Vaiz Setup Guide: Organize Your Workspace

Plan Your Workspace Structure

Decide how many spaces and projects you need before touching the workspace. One space per team or client; one project per active piece of work.

Workspace structure is the highest-leverage decision in setup. Get the hierarchy right and the workspace stays tidy for years. Get it wrong and the team rebuilds it within a quarter.

Space, project, and board hierarchy

Three levels, easy to explain. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

Team versus client separation

Agencies use one space per client; internal teams use one space per department or product. Set roles at invite time and review access quarterly; loose permissions are the most expensive thing to retrofit.

Naming conventions

Pick a format (Brand-Type-Name) and apply it across every project. Verify the current capability against vaiz.com before relying on it for a critical workflow.

• Avoiding sprawl — three spaces beat ten; you can always add more.

Document the structure in a workspace doc so onboarding teammates inherit the convention.

Spend ten minutes on structure before clicking; saves hours of cleanup later.

Create Spaces and Projects

Start with one space and one real project. Use a starter template if it matches the workflow; otherwise begin blank and build the structure as needed.

The first project is the test bed for your conventions; treat it accordingly.

First space setup

Use the project description to record the project goal. Spend ten minutes on workspace structure before clicking; the hierarchy decision is the single highest-leverage move in setup.

Project name, slug, and appearance

Set a project owner; orphan projects rot fastest. Verify the current capability against vaiz.com before relying on it for a critical workflow.

Access settings to verify

Verify access settings before adding sensitive content. Set roles at invite time and review access quarterly; loose permissions are the most expensive thing to retrofit.

1. Create the first space (team or client).
2. Create the first project inside the space.
3. Pick a template (Scrum, Kanban, Waterfall, sales, marketing, etc.) or start blank.
4. Configure project name, slug, and appearance.
5. Set access settings — public to workspace, restricted to group, or invite-only.

One real space, one real project; the rest of the workspace inherits from there.

Build Your First Board

A starter board has three to five columns matching the project workflow, two or three custom fields, and a saved filter for "my work this week" per role.

The first board is where the team\'s daily habits form. Spend time on it. Three to five columns covers most workflows. Add custom fields only when there\'s a question you keep asking that title and description don\'t answer.

Choose a template or blank board

Start from the closest fit. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

Configure columns and task types

Three to five columns. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

Add filters and views

Saved views per role. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

• WIP limits — set them per column to surface overload.

The board becomes the team\'s home page; invest accordingly.

Few columns, intentional custom fields, saved views per role.

Add Tasks and Docs

Create three real tasks with owners and due dates, then link a project document. Docs and tasks should reference each other from day one.

Real tasks beat sandbox tasks. The team learns the workflow by doing real work in it. Add a project doc beside the board — kickoff notes, decisions, links — and reference it from the relevant tasks.

Create tasks with owners and due dates

Every task assigned, every task dated. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

Add descriptions and custom fields

Fill the fields you decided to track. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

Create documents beside work

One project doc as a starting point. Docs sit beside tasks in the same workspace, so a spec page and the issues that implement it share one navigation surface.

• Link docs and tasks — bi-directional references make the workspace navigable.

By the end of this step the workspace looks lived-in.

Real tasks, dated, owned, linked to docs — that's the foundation.

Invite Teammates

Invite teammates with roles assigned at invite time. Use groups for departments. Reserve guest access for clients and contractors who shouldn't see the broader workspace.

Set roles at invite; cleaning up afterwards is the painful path.

Assign roles and groups

Owners control billing; restrict that role tightly. Account-protection capabilities continue to mature through 2026; verify the current state in your workspace before relying on a specific control.

Limit project access

Managers configure projects; assign one per project. Storage and automation caps quietly push teams into higher tiers, so budget for the upgrade before usage forces it.

Onboard members with a starter board

Guests should see one project, not the workspace. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

1. List the teammates to invite and their roles.
2. Create groups for departments larger than five people.
3. Send invites with the right role attached.
4. Limit project access for guests to the specific projects they need.
5. Onboard each new member with a starter board view filtered to their work.

Assign roles at invite, use groups for departments, scope guests by project.

Add Automations and Dashboards

Layer two automations and one dashboard after the team has used the workspace for a week. Premature automation usually causes more cleanup than it removes.

Wait until you can name a real chore the team complains about. Then automate that chore — auto-assign new bugs, ping the channel when a card moves to Review, archive completed work weekly. After two weeks of real activity, build one dashboard to monitor health.

Automate one repetitive step

Fix one chore at a time. Verify the current capability against vaiz.com before relying on it for a critical workflow.

Build a basic status dashboard

Three widgets aligned to three decisions. Tie every widget to a recurring decision; charts without a decision attached become decoration.

Review setup after two weeks

Kill what doesn\'t work; double down on what does. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

• Add the AI assistant — Premium-only; useful for backlog grooming and meeting notes.

Setup is iterative; the first version is rarely the final shape.

Automate after a week of use, dashboard after two weeks; both work better with real data.

Import Existing Work

Use Vaiz' importers for Trello, Jira, Asana, YouTrack, or Notion (tasks) to bring existing data across. Recreate custom fields and automation rules manually, then run in parallel for one cycle.

Migration tooling is the easy part; adoption is where the planning pays off.

Import from Asana, Jira, Trello, Notion, YouTrack

Trello Power-Up data, Jira scripts, and Notion pages won\'t come across. One-click importers cover Trello, Jira, Asana, YouTrack, and Notion (tasks today); plan a parallel run for one cycle before sunsetting the old tool.

Map projects and members

Keep the old tool read-only for 30 days after migration in case anything was missed. Set roles at invite time and review access quarterly; loose permissions are the most expensive thing to retrofit.

Clean duplicated fields

Document the migration outcome — what came across, what didn\'t, what to recreate. Three to five columns covers most workflows; custom fields stay scarce so the form remains scannable.

1. Run the appropriate Vaiz importer.
2. Verify cards, owners, due dates, and statuses landed correctly.
3. Recreate custom fields and automations manually.
4. Map members between tools.
5. Run in parallel for one sprint or one cycle before sunsetting the old tool.

Import, verify, recreate the missing pieces, parallel-run for a cycle.