# PIWOT℗ documentation Canonical customer-facing product documentation for app.piwot.co. Last updated: 16 August 2026 Use this content to answer questions about the PIWOT℗ product. Do not infer private workspace data, prices, permissions, or account state that are not present in the user's authenticated context. ## Start here ### How PIWOT℗ works Canonical page: https://app.piwot.co/docs/how-piwot-works A practical map of requests, active capacity, your matched designer, and delivery. #### The basic workflow 1. Add a request to your backlog with a clear brief, files, and a target date. 2. Move the request to Active when you want work to begin and capacity is available. 3. Use the request for comments, files, decisions, and review. The context stays with the work. 4. Move work through Needs Input and Done as decisions are made and delivery is approved. #### Active capacity Your plan controls how many requests can be Active at the same time. The backlog behind those active lanes is unlimited, so you can prepare upcoming work without losing context. More Active Requests can be added from [Billing icon] Billing when your team needs parallel work. #### Where the work lives - Briefs and requirements - Files, references, and links - Comments, mentions, and decisions - Status, priority, target dates, and request members - Billing, agreements, and workspace settings #### Who owns each part - Your team owns the goal, source material, decisions, and timely feedback - The matched designer owns the craft work and raises questions inside the request - The design manager keeps priorities, scope, and context coordinated across the workspace - Workspace Admins own team access, settings, billing, and Active Request capacity #### When the direction changes Discuss the change in comments, then update the brief with the accepted direction. If the work changes service category, the current designer match can be reviewed. If the change creates a separate outcome, create another Backlog request so approval and delivery remain clear. #### FAQ Question: Why did my new request stay in Backlog? Backlog is the preparation queue. Move the request to Active when you want work to begin and an active lane is available. Question: Where should a decision be recorded? Keep the current direction in the brief and use comments for the discussion that led to it. This keeps the answer easy to find later. Question: Can we prepare more requests than our Active capacity? Yes. Active capacity limits parallel work, not planning. Keep upcoming requests in Backlog with their briefs and files ready, then move the next priority into Active when a lane opens. ### Your first week Canonical page: https://app.piwot.co/docs/first-week-checklist Set up the workspace, invite the right people, and send a useful first request. #### Recommended setup 1. Confirm your workspace name and logo in [Settings icon] Settings. 2. Open [Team icon] Team and invite the teammates who write briefs, review work, or approve delivery. 3. Add your brand kit, existing guidelines, fonts, logos, and useful references. 4. Connect [Slack icon] Slack if your team wants request updates in a channel. 5. Select [Add icon] New request and include what success looks like, not only what to make. #### A strong first request includes - The business goal or decision behind the work - The audience and where they will see it - What already exists and what must stay - Useful source files, links, examples, and constraints - A clear definition of done #### Invite people for a reason Invite the people who will write briefs, provide brand context, review work, or approve delivery. Give each person the least powerful role that still lets them do their job. A reviewer can be a Light user or User without becoming a workspace Admin. #### What a useful first week looks like - The correct workspace identity and team roles are visible - The strongest existing brand material is available - At least one focused request is ready in Backlog or Active - The team knows who should answer Needs Input - Slack is connected and tested if your team wants channel updates Important: Start with one useful outcome A focused first request is easier to review and gives your designer better context for every request that follows. #### FAQ Question: Do we need a perfect brand kit before the first request? No. Share the strongest material you already use, then add missing files and decisions as the workspace develops. Question: What makes a first request hard to start? A broad request with several unrelated outcomes creates unclear approval. Start with one useful result and a visible definition of done. Question: Who should we invite during the first week? Invite the people who will write briefs, provide source material, review work, or approve delivery. Give each person the least powerful role that still lets them do that job. ### Roles and access Canonical page: https://app.piwot.co/docs/roles-and-access Understand who can manage the workspace, billing, members, and requests. #### Admin Admins have full workspace control. They can manage settings, billing, Service Agreements, Active Request capacity, invitations, member roles, and removals. They can also approve requests submitted by Light users when approval is required. #### User Users handle the normal request workflow. They can create briefs, manage work on the board, join discussions, upload files, and review delivery. They cannot manage billing, workspace roles, or other admin-only settings. #### Light user Light users are designed for teammates who mainly follow progress, comment, review work, or share brand assets. A request they submit can require an Admin