Wholistic User Guides

Welcome to the Wholistic User Guides, your go-to resource for getting the most out of your Wholistic workspace. Whether you are setting up for the first time or looking to get more familiar with a specific feature, these guides are here to walk you through everything simply and clearly.

Each guide focuses on one task at a time, so you can find exactly what you need and get back to work without having to read through anything that is not relevant to you. As Wholistic grows, so will this library, new guides will be added regularly to make sure you are always supported.‍

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Creating a Workspace

Creating a workspace is the first step to getting your team set up on Wholistic. Your workspace is your team's dedicated home where your clients, projects, and collaborators all come together. Setting one up takes just a few minutes and only needs to be done once.

Video: How to Create a Workspace in Wholistic

Method 1: During Account Sign-Up

The easiest way to create a workspace is during the account creation process. When signing up for Wholistic, you can get started using your Google, Microsoft, or LinkedIn account for a quicker setup, or by entering your email address manually. If you choose the email route, you will verify your email, complete your account setup, and define your preferences. Your workspace is automatically created for you at the end of the process.

Once your account is ready, you are taken straight into your new workspace and can begin setting things up.

Method 2: From Within Your Account

Already have an account and need to create an additional workspace? From the left side panel, click the menu button to open a drop-down and select New Workspace, indicated by a + icon. This takes you to a welcome page. Click Let's Go to begin.

Naming Your Workspace

The first thing you will do is give your workspace a name. As you type, your workspace URL is automatically generated for you. For example, naming your workspace Naomi International will produce the URL naomi-international.wholistic.work. If you need to make any corrections, simply click Previous to go back at any point.

Telling Us About Your Team

With your workspace named, Wholistic will ask a few quick questions to personalise your experience. You will be asked how many people you will be working with and what you plan to use Wholistic for. After that, let us know how you heard about us and which tools your team currently uses. You can select more than one. Once you are done, your workspace is created, and you are taken straight into it.

You're All Set

Your workspace is now ready. From here, you can start inviting your team, adding clients, and creating your first project.

Inviting Team Members and Assigning Roles

Before your team can start collaborating on Wholistic, you will need to set up the roles they will be assigned to and then send out their invitations. Both of these are done from the same menu, making the process quick and straightforward. It is worth noting that two roles, Workspace Manager and Project Team Member are already available in your workspace by default, so you may not need to create new ones from scratch.

Setting Up Roles and Permissions

To get started, click the button at the top left of your screen to open the drop-down menu, then select Manage Team. From the menu that appears, click Roles and Permissions.

Here you will see the default roles that come with your workspace. If you need to create a new one, click Add New Role at the top right of the page. You will be prompted to enter a role name and a short role description. Once that is done, select the permissions that apply to this role; for example, if the role is project-focused, select all permissions related to projects. It is best to only assign permissions that are relevant to what the role needs to do, but do not worry too much about getting it perfect on the first try as you can always edit it later. When you are satisfied, click Create Role to save. You will see a success message and the new role will appear in your list.

Inviting Your Team Members

With your roles in place, you are ready to start bringing your team in. Still under Manage Team in the same left-hand menu, click Members. From here, enter the team member's email address and select the role you would like to assign to them from the dropdown. Make sure the role you need already exists before sending the invite. If it does not, head back to the previous section to create it first.

Once the email and role are filled in, send the invitation. Your team member will receive an email in their inbox with instructions to join your workspace. Once they accept, they will appear in your Members list with their assigned role, ready to be added to projects.

Your Team Is Set Up

With roles created and invitations sent, your workspace is now ready for collaboration. The next step is to start creating projects and assigning your team members to them.

Creating a Client

The Clients section is where you keep a record of all the people and businesses you work with. Adding a client to your workspace is the first step before you can create a project for them, so it is worth getting this set up early. If your workspace is new, the Clients page will be empty when you first visit; that is completely normal.

Getting to the Clients Page

From your workspace, head to the left-hand menu and click Clients. Once you are on the page, click Add New Client at the top right corner to open the client form.

Filling in the Client Details

The client form is divided into a few sections. Start by entering the company details of the business or individual you are adding as a client. Once that is done, move on to the primary contact details; this includes the contact's name, email address, and phone number. When entering the phone number, make sure to select your country from the dropdown first to get the correct country code before entering the number.

If there is a secondary contact for this client, you can fill in their details in the next section. This is entirely optional, so feel free to skip it if it does not apply.

Saving the Client Profile

Once all the relevant details are filled in, click Add Client to save. Your new client profile will appear in your Clients list and will be available to select when creating a project.

