, you may want to add a welcome Message for everyone on the new Project. Just click on the Messages Feature and then select the green ‘Add New’ button toward the top left.