If you are joining an “Org” that’s already using Zapty, this guide will help you navigate through and get up to speed pretty quickly. Users signed up with a personal plan don't have access to teams and projects but can avail them by signing up for a free Starter Plan or initiate 14-day free trials on our premium tier plans.
1. Understand Zapty
Zapty is where your team, it’s work and its conversations around that work become centralized and searchable.
Zapty is structured based on the belief that work does not necessarily have to have a strict pattern. It could initiate a conversation with someone or result from a discussion involving a group of people or it could start with a common initiative or goal that trickle into various action items around that goal. Regardless, Zapty houses all the structures to support these work patterns and the evolution of these patterns.
What you see in Zapty depends on what’s been shared with you. If your team has just joined Zapty, your dashboard will be empty. If your organization has already become active in Zapty, your “Inbox” will reflect any activity that you are following. The left panel reflects any Projects, Teams, 1:1 conversations or Discussion you have been added to. Your My Tasks tab will contain tasks that have already been assigned to you via any of those mediums.
Organizations, more popularly known as Orgs in Zapty are the highest level of hierarchy for your business/ business component. They are associated with your business’s email account and include all teams created by the Admin or People in the team.
The People list includes a comprehensive list all the members and guests in your Org that are added from the People’s tab or from Teams, Projects or Discussions.
Teams are groups of people in your Organization and are usually used to represent of departments in a company. Examples include Marketing, HR, Sales, Engineering. By default, all Teams in Zapty are private and thus, org-members would need to be explicitly invited to teams by team-level Admins.
The Everyone Team includes everyone in your Organization who has member-level access.
The Admin Team is controlled by the Admin of the Org. Changes that take place within the org (addition/deletion and other modifications made to teams, projects or people at the org-level are visible to members added to this team by the Admin of the Org.
2. View Tasks and Projects
Tasks are similar to items on a to-do list: they keep track of action items that need to be completed. In addition to being a way to keep track of work that needs to be done, tasks have rich properties including real-time updates, assignee information, checklists, due dates, attachments or annotations) which help you make plain work transparent and accountable.
Tasks can be created inside Teams, Projects, 1:1 conversations and Discussions. Tasks created in these multi-member contexts will be public to all users included in that context but can be directed to specific members in those groups (think: I want to create a task that needs to be assigned to more than one person in-one-go?).
Projects, on the other hand, allow you to organize your tasks with respect to a specific goal or initiative. You can add entire Teams or individual People to your Project to converse with them at the task-level or at the project-level. In addition to the task attributes (owner, due dates, etc.) described earlier, project Tasks are contained under stages of workflows.
Click on the Projects tab to add a new project or search for existing projects you have created or been added to by other members.
3. Comment on tasks and follow relevant tasks (or unfollow, up to you!)
You can comment on a task to start a thread around the task.
Add notes to the task to add additional information about the task
By default, you are only made a follower of tasks that have been directly assigned to you or another follower has tagged you as a follower while commenting on the task.
4. Start planning your week with My Tasks
Tasks created directly within My Tasks are private to you but can be assigned to others or marked as complete. Tasks/polls/Approvals that you own in group-level contexts as well as projects can also be viewed here. My Tasks is useful to get an overall picture of action items at the org-level in context to you.
TIP: You can start quickly by adding new action items in your My Tasks or by typing ‘/task’ in group-level context.
5. Stay up-to-date with your Real-time Activity Stream: Inbox
Inbox is a great place to find a real-time summary of all activities that require your attention. Your activities will get logged when you are following a context (task, team, project, discussion) and a user:
a. Starts a thread in a context
b. Assigns/un-assigns you a task
c. Generates activities within task you follow: File attachment, comments in a task, re-assigns the task, changes in plan date/deadline
d. Adds you as a follower to a task
e. A task you are assigned to or following is moved from one stage to another in a project.