Setting Up Your Workspace

A workspace is your organization's home in YAPL. It serves as a secure container for all your projects, teams, resources, and data. Each workspace operates independently with its own subscription, member limits, and configuration.

The Onboarding Process

After registration, YAPL guides you through a 5-step onboarding process:

1. Profile Setup - Configure your personal information
2. Account Settings - Set up security and notification preferences
3. Organization Configuration - Set up workspace and company details
4. Billing - Select your subscription plan (or continue with 14-day trial)
5. Preferences - Customize your experience (language, date format, etc.)

You can save your progress at any time and continue later.

Workspace Configuration

Basic Information

Navigate to Settings > Organization to configure your workspace:

Regional Settings

Configure regional preferences that affect date formatting, currency defaults, and fiscal reporting:

Company Information

YAPL supports both individual and company accounts:

For Individuals:

• Full Name
• Tax ID / National ID
• Billing Address

For Companies:

• Company Name
• Tax ID
• Tax Office
• Company Type
• Legal Address
• Billing Address (can be same as legal)
• Company Phone and Email
• Authorized Person
• Website
• Number of Employees

Project Numbering

YAPL automatically generates unique project codes. Configure the format in Settings > Organization > Project Numbering:

• Code Prefix: 3-4 letters/numbers (e.g., PROJ, ACME, NYC)
• Include Year: Add current year (2-digit or 4-digit format)
• Sequence Length: 3, 4, or 5 digits for sequential numbering

Example formats:

• PROJ-25-001 (Prefix + 2-digit year + 3-digit sequence)
• ACME-2025-0001 (Prefix + 4-digit year + 4-digit sequence)

Managing Workspace Owners

Workspace owners have full administrative control. Key owner management rules:

• Maximum 5 owners per workspace
• Minimum 1 owner must always exist
• Only existing owners can add or remove other owners
• Owners can leave voluntarily if 2+ owners exist

Inviting Owners

1. Go to Settings > Organization
2. Find the Owners section
3. Click Invite Owner
4. Choose invitation method:
   • Email Invitation: Send directly to their email (expires in 7 days)
   • Shareable Link: Generate a link with optional usage limits

Transferring Ownership

To transfer primary ownership:

1. Add the new owner first
2. Contact support for ownership transfer assistance

Subscription Plans

Your workspace operates under one of these subscription tiers:

Trial (14 Days Free)

• 10 seats (test team collaboration)
• 1 project, 1 plan per workspace
• 200 tasks per plan
• Cost tracking and Gantt editing
• No import/export
• Each user gets one trial

Basic ($15/month)

• 3 fixed seats
• Up to 5 active projects
• 10 plans per workspace
• 200 tasks per plan
• No cost tracking or Gantt editing

Professional ($69/month)

• 10 included seats
• Additional seats at $6/seat/month
• Unlimited projects and plans per workspace
• 500 tasks per plan
• Full cost tracking and Gantt editing
• Import/export capabilities

Workspace Limits

Each tier enforces specific limits:

The Workspace Owners Team

YAPL automatically creates a special system team called Workspace Owners. This team:

• Contains all workspace owners automatically
• Updates when owners are added/removed
• Cannot be deleted or modified directly
• Provides owners access to all workspace content

Danger Zone

In Settings > Organization > Danger Zone, you can delete your workspace. This action:

• Permanently deletes all workspace data
• Removes all projects, plans, tasks, and resources
• Cannot be undone

Next Steps

Once your workspace is configured:

1. Create Your First Project - Start managing work
2. Invite Team Members - Collaborate with your team
3. Set Up Teams - Organize members into functional groups