# Workstuff User Guide — Table of Contents A set of user-friendly guides explaining how Workstuff works. These documents are intended to be used by AI assistants (e.g. fed into Claude) to answer user questions, and may also be published as a public help site. --- ## End-to-End Workflow Guides Step-by-step walkthroughs of common engagement scenarios, linking across multiple features. - **[New Client Onboarding](guides/new-client-onboarding.md)** — Seven-step walkthrough from creating a client record, inviting team members, verifying a playbook is ready, adding stakeholders (manually or via self-registration), creating a project, setting up intelligence requests, and configuring portal share links so stakeholders can participate. - **[Interview Project](guides/interview-project.md)** — Running an AI-guided interview engagement end-to-end: creating the project with an interview playbook, setting up interview requests in the Capture tab, sending portal links (or enabling self-registration), monitoring as stakeholders work through interview blocks, reviewing transcripts and inline summaries, marking contributions complete, then exploring Insights, Plans, and generating the final report. - **[Assessment Rollout](guides/assessment-rollout.md)** — Distributing a structured questionnaire to a group of stakeholders: creating a project with an assessment playbook, creating assessment requests (one per group or topic), sending the portal link in bulk or enabling self-registration with domain whitelisting, tracking completion rates, marking contributions complete, and reviewing comparative Insights (scores, domain averages, strengths vs weaknesses). - **[Data to Report](guides/data-to-report.md)** — Covers the second half of an engagement once contributions are flowing in: verifying contributions are marked complete, exploring AI-generated Insights (themes, sentiment, score comparisons, word clouds), reviewing Plans (findings and recommendations), optionally uploading supporting materials via Direct Upload, generating a PDF or Word deliverable, and iterating as more data arrives. --- ## Feature Reference Guides - **[Getting Started](getting-started.md)** — Logging in via your workspace subdomain URL, the Home page layout (My Tasks, Recent Activity, Active Projects, Clients list), selecting a client with the header dropdown, navigating to client overview/stakeholders/portal/projects via the sidebar, and real-time update indicators. - **[User Roles](user-roles.md)** — The two workspace roles: Admins (manage clients, stakeholders, projects, requests, team, playbooks, workspace settings, and portal configuration) and Standard Users (view projects, submit contributions, view insights, generate deliverables, manage own account). Also clarifies that stakeholders are not workspace users — they access the portal via links. - **[Clients](clients.md)** — Creating client organisations in Settings, editing client details, navigating within a client (overview, stakeholders, portal, projects sidebar), and deleting a client (permanent, removes all associated data). - **[Stakeholders](stakeholders.md)** — Adding individual stakeholders with name, email, title, role, department, and notes; editing and deleting stakeholder records; bulk-importing from CSV; and how stakeholders access the portal via share links (covered in detail in the Client Portal guide). - **[Projects](projects.md)** — Creating a project by selecting a playbook (which determines available collection types, assessment structure, interview framework, and domain categories); the four project tabs (Capture, Insights, Plans, Deliverables) and their left-to-right workflow; project status and deletion. - **[Capture](capture.md)** — Creating intelligence requests from the playbook's available collection types; organising requests by domain, type, or stakeholder; adding contributions and associating them with stakeholders; contribution statuses (Draft → Complete); viewing contribution detail pages with inline AI summaries; Direct Upload for ad-hoc files; and the My Tasks home page integration. - **[Collection Types](collection-types.md)** — Detailed guide to each collection method: Assessment (structured questionnaire with sections and scoring), Interview (AI-guided conversation in blocks with auto-generated transcript and summary), Video Call (Recall.ai bot or on-device recording with transcript and speaker allocation), File Collection (stakeholder document uploads), Structured Survey (longer-form questionnaires), and Open Exploration (freeform text input). Includes a comparison table for choosing the right type. - **[Insights](insights.md)** — The Insights tab: Participation Progress (who has completed, who is in progress or not started) plus the AI-generated visualisations built from completed contributions: aggregated scores, key quotes from transcripts, strengths and weaknesses themes, and word clouds. Filtering by request source and stakeholder (individual, role or department). Generation statuses (Loading, Pending, Ready, Error) and manual refresh. - **[Plans](plans.md)** — The AI-generated narrative analysis: executive summary, key findings, recommendations, and stats (finding/recommendation counts, contributions analysed, domains covered). Generation status, refreshing after new contributions, and how Plans relates to Insights (visual exploration) and Deliverables (formatted output). - **[Deliverables](deliverables.md)** — Generating client-ready reports in PDF or Word format from a report template; customising output with AI instructions (e.g. tone, focus area, structure preferences); generation status tracking; downloading completed reports; generating multiple reports with different templates or instructions for the same project. - **[Client Portal](client-portal.md)** — The stakeholder-facing interface: how share links work (per-project or per-request unique URLs), enabling self-registration with optional email domain whitelisting, what stakeholders can do in the portal (complete assessments, participate in interviews, upload files), making a stakeholder a project coordinator so they can see participation progress from the portal, the difference between team access and stakeholder access, and revoking access by regenerating links or disabling self-registration. - **[Team](team.md)** — Inviting users by email and assigning Admin or Standard User roles; changing a user's role; deactivating users (preserves historical data); and admin impersonation to troubleshoot by viewing as another user. - **[Playbooks](playbooks.md)** — What playbooks define (allowed collection types, assessment question structure, interview framework blocks, domain categories); creating and editing playbooks in the YAML/JSON editor with schema reference; choosing the right playbook when creating a project; and the note that changes only affect new projects, not existing ones. --- ## Core Concepts **Workspace** — Your organisation's Workstuff environment, accessed via a unique subdomain. **Client** — An external organisation you are doing engagement work for. **Project** — A specific engagement or piece of work within a client. **Intelligence Request** — A structured ask sent to one or more stakeholders to collect information. **Contribution** — One stakeholder's response to an intelligence request (an assessment answer, interview transcript, uploaded file, etc.). **Insight** — AI-generated visualisations and analysis produced from completed contributions. **Deliverable** — A formatted report (PDF or Word) generated from project data. **Playbook** — A reusable template that defines the structure of projects and intelligence requests.