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User guide

Workflow, sign-offs and automatic steps

Your own stages, checklists, who must sign a stage off, purchase approvals and the automatic steps that save chasing.

Updated 11 Nov 2026 · 1 min read

A workflow is the path a task takes, like Design → Review → Build → Test → Done. Set it in Settings ▸ Workflow.

Review needs a sign-off before work moves on to Build.

Stages

Start from a ready-made workflow (Simple, Engineering build, Lab research or Software) or make your own. Each stage can have a short checklist and a limit on how many tasks sit in it at once. Stages show on cards as a coloured bar and as Kanban columns.

Sign-offs

  • A stage can need a sign-off from the task owner’s sub-team lead, from an admin, or from one named person.
  • Moving past it asks for the sign-off. The signer sees it in Approvals and on their home page, and can approve or send it back with a note.
  • The rule is enforced by the server, so it can’t be skipped.
Example
Sam finishes the design for “Bracket v2” and moves it to Build. Review needs Jo’s sign-off, so the task waits. Jo checks the checklist (“CAD shared”, “Load calculations attached”) and approves.

Purchase approvals

Parts over a limit you set (say £100) need the treasurer’s OK before they’re ordered. Approved spend counts against the budget straight away.

Automatic steps

  • Unfinished tasks carry into the new week on their own; anything carried more than once is flagged.
  • When all of a task’s parts arrive, it moves to Build.
  • People waiting on a task hear when it’s done.
  • Slow sign-offs get a nudge after a few days.