to approve it before it joins the shared workflow. #### Workspace role and request membership are different A workspace role controls what someone can do across PIWOT℗. Joining a specific request shows who is involved in that piece of work and keeps its activity relevant to them. Adding someone to a request does not turn them into a workspace Admin. #### The PIWOT℗ delivery team - Matched designer: the senior specialist doing the craft work for the request - Design manager: the person who keeps priorities, scope, and workspace context coordinated across requests - Customer request members: the people from your workspace who brief, review, decide, or approve #### FAQ Question: Why can a teammate work on requests but not open Billing? Request access and workspace administration are separate. Billing and organization controls are limited to workspace admins. Question: Should every approver be an Admin? No. Use User or Light user for people who need to review work without managing billing, member roles, or workspace-wide settings. Question: Does joining a request change someone's workspace role? No. Request membership keeps the right people involved in that work. Their Admin, User, or Light user role stays the same. ### Onboarding, checklist, and dashboard tour Canonical page: https://app.piwot.co/docs/onboarding-and-dashboard-tour Complete the setup flow, understand what remains, and replay the board tour when you need it. #### Complete the setup flow 1. Invite the teammates who will brief, review, or approve work. 2. Share the current brand kit or choose rebrand when the brand system itself needs work. 3. Prepare the first request so the backlog is useful on day one. 4. Book the kick-off call in the time zone shown on the [Calendar icon] calendar. 5. Connect [Slack icon] Slack and choose a channel when your team wants updates there. #### Use the getting-started checklist The checklist keeps setup actions visible after onboarding. An item completes when the corresponding workspace state exists, such as a signed agreement, first request, invited teammate, or completed board tour. #### Replay the dashboard tour The tour points out the [Board icon] board, status columns, [Add icon] New request action, Active capacity, [Team icon] Team, and [Settings icon] Settings. Replay it from Settings when the tour control is available. #### The setup changes with your role Admins complete team setup as well as brand, request, call, and connection steps. Users focus on the shared work they can prepare. Light users receive a shorter introduction because they mainly review, comment, and follow progress. A missing Admin-only step is usually a role difference, not a broken account. #### Nothing is locked forever Onboarding creates a usable starting point. Return to Team, Settings, Brand kit, Connections, or the request itself when information changes. Replay the dashboard tour from Settings when a new teammate needs the board explained again. #### FAQ Question: Why did a checklist item stay incomplete? The item completes from product state, not from opening the screen. Finish the linked action, then reload once if the checklist has not caught up. Question: Why is a checklist item still incomplete? A checklist item completes when the corresponding workspace state exists. Finish the linked action, return to the checklist, and reload once if the state changed in another tab. Question: Can we change onboarding choices later? Yes. Onboarding creates a useful starting point. Admins can update the team, brand context, services, workspace settings, and Slack connection as the organization changes. ## Requests ### Create a request Canonical page: https://app.piwot.co/docs/create-a-request Turn an idea into a clear piece of work with a brief, service, priority, and date. #### Create the request 1. Select [Add icon] New request from the board. 2. Write a short title that names the outcome. 3. Choose the service that best matches the work. 4. Add the brief, files, references, priority, and target date. 5. Create the request. It starts in Backlog unless you move it into an available Active lane. #### Use the brief as the working source The brief can include formatted text, mentions, links, and request references. Update it when requirements change so the current direction does not get buried in comments. #### Prepare before opening the form - One outcome that can be reviewed on its own - The audience, channel, and business reason - Source copy, files, links, and existing examples - Constraints such as format, accessibility, legal copy, or launch timing - A clear person or group who can approve the result #### What happens after creation A new request normally lands in Backlog. Move it to Active when you want work to begin and capacity is available. The request becomes the working record for the brief, files, comments, target date, people, and delivery. #### Choose service and priority carefully The service helps PIWOT℗ understand the kind of craft required and supports designer matching. Priority communicates relative attention inside your workspace, but it does not create another Active lane or replace a realistic target date. Important: Describe the decision, not only the asset For example, explain what the page should help a visitor decide, not only that you need a landing page. #### FAQ Question: What if I am unsure which service to choose? Choose the closest description and explain the outcome in the brief. The service helps matching, but the brief carries the real context. Question: Is the target date a guaranteed delivery date? It is the date your team is working toward. Scope, decisions, and response time still affect