FAQ

Vailo.io is a platform for managing tasks and projects within a workspace. It is a product created and managed by CodeWizard.

You can register an account by visiting our website and following the registration process. You can then invite managers and workers to your workspace.

We accept MasterCard, Visa, American Express, PayPal, and Apple Pay. Billing and payment history are managed through the Stripe payment system.

You can upgrade or downgrade your subscription at any time from the billing dashboard. To downgrade to Free plan, you must have 10 or fewer users and storage under 200MB. Teams and projects are unlimited on all plans.

Yes, we offer a 30-day free trial for Standard plan and 90-day trial for Premium (in beta mode). Each workspace gets one trial per lifetime. No payment method required to start. If no payment is added before trial ends, workspace reverts to Free plan.

You can reset your password from the account information panel or the login panel if you have forgotten it.

Yes, refunds are available within 30 days of payment if you are dissatisfied with the service. Please contact us to request a refund.

The Owner is the person who creates the workspace and has full administrative privileges including subscription management, user management, workspace settings, and workspace deactivation. Only the Owner can access the Danger Zone settings.

A Manager has elevated privileges to manage projects, tasks, teams, and invite workers to the workspace. Managers can view and manage all workspace members but cannot access workspace settings, billing (unless they're Finance Managers), or manage other Managers.

A Worker is a standard team member who can work on assigned tasks, add comments with @mentions, upload file attachments, and collaborate with team members. Workers can view tasks they're assigned to and participate in project discussions.

To add a task, you must first complete information about teams and projects. Then, click the green '+' button on the dashboard, fill in the task details, and click 'publish.'

Tasks can have one of the following statuses: To Do, In Progress, In Review, Ready To Test, Testing, Blocked, Done, and Archived.

As a Super-Manager, you can manage users in the 'users' section by inviting them via email, viewing their account information, and removing them from the workspace if necessary.

We offer three plans: Free (€0 for up to 10 users, unlimited teams/projects, 200MB storage), Standard (€5.15/user/month with unlimited users/teams/projects, 10GB storage), and Premium (€11.20/user/month with all Standard features plus advanced analytics, priority support, 250GB storage). Prices exclude applicable taxes.

Yes, you can upgrade from Free to Standard or Premium at any time. If your workspace hasn't used a trial before, you get 30 days free for Standard or 90 days free for Premium (beta mode). Trial starts immediately, no payment method required.

Notifications are available on all plans (Free, Standard, Premium) and accessible via the bell icon. They're categorized as Personal, Project, or Workspace notifications. View them in three tabs: New, Unread, and Archived. You receive notifications for task assignments, @mentions, status changes, deadline reminders, and more.

We use industry-standard security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Billing and payment history are managed through the Stripe payment system.

Any user can delete their individual account from profile settings. Account deletion is processed asynchronously and may take up to 60 seconds. Only the Workspace Owner can deactivate the entire workspace, which requires removing all members and archiving all active projects first.

If no payment method is added before trial expiration, your workspace automatically reverts to the Free plan. All data is preserved, but access may be limited to Free plan restrictions (10 users, 200MB storage). You'll receive an email notification 3 days before trial ends.

Yes, users can switch between Standard and Premium plans freely, even during the trial period.

To downgrade to Free plan, your workspace must have 10 or fewer users and storage usage under 200MB. Teams and projects are unlimited on all plans, so there are no restrictions on those. You'll need to remove excess users or delete files to meet these requirements.

The Free plan includes 200 MB of storage for images and attachments. The Standard plan includes 10 GB, and the Premium plan includes 250 GB. You can monitor your storage usage in the workspace overview or subscription pages.

If you approach your storage limit, you will see warnings at 75% and critical alerts at 90% usage. You can either upgrade your plan for more storage or remove unused files to free up space.

A Finance Manager is a user role with permissions to view billing information, manage subscriptions, view invoices, and access the billing dashboard. They can change subscription plans alongside the Workspace Owner but cannot access other administrative settings.

No, each user can only be a member of one workspace at a time. If you try to accept an invitation to a different workspace while already registered, you'll receive an error. You must be removed from your current workspace before joining a different one.