What's Next

With your client profile created, you are ready to set up a project for them. Head over to the Projects section to get started.

Creating a Project

Projects are where your work lives in Wholistic. Every client engagement, deliverable, and team effort is organised within a project, making it easy to track progress and keep everyone aligned. Before getting started, make sure you have already added the client you will be working with and invited your team members to your workspace.

Getting to the Projects Page

From your workspace, head to the left-hand menu and click Projects. If this is your first project, the page will be empty; that is completely normal. Click Create Project to open the project form and get started.

Filling in the Project Details

The project form is straightforward. Begin by entering your project name, then select the client this project is for from the dropdown. From there, write a brief project description to give your team context on what the project is about.

Next, select the service type that applies to this project. Underneath this field, you will notice the prompt: "Please make sure to have filled in the service type in your workspace preferences." If you have not set up your service types yet, you will need to do that first before you can proceed.

Setting the Timeline

With your project details filled in, the next thing to define is your timeline. Enter the start date and end date for the project. This helps Wholistic track the health and progress of your project over time.

Adding the Project Email and Team Members

Once your dates are set, enter the project email, the email address associated with this project. After that, assign the team members who will be working on it. You can select more than one person from the dropdown, so make sure everyone who needs access is included.

Saving Your Project

When all the details are filled in, click Save at the top right corner of the page. Your project will be created and will appear on your Projects page, ready to be managed.

What's Next

With your project created, you and your team can now begin tracking work and managing deliverables. You can view and manage all your projects from the Projects page at any time.

Updating a Project Status Properly

Keeping your project status up to date is an important part of managing your work in Wholistic. It gives your team and clients a clear picture of where things stand at any given time, and it reflects directly on your project health summary on the dashboard.

Getting to Your Project

From your dashboard, head to the left-hand menu and click Projects. Browse through your projects and click on the one you want to update. Once you are on the project page, look to the top right and click on the Actions button to open the dropdown. From there, select Edit to open the project in editor mode.

Updating the Status

With the project open in editor mode, locate the project status field. Click on it to see the available status options and select whichever one accurately reflects the current state of the project. For example, if the project has been put on hold for any reason, you can update the status to Blocked. Once you are satisfied with your changes, click Save at the top of the page. The project status will update immediately and will be reflected on your dashboard.

Reverting a Status

If circumstances change and you need to update the status again, the process is exactly the same. Head back to the project, click Actions, select Edit, update the status to its new state, for instance, moving it back to Ongoing, and click Save. Your project health summary on the dashboard will update accordingly.

What's Next

With your project status accurately updated, your team and stakeholders always have a clear view of progress. If you are ready to share a formal update, the next step is generating a project report.

Submitting and Managing a Project Request

A project request is how clients or team members can formally propose a new project to your workspace. Wholistic makes this easy through a dedicated, shareable form that anyone can fill out and submit, no login required. Once submitted, the request lands directly in your workspace for review.

Finding Your Project Request URL

To get started, head to your dashboard and scroll down the left side menu bar to find Requests. Click on it and look to the top right of the page, you will see a customised URL unique to your workspace. Click the copy icon next to it to copy the link. This is the link you will share with anyone who needs to submit a project request.

Filling Out the Request Form

Open a new browser tab, paste the URL, and the project request form will load. Begin by entering the project name and a project description that gives enough context about the work involved. Next, select the service type that best fits the project. Service types are customisable from your workspace settings, so what appears in the dropdown will reflect what your workspace offers.

After that, enter the estimated duration in days. You can type the number directly or use the up and down arrows to adjust it. Then select the date available for a call, which is when you anticipate being ready to discuss the project, followed by the proposed start date for the project itself.

Entering Contact Details

Once the project details are filled in, move on to the contact information. Enter the company email, the full name of the project owner, and their email address. For the phone number, click the country flag icon to select your country from the dropdown and get the correct country code, then enter the number.

If there is a secondary contact for this project, you can fill in their details in the section below. This is optional, so feel free to skip it if it does not apply.

Submitting the Request

Before submitting, take a moment to review all the details you have entered to make sure everything is correct. Once you are satisfied, click Submit Request. Your request will be sent directly to the relevant admin or workspace manager for review. They will be able to see all the project details and choose to accept or reject the request from within the workspace.

What Happens Next

Once your request has been submitted, the workspace admin will review it and take action. If accepted, the project will move forward, and you will be notified accordingly.

Generating a Project Report

Project reports in Wholistic give you a structured and professional way to communicate progress, highlights, and updates to your clients and stakeholders. Reports live within your projects, and Wholistic provides ready-made templates to help you get started quickly.