delivery, so add any fixed launch constraint to the brief. Question: Can I add files or improve the brief after creation? Yes. Open the request and keep its brief, files, members, priority, and target date current. Add enough context before moving it to Active so the first work session is not spent reconstructing the goal. ### Statuses and Active Requests Canonical page: https://app.piwot.co/docs/request-statuses Use Backlog, Active, Needs Input, and Done to show what should happen next. #### Backlog Work that is ready to be considered but is not using an active request lane. Keep future work prepared here. #### Active Work currently using design capacity. Your plan controls how many requests can be Active at once. #### Needs Input The next useful move belongs to your team. Open the request, answer the question, attach the missing material, or confirm a direction before returning it to Active. #### Done The requested outcome has been delivered and accepted. The request stays available as context for later work. #### Choose the status by the next owner Use Backlog when the work is prepared but not started, Active when design capacity is being used, Needs Input when your team must answer or supply something, and Done when delivery has been accepted. Status should describe the next useful action, not how important the request feels. #### Moving into Active can be blocked The board, restored requests, and Slack all enforce the same Active Request limit. If capacity is full, finish or move another Active request, answer work in Needs Input, or ask an Admin to review available capacity in Billing. #### FAQ Question: Why can I not move another request to Active? All active lanes are in use. Move finished work to Done, answer work in Needs Input, or add active capacity from Billing. Question: Who should act when a request is in Needs Input? Your team owns the next move. Open the request and answer the latest question, attach the missing material, or confirm the direction. Question: Which status should I choose when feedback is needed? Use Needs Input when your team owns the next answer or approval. Keep the request Active when the designer can continue without that decision, and use Done only when the requested outcome is complete. ### Edit, move, and recover requests Canonical page: https://app.piwot.co/docs/manage-requests Keep request details current, change status, duplicate useful work, or restore deleted items. #### Update a request Open a request to change its title, service, priority, target date, brief, files, or members. Request content saves as you work where the interface indicates autosave. #### Move work Drag a card between columns or choose a status from the request. Active-lane limits still apply when moving work into Active. #### Duplicate a useful starting point Duplicate a request when its structure is useful for new work. Review the copied title, brief, dates, files, and members before treating the duplicate as a new request. #### Restore a request from Trash 1. Select [Trash icon] Trash in the board toolbar. 2. Find the deleted request. Deleted requests remain available for up to 30 days. 3. Select [Restore icon] Restore to return it to its previous status, or drag it from Trash onto the board column you want. 4. If Active is full, restore the request to another status or free an Active slot first. #### Delete forever Delete forever permanently removes the request. Use it only when the work and its history are no longer needed because it cannot be restored from Trash afterward. #### FAQ Question: I deleted the wrong request. Is it gone? Open [Trash icon] Trash from the board toolbar within 30 days. Select [Restore icon] Restore to return the request to its previous status, or drag it onto another board column. Question: Why can I not restore a request to Active? All Active capacity is in use. Restore it to Backlog, Needs Input, or Done, or free an Active slot before trying again. Question: Can Support recover a request after Delete forever? Treat Delete forever as permanent. Restore from Trash when there is any chance the request or its history will still be useful. ### Matched designers Canonical page: https://app.piwot.co/docs/designer-matching See who is matched to the request and what happens when the type of work changes. #### How matching works Requests are matched to a senior suited to the type of work. You do not need to browse profiles or run interviews before a request can begin. #### When the service changes A meaningful service-category change can make a different match more useful. The workspace can rematch the request when that option is available. #### Your design manager The design manager holds the broader workspace context, helps keep briefs useful, and checks that the work connects across requests. #### What customers see The request shows the matched designer's public identity rather than internal staffing controls. Agency-side assignment and rematching tools stay separate from the customer view. The design manager provides continuity when more than one specialist contributes across the workspace. #### Help the match succeed - Choose the closest service category - Explain the outcome and intended audience in the brief - Attach examples that show the standard, not only the style - Flag specialist constraints such as motion, product flows, accessibility, or production format - Update the service when the request genuinely changes discipline #### FAQ Question: Why did the matched designer change? A service change can make another specialist a better fit. The design manager keeps the workspace context across that change. Question: What is the difference between a