User Guide Sample

TeamSync Project Management

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TeamSync User Guide

Welcome to TeamSync

TeamSync helps teams plan, track, and deliver projects without the complexity. Whether you're managing a marketing campaign, product launch, or event planning, TeamSync keeps everyone aligned and accountable.

This guide will help you get started and make the most of TeamSync's features.

Getting Started

Creating Your Account

  1. Go to teamsync.app and click Sign Up
  2. Enter your work email and create a password
  3. Verify your email address (check your inbox for a confirmation link)
  4. Complete your profile with your name and role

Pro tip: Use your work email so teammates can easily find and add you to projects.

Your First Project

Projects are how you organize work in TeamSync. Think of a project as a container for all the tasks, files, and conversations related to a specific goal.

To create your first project:

  1. Click the + New Project button in the sidebar
  2. Give your project a name (e.g., "Q1 Product Launch")
  3. Add a brief description of what you're trying to accomplish
  4. Choose a color to help you visually identify this project
  5. Click Create Project

You'll immediately see your new project workspace with three main sections: Tasks, Files, and Activity.

Inviting Your Team

Great work happens together. Here's how to bring your team into TeamSync:

  1. Open your project
  2. Click the Members tab at the top
  3. Click Invite Team Members
  4. Enter email addresses (you can add multiple at once, separated by commas)
  5. Choose their permission level:
    • Admin: Can change project settings and manage members
    • Member: Can create and edit tasks
    • Viewer: Can see everything but can't make changes
  6. Click Send Invitations

Your teammates will receive an email invitation with a link to join your project.

Best practice: Start with a small core team, then expand as the project grows. Too many cooks can slow things down early on.

Working with Tasks

Tasks are the building blocks of your projects. Each task represents something that needs to get done.

Creating a Task

  1. Click + Add Task in any project
  2. Enter a clear, action-oriented title (e.g., "Draft email copy" not just "Email")
  3. Press Enter to create the task

That's it! You've created a task. But let's make it even more useful.

Adding Task Details

Click on any task to open its detail view, where you can add:

Assignee: Who's responsible for completing this task?

Due Date: When does this need to be done?

Priority: How urgent is this?

Description: Any additional context or instructions?

Checklist: Break down complex tasks into smaller steps

Task Statuses

Every task has a status that shows where it is in your workflow:

To change a task's status:

Organizing with Labels

Labels help you categorize and filter tasks. Common uses include:

To add labels:

  1. Open a task
  2. Click Add Label
  3. Create a new label or select an existing one
  4. Add multiple labels to any task

To filter by label:

Views: Different Ways to See Your Work

TeamSync offers three views to help you visualize your work differently:

List View

Shows all tasks in a simple, scannable list. Great for reviewing what's coming up and making quick updates.

Best for: Daily check-ins, reviewing due dates, bulk updates

Board View

Displays tasks in columns by status (To Do, In Progress, Review, Complete). Drag tasks between columns to update their status.

Best for: Understanding workflow bottlenecks, managing active work, team standups

Calendar View

Shows tasks plotted on a calendar by their due dates. See what's due this week and spot scheduling conflicts.

Best for: Planning deadlines, avoiding overload, scheduling work

Switch between views using the icons in the top-right corner of any project.

Collaboration Features

Comments and Discussions

Keep all conversation about a task in one place:

  1. Open any task
  2. Scroll to the Comments section
  3. Type your message
  4. @mention someone to notify them (e.g., "@Sarah can you review this?")
  5. Click Post Comment

Team members get notified when they're mentioned and can respond directly in the thread.

When to use comments:

File Attachments

Attach relevant files directly to tasks or projects:

On a task:

  1. Open the task
  2. Click Attach File or drag and drop
  3. Files appear in the task details for easy access

On a project:

  1. Go to the Files tab
  2. Click Upload or drag and drop
  3. Files are organized by upload date
  4. Use folders to create structure (click New Folder)

Supported file types: Images, PDFs, documents, spreadsheets, presentations (up to 100MB per file)

Notifications and Staying Updated

TeamSync keeps you informed without overwhelming you.

What Triggers a Notification

You'll be notified when:

Managing Notifications

Customize your notification preferences:

  1. Click your profile icon (top-right)
  2. Select Notification Settings
  3. Choose how you want to be notified:
    • In-app only
    • Email summaries (daily or instant)
    • Desktop notifications (requires browser permission)
  4. Save your preferences

Pro tip: Set up a daily email digest instead of instant notifications to reduce interruptions while staying informed.

Activity Feed

See everything happening in your projects:

  1. Click the Activity tab in any project
  2. View a chronological log of all changes
  3. Filter by type: tasks created, status changes, comments, file uploads

Automation with Task Templates

Save time on recurring work by creating task templates.

Example use cases:

To create a template:

  1. Create a task with all the details you want to reuse
  2. Click the three-dot menu on the task
  3. Select Save as Template
  4. Name your template
  5. Next time, click New from Template to instantly create a pre-filled task

Search and Filtering

Find anything in TeamSync quickly:

Global Search (top bar):

Advanced Filters (within a project):

Keyboard shortcut: Press / to open search from anywhere.

Tips for Success

For Project Managers

For Team Members

For Teams

Troubleshooting Common Issues

I can't see a project I was invited to

Task notifications aren't working

Files won't upload

Can't drag tasks in Board view

Keyboard Shortcuts

Speed up your workflow with these shortcuts:

Getting Help

Need more assistance?

What's Next?

Now that you know the basics, explore these advanced features:

Welcome aboard. Let's build something great together.