Getting to the Reports Section

From your dashboard, head to Projects on the left-hand menu and select the project you want to report on. Once you are inside the project, click Create Report to get started. If you have existing reports and want to base a new one on a previous one, you also have the option to duplicate an existing report, but we will cover that in a separate guide.

Choosing a Template

Wholistic offers two predefined report templates to choose from. The first is the status update template without work done, which is best suited for departmental or general reporting where you do not need to track time spent. The second is the status update template with work done, which includes a section for logging time spent versus work completed — making it ideal for project-based reporting. Select the template that best fits your needs and click Proceed.

Filling in the Report Details

Once you proceed, you will be taken to the report editor. Start by giving your report a clear title. This could be something like "Weekly Report" or "Monthly Update." Next, select the reporting period by entering a start date and an end date. For a weekly report, this would typically be the Monday and Friday of the week you are reporting on.

You can also select a reviewer from the dropdown. This would be someone within your workspace who needs to sign off on the report before it is sent. The description field is usually pulled from your project details, so it should already reflect what the project is about.

Building Your Report Content

At the top of the editor, you will notice two tabs: Details and Content. Once your details are filled in, switch to the Content tab to start building the body of your report. Here you will find a header field for an opening line or greeting, and a footer field for a closing note, such as a thank you or an invitation for questions. On the right side of the editor, a live preview updates as you work so you can see exactly how your report is shaping up.

To add sections, scroll to the bottom of the left panel and click Add Section. Give each section a name, for example, Highlights or Lowlights and customise the background colour and text colour to match your branding. Within each section, type in your updates and format them as needed. Wholistic supports bold, italics, underline, strikethrough, bullet points, numbered lists, hyperlinks, and tables, giving you plenty of flexibility to present your information clearly. You can add as many sections as your report requires.

Saving and Submitting

When you are happy with how your report looks, head to the top right of the page. You have two options: Save as Draft, which saves your progress without notifying anyone, or Submit, which sends a notification to your selected reviewer to begin the review process.

Sharing a Project Report

Once a project report has been generated and reviewed, the final step is getting it to the right people. Wholistic lets you send reports directly via email from within the platform, with the option to send immediately or schedule it for a later time.

Before You Begin

Make sure your report has already been submitted and approved by your reviewer before attempting to send it. Only approved reports can be shared.

Finding the Report

From your dashboard, head to Projects on the left-hand menu and select the project the report belongs to. Locate the report you want to share and click the three-dot menu icon on the far right of that report. This will reveal three options - Duplicate, Send, and Reverse. Click Send to open the sending window.

Adding Your Recipients

In the sending window, enter the email addresses of everyone you want to receive the report. After typing each email address, press Enter to register it before adding the next one. Continue until all recipients have been added.

Sending the Report

Once your recipients are in place, you have two options for sending. If you are ready to send right away, simply click Send Email, and the report will be delivered to your recipients immediately. If you would prefer to schedule it for a specific time, click the calendar icon to select your preferred date and time. Once your schedule is set, click Send Email to confirm. Your recipients will receive the report directly in their inbox.

What's Next

With your report sent, your clients and stakeholders are fully up to date on the project. You can return to this process at any reporting interval; weekly, monthly, or as needed, to keep communication consistent throughout the life of the project.

Using Jarvis AI

Jarvis is Wholistic's built-in AI assistant, designed to help you navigate your workspace, pull up insights, and perform quick actions without having to search through the platform manually. The more context your workspace has, such as linked documents and active projects, the more useful Jarvis becomes.

Opening Jarvis

From your dashboard, look to the bottom left of your screen, where you will see the prompt Introducing Jarvis. Click on it to open the Jarvis interface.

Using Quick Actions

Once Jarvis is open, you will notice a set of prefilled quick action prompts already available for you to use. These are common actions and questions that you can click on directly without having to type anything. For example, you might see options like creating a new project or pulling up a summary of your workspace activity. Simply click on whichever quick action is relevant to what you need, and Jarvis will respond accordingly.

Asking Jarvis a Question

If none of the quick action prompts covers what you are looking for, you can type your own request directly into the input field. Jarvis will read through your request and pull up the relevant insight or action based on what is available in your workspace. Once you are done interacting with Jarvis, simply exit back to your dashboard.

A Note on Workspace Context

Jarvis works best when your workspace is active and populated with projects, clients, documents, and linked tools. The more information that exists within your workspace, the more accurate and useful Jarvis responses will be. If your workspace is new or empty, Jarvis may have limited context to work with.

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Need Help?

If you run into any issues, reach out to the Wholistic support team at support@wholistic.work