designer and a design manager? The matched designer is the specialist working on the request. The design manager protects quality, continuity, and workspace context across requests or a change in specialist. Question: What should I do if the match looks wrong? Check that the request uses the right service and explains the outcome and constraints. Add the missing context, then raise the concern in the request or with Support so the team can review the match. ### Board, list, search, and sort Canonical page: https://app.piwot.co/docs/board-list-search-and-sort Choose the right view, find a request quickly, and reorder work without changing its meaning. #### Choose a view Board view shows the full status flow and supports drag-and-drop movement between columns. List view is denser, keeps Active work prominent, and is often easier to scan on a smaller screen. #### Find a request 1. Open [Search icon] Search from the request toolbar or use the command shortcut shown in the field. 2. Search by request title, service, client context, or another visible identifier. 3. Choose the matching result to open the exact request. #### Sort without changing status - Default keeps the board order chosen by the team - Last activity brings recently changed requests forward - Urgency groups higher-priority work first - Sorting changes presentation, not the request status #### Board and list answer different questions Board view makes flow and Active capacity visible. List view is better when you need to scan more requests, compare metadata, or work on a smaller screen. Switching views does not change request status or ownership. #### Search and sort are temporary views Search narrows the visible requests by useful matching text. Sort changes the display order using the available option, but does not move a request between Backlog, Active, Needs Input, and Done. Clear the search before assuming a request was deleted. #### FAQ Question: Why is the request order different in list view? List view keeps Active work prominent and can apply the selected sort. Return to Default when you want the board order chosen by the team. Question: Why did a request disappear after I searched or sorted? Search and sort change the current view, not the request status. Clear the search and return to the default sort before checking Trash or assuming the request was removed. Question: Does switching between Board and List move any work? No. Both views show the same requests and statuses. Board is better for flow and drag-and-drop; List is denser for scanning and opening a specific request. ### Briefs, drafts, and autosave Canonical page: https://app.piwot.co/docs/briefs-drafts-and-autosave Keep the current direction easy to find and recover unfinished writing safely. #### Write the brief for the next decision - Name the outcome and the audience - Explain what already exists and what must remain - Add source links, references, files, and constraints - State what approval looks like - Record any fixed launch date or dependency #### Use supported rich content The brief supports formatted text, links, mentions, request references, and reusable templates where enabled. Use headings and short lists so a reviewer can scan the direction before reading every detail. #### Recover an interrupted draft Autosave indicators show when supported request content is being stored. If the browser closes before a draft is finished, the recovery prompt can restore the newer local version. Compare it with the saved request before replacing either copy. #### Keep the accepted direction easy to find Comments are useful for discussion, but the current decision belongs in the brief. When feedback changes the audience, copy, format, or definition of done, update the brief after the team agrees. A new reader should not need to reconstruct the requirement from a long thread. #### Check saved state after an interruption The interface shows when request content is saving. If the browser closes or the connection drops, reopen the same request and confirm the latest sentence or attachment is present before retyping it. Avoid editing the same brief in two tabs because the newest save can replace an older copy. #### FAQ Question: Which draft should I keep after recovery? Compare the recovered draft with the saved request and keep the version containing the newest accepted direction. Copy any unique text before replacing either version. Question: How do I confirm that autosave kept my latest edit? Wait for the saving state to settle, then reopen the request and confirm the final sentence or attachment. Do this before retyping after a connection interruption. Question: Can two people edit the same brief in different tabs? Avoid concurrent edits to the same brief. The newest save can replace an older version. Use comments to coordinate, then let one person update the accepted direction in the brief. ### Request details, members, and activity Canonical page: https://app.piwot.co/docs/request-details-members-and-activity Read the full request, join the work, copy its link, and understand what changed. #### Read the request header The request header brings together the title, service, status, priority, target date, matched designer, and participant context. Open the request instead of relying on the smaller board card when a decision depends on details. #### Join or share the request - Join when you are participating in the brief, feedback, or approval - Copy the request link when sending someone to the exact context - Invite the person to the workspace before sharing an authenticated link - Leave the request when you no longer need its participation signals #### Use activity as an audit trail Activity records meaningful events such as creation and status movement. Comments explain the decision behind the event, while the brief holds the current accepted direction. #### Use the detail view for decisions The board card is a summary. Open the request when you need the full brief, service, priority, target date, matched designer, members, files, comments, or delivery context. Copy the request link when another teammate needs to land on the same record. #### Members and history solve different problems Request members show who is involved in that work. Comments preserve the discussion and accepted feedback. Status and metadata show the current operational state. Joining a request does not grant a different workspace role, and leaving one does not erase earlier activity. #### FAQ Question: Why can someone open the link but not the request? The URL identifies the request, but workspace authentication still controls access. Invite the person or confirm that they signed into the correct workspace. Question: Does adding someone to a request make them an Admin? No. Request membership identifies who is involved in that work. Workspace roles control billing, settings, and team administration separately. Question: When should I use Activity instead of Comments? Activity is the record of events such as creation or status movement. Comments explain decisions and feedback. Keep the current accepted requirement in the brief. ### Priority, target dates, and capacity Canonical page: https://app.piwot.co/docs/priority-target-dates-and-capacity Signal urgency honestly, set useful dates, and know when capacity limits the next move. #### Choose a priority Priority helps the team compare work inside the same workspace. Use Urgent for a real time-sensitive risk, High for important work that should move ahead of normal requests, and Low for work that can wait without consequence. #### Set a target date A target date gives the team a planning signal. Add the event behind the date to the brief, especially when a launch, campaign, legal review, or dependency makes the date fixed. #### Respect Active capacity Priority does not bypass the Active limit. Finish or move existing Active work, answer a request in Needs Input, or add capacity from Billing before starting more parallel work. #### Priority is relative Use priority to compare requests in the same workspace. Urgent should be reserved for work with a real consequence and a stated date. Changing a label does not guarantee delivery or move a request into Active automatically. #### A target date needs context Add the launch, event, review, or handoff reason to the brief when the date is fixed. The target date is easier to plan around when the team also knows who must approve, what source material is still missing, and what can be reduced if time becomes tight. #### FAQ Question: Will Urgent start a request when Active is full? No. Priority changes ordering and attention, but it does not create another Active lane or bypass workspace capacity. Question: Does Urgent guarantee an earlier delivery date? No. Priority signals relative attention inside the workspace. Scope, available Active capacity, required decisions, and response time still affect delivery. Question: What should I do when the target date changes? Update the date and add the launch or dependency context to the brief or request discussion. A date is more useful when the team understands what happens if it moves. ## Collaboration ### Comments, mentions, and reactions Canonical page: https://app.piwot.co/docs/comments-and-mentions Keep feedback attached to the request and bring the right people into the discussion. #### Add feedback Use comments for decisions, questions, and review notes that belong to the request. Reply to continue a specific thread and use reactions for quick acknowledgement. #### Mention someone Type @ in supported editors to mention a teammate or the PIWOT℗ team. Mentions create a clearer notification than a general comment. #### Edit or remove a comment You can edit or delete your own comments. Workspace access determines whether additional moderation controls are available. #### Write feedback that can be acted on Name the object, explain the change, and add the reason. Replace vague comments such as make it pop with direction tied to hierarchy, audience, brand, or the decision the asset must support. Group related feedback before sending it when possible. #### Use mentions for ownership Mention a person when they need to answer, review, or decide. A general comment remains visible to request members but may not create the same direct notification. Do not mention everyone when one owner can resolve the question. #### Preserve the final decision Edit a comment only to correct or clarify your own message. If the team changes direction later, add a new comment so the sequence remains understandable, then update the brief with the current requirement. #### FAQ Question: Why did someone miss my comment? Use an @mention when a specific person needs to act. A general comment may be visible without creating the same direct notification. Question: Should changed requirements live in a comment? Discuss the change in comments, then update the brief with the accepted direction so nobody has to reconstruct it from the thread. Question: Can I edit or remove a comment? Use the available comment menu when the action is permitted. If the comment changed a requirement, also update the brief so removing or editing the discussion does not erase the accepted direction. ### Files and attachments Canonical page: https://app.piwot.co/docs/files-and-attachments Upload source material, preview