Yes, all users who register via email and password must verify their email address before accessing workspace features. You'll receive an automatic verification email after registration. Users who sign up with Google OAuth do not need email verification.

Free plan retains task history for 90 days. Standard and Premium plans have unlimited task history retention. This includes all task changes, status updates, comments, and file attachments.

Audit Logs are a security and compliance feature that tracks all activities in your workspace, including member management, project changes, team updates, and billing events. Free plan does not include audit logs. Standard plan includes 30 days of retention, and Premium plan includes lifetime retention.

Only Workspace Owners and Managers can view audit logs through the dedicated Audit Logs page in the workspace. Workers cannot access audit logs even on paid plans.

Audit logs track: member invitations/additions/removals/role changes, workspace settings changes, project creation/updates/deletions, team management, and billing/subscription changes. Each log entry includes user email, timestamp, action performed, before/after states, and severity level.

Yes! GitHub and GitLab integration is available on all plans including Free. Connect your repositories, track commits and pull requests, and enable auto-status updates on all subscription tiers.

To integrate GitHub or GitLab with your workspace, go to Workspace Settings → Integrations. Click 'Connect GitHub' or 'Connect GitLab', authorize the application, select repositories, and map them to your projects. Webhooks are automatically set up for commit and PR tracking.

Yes, when you merge a pull request in GitHub or GitLab, the linked task in Vailo automatically updates to 'Ready To Test' status (if auto-update is enabled in integration settings). You can also see commit history and active pull requests in the project overview.

To link a task to a commit or PR, mention the task ID in the commit message or PR description using formats like 'task #123' or 'fixes #456'. The system will automatically detect and track the link. You can also see all linked commits and PRs in the task details panel.

Yes, you can configure integration settings from Workspace Settings → Integrations. Options include: auto-update tasks on PR merge, notifications for new PRs, and deploy status tracking. Only Workspace Owners and Managers can modify these settings.

Integration webhooks are automatically created when you connect a repository to a project. These webhooks are verified using secure HMAC-SHA256 signatures for GitHub and token-based verification for GitLab. Webhook data is stored in Firestore and synced in real-time.

Yes, you can connect multiple repositories from different GitHub or GitLab organizations. Each repository can be mapped to a specific project in your workspace. Only users with appropriate permissions can manage integrations.

To disconnect a repository or integration, go to Workspace Settings → Integrations and click 'Disconnect'. This will remove the integration and stop webhook notifications. Tasks will no longer auto-update from Git events.

Yes! Vailo includes a comprehensive Time Tracking & Timesheet system on Standard and Premium plans. Workers submit weekly timesheets with daily time entries. Managers can navigate through weeks, review team timesheets, and approve/reject submissions. The system includes CSV export for external processing. Time tracking is not available on the Free plan.

To submit a timesheet: 1) Navigate to Time Tracking page, 2) Fill in daily time entries for the week (duration, task, optional description), 3) Click 'Submit for Approval'. Managers will be notified via email. You can view submission status (Draft, Submitted, Approved, Rejected) at any time.

Managers have advanced Time Tracking features: week-by-week navigation to view past/future weeks, ability to edit worker timesheets (marked as 'manager entry'), approve/reject timesheet submissions with comments, and export team time data to CSV for payroll processing.

Time Tracking Settings (Owner/Manager only) allow you to configure: Rolling Window (how many past/future weeks workers can access, default 1 week), Expected Weekly Hours (target hours for weekly tracking, default 40h), and Timesheet Approval Workflow toggle.

Yes, managers can export time entries to CSV format from the Time Tracking page. The export includes: worker name, date, task details, duration, description, entry type (worker/manager), and timestamps. Perfect for payroll processing or external analytics.

When you submit a timesheet for approval, managers receive an email notification with a direct link to review your submission. Managers can approve or reject with optional comments. You'll receive an email notification when your timesheet is approved or rejected.

Yes! All approval and rejection actions are tracked for full transparency. You can hover over the status badge (Approved or Re-submit button) to see who approved/rejected your timesheet, when they did it, and why it was rejected (if applicable). This provides accountability and helps you understand the approval process.