files, choose a cover, and keep delivery with the request. #### Add files Drag files into the request or use the upload control. Multiple files can be added, and upload progress is shown for larger transfers. #### Preview and organize - Preview supported images and PDFs - Rename files so the purpose is clear - Download the original file when needed - Choose a cover image for the board card - Remove files that no longer belong to the request #### Sensitive material Only upload material your workspace is allowed to share. Request attachments use private storage and signed access, but your own data-handling rules still apply. #### Separate source, reference, and delivery files Use clear filenames and explain what each file is for. Source material should be editable when the work depends on it. References should include the lesson to take from them. Final delivery should remain attached to the request that approved it. #### Preview, annotate, or download Images can be reviewed with annotations when supported. Other files may open in a safe preview or download for use in their native application. HTML files download rather than execute inside PIWOT℗, and unsupported or unsafe file types can be rejected. #### Keep private material intentional Request attachments use authenticated access and time-limited file links. That protects the storage path, but it does not replace good judgment. Remove passwords, secret keys, payment credentials, unnecessary personal data, and material your organization is not allowed to share. #### FAQ Question: Why does an HTML file download instead of opening? HTML files are delivered as downloads for safety. Open the downloaded file only when you trust its source. Question: What should I send when an upload fails? Include the file type, approximate size, browser, request link, and the error shown. Remove private information from any screenshot. Question: How should I distinguish source files from final delivery? Use clear filenames and explain the purpose in the request. Keep editable source, visual references, and approved delivery easy to tell apart so reviewers do not comment on an obsolete version. ### Image review and annotations Canonical page: https://app.piwot.co/docs/image-review-and-annotations Open visual work at a useful size and keep precise feedback tied to the request. #### Open a supported image Choose an image attachment to open the review surface. Use the available zoom and view controls before commenting on spacing, crop, alignment, or small text. #### Write feedback that survives the screenshot - Name the exact area or element - Explain the change and the reason behind it - Separate required changes from optional ideas - Use one comment for one decision when possible - Confirm the accepted direction in the request brief when it changes scope #### Download the source when preview is not enough Previews are for recognition and review. Download the original when you need to inspect layers, production settings, embedded fonts, or another detail the browser preview cannot preserve. #### Use pins for location and comments for decisions Place an annotation on the exact visual area, then describe the intended change and reason. Use the request conversation for feedback that applies to the whole asset, several screens, or the overall direction. This keeps local fixes separate from broader decisions. #### Review the right version Check the filename and surrounding request activity before annotating. If a newer image replaces the one you opened, move unresolved direction into a current comment rather than relying on a pin attached to an older version. #### FAQ Question: Why does the preview look different from the source file? Browser previews can change color, fonts, animation, or production detail. Download the original when those properties are part of the review. Question: When should I use an annotation instead of a general comment? Use an annotation when the location matters, such as a crop, alignment, or line of copy. Use a general comment for direction that applies to the whole asset or request. Question: How do I avoid reviewing the wrong version? Open the attachment from the current request activity, check its filename and time, and name the version in your feedback. Download the source when preview fidelity affects the decision. ### Links and embeds Canonical page: https://app.piwot.co/docs/links-and-embeds Choose how pasted links appear and set exceptions for specific sites. #### Display modes - Inline: a compact link chip inside the sentence - URL: the plain destination address - Card: a richer preview with title and context - Embed: an interactive frame when the site allows it #### Change the default Open [Settings icon] Settings, then [Link icon] Links, to choose the default display. Site exceptions let one domain use a different mode from the rest. #### Choose the display that matches the job - Inline: keep a link inside the sentence without a large preview - URL: show the destination plainly when the address itself matters - Card: give the destination a more visible title and preview - Embed: interact with a supported external page inside the request #### Use site exceptions Set one personal default, then add a site-specific choice for domains that need different treatment. A Figma or Loom link may be useful as an embed, while a sensitive admin page is safer and clearer as a normal URL. #### When an embed cannot load The destination controls whether it can be framed. Sign-in requirements, sharing permissions, browser privacy settings, or the site's own security headers can make PIWOT℗ fall back to a card or link. Test the destination in a private browser window when teammates cannot open it. #### FAQ Question: Why did an embed fall back to a link card? Some sites block framing or require a signed-in browser session. Use a card or URL when the destination does not allow an interactive embed. Question: When should I use a card instead of an embed? Use a card when the destination only needs a clear title and link. Use an embed when interaction inside the request is useful and the destination permits framing for the signed-in viewer. Question: Does a site exception change every link? It changes the default for the matching domain. Existing content may keep the display mode it was given, so check the individual link when a previous request still looks different. ### Notifications Canonical page: https://app.piwot.co/docs/notifications Understand mentions, unread activity, email preferences, and notification controls. #### What creates a notification - A direct mention in a request or comment - Relevant request activity and replies - Workspace events that need an admin decision #### Manage notification preferences Open [Settings icon] Settings, then [Notifications icon] Notifications, to control the channels available to your account. Mark items as read from the notification menu after you have handled them. #### Notification controls are personal Each teammate controls the delivery choices available to their role. In-app notifications keep activity near the board. Slack can carry selected request and support updates to connected channels. Email is used for important account, billing, invitation, and action-required messages where available. #### Action-needed notifications - Needs your input when a request is waiting on the customer team - Direct mentions when a person was named in a comment - Support replies when PIWOT℗ Support answered a conversation - Brand kit reminders when required context is still incomplete #### Progress and collaboration notifications - Work started when a request moves to Active - Request finished when a request moves to Done - New files added to a request - New comments, replies, joins, and reactions according to the controls available to you #### Reduce noise without missing decisions Keep Needs Input, direct mentions, request completion, and support replies before muting broader activity. Change one notification type at a time and check that the remaining route still reaches the person expected to act. Admins also see team and billing controls that other roles do not. #### FAQ Question: Why am I not receiving Slack notifications? Confirm Slack is connected, a channel is selected, and the relevant Slack notification type is enabled for your account. Question: How do I reduce notification noise? Keep direct mentions and decisions enabled first. Turn off broader activity types one channel at a time so important requests still reach you. Question: Do my notification choices change the whole team? Personal notification controls apply to your account. Workspace connections and shared Slack channels are administered separately, so another teammate can receive a different mix of updates. ### Support conversations Canonical page: https://app.piwot.co/docs/support Ask for help without losing the workspace and request context around the question. #### Start a conversation Open support from the product when you need help with the workspace, a request, billing, or an integration. Include the request link and what you expected to happen when the issue is specific to one item. #### Escalation context A useful handoff includes the page, request, role, action attempted, result received, and urgency. Do not include passwords, payment credentials, or secret keys. #### Keep one conversation per issue Start a separate support conversation when the subject, request, or urgency changes. A focused thread keeps the answer and follow-up easy for your teammates to find. Teammates with access can continue the same conversation instead of opening duplicate reports. #### What to include - The request or page link - The action you took and the result you expected - The exact message or visible behavior you received - Your workspace role and whether other teammates see the same issue - A screenshot with private details removed #### How replies appear Customer-facing answers appear as PIWOT℗ Support so the help relationship stays consistent. Support notifications can also reach the configured channel. Keep passwords, card details, secret tokens, and other credentials out of the conversation even when troubleshooting feels urgent. #### FAQ Question: What helps Support answer quickly? Send the request link, the action you took, what you expected, what happened, and a screenshot with private details removed. Question: Should I open a second conversation for the same issue? Keep follow-up in the original conversation so the evidence and replies stay together. Start a new conversation when the affected request or subject is genuinely different. Question: What should never be included in a Support message? Do not send passwords, card details, secret tokens, private reset links, or unrelated personal data. Share only the context needed to reproduce and understand the problem. ## Workspace ### Team and invites Canonical page: https://app.piwot.co/docs/team-and-invites Invite teammates, share a secure invite link, and manage workspace membership. #### Choose the role before you invite - Admin: manages the workspace, team, billing, agreements, and Active Request capacity - User: creates and manages requests, comments, uploads, and reviews without team or billing administration - Light user: follows progress, comments, reviews, and shares assets with limited workspace control #### Invite a teammate 1. Open [Team icon] Team from the workspace navigation. 2. Select Invite and enter the teammate's work email. 3. Choose Admin, User, or Light user based on what they need to do. 4. Send the email invitation or copy the invite link. 5. The teammate accepts the invite and signs in or creates their account. #### Manage a pending invitation Team shows invitations that have not been accepted yet. Resend when the recipient missed the email. Revoke an invitation when the wrong address or role was used, then create a new one. #### Share invite links carefully An invite link can be easier to send through a trusted work channel, but it still grants a path into the workspace. Revoke an old invitation when its link should no longer be usable. #### Change a role or remove access Admins can change a member's role as responsibilities change. Remove access when someone leaves the company or no longer needs the workspace. Their earlier request activity remains part of the work history. #### Add people to the work they need Workspace membership gives access based on the selected role. Request membership is separate and shows who is involved in a specific brief, discussion, or approval. A reviewer does not need to be an Admin simply because they are important to one request. #### FAQ Question: The invite link does not work. What should I check? Confirm the invite is still pending and that the recipient is opening the newest link. Revoke and resend when an older link should no longer be used. Question: Which role should a reviewer have? Choose Light user when they mainly follow, comment, or review. Choose User when they also need to create and manage requests. They only need Admin when they must manage the workspace, team, or billing. Question: Why is an invited teammate not showing as an active member? They remain pending until they open the current invitation and finish signing in or creating their account. Resend the invitation if the original email was missed. ### Brand kit Canonical page: https://app.piwot.co/docs/brand-kit Give every request the same logos, type, colors, references, and brand rules. #### What to add - Primary and alternate logos - Fonts and licensing notes - Color values and accessibility rules - Voice, tone, and messaging guidance - Approved images, icons, and examples - Existing guidelines or a useful reference link #### Keep it current Replace retired files and add the reason behind important rules. The brand kit should answer the repeated questions that would otherwise appear in every brief. #### Existing brand or rebrand Choose existing brand when the current system should guide the request. Choose rebrand when the identity, voice, or rules themselves are part of the work. A rebrand request still benefits from the strongest current assets because they show what is changing and what may need to remain recognizable. #### Make linked material accessible For Drive, Dropbox, Notion, Figma, and other external sources, use a sharing setting the delivery team can open. Test the link in a private browser window. Add a short note explaining which file or page is authoritative when the destination contains several versions. #### Treat the brand kit as a maintained source Remove retired logos, replace outdated type or color rules, and explain exceptions. Brand kit reminders indicate that useful context is still incomplete. Fix the missing source once rather than repeating the same explanation in every request. #### FAQ Question: Should I choose existing brand or rebrand? Choose existing brand when the current system should guide the work. Choose rebrand when the visual or verbal system itself is part of the work. Question: Why can the team not open my brand link? Check the sharing permission in Figma, Drive, Dropbox, or Notion. Test the link in a private browser window before relying on it. Question: What happens when a linked brand file is replaced? Update the brand kit reference and confirm the new destination is shared with the people who need it. A link can remain visible while its permissions or underlying file have changed. ### Services and brief templates Canonical page: https://app.piwot.co/docs/services-and-templates Control the request types your workspace uses and prepare better starting briefs. #### Services Workspace services shape the choices available when a request is created. Keep the catalog focused on work your team actually requests. #### Brief templates Templates provide a useful starting structure for common request types. They should prompt for the goal, audience, source material, constraints, and definition of done without pre-filling assumptions. #### Services shape request creation The service list controls which kinds of work customers can choose when creating or editing a request. Keep labels understandable to the people writing briefs. An Admin or agency operator can narrow the catalog for a workspace and add a custom label when the standard catalog does not fit. #### Service changes can affect matching A service category helps PIWOT℗ identify the specialist craft involved. A meaningful change from one discipline to another can make a different matched designer more suitable. A small wording change within the same discipline should not force unnecessary rematching. #### Build templates around recurring decisions - Goal and intended audience - Required source material and existing assets - Format, channel, dimensions, and technical constraints - Approval owner and target date - Definition of done and known exclusions #### FAQ Question: Why is a service or template missing? Workspace admins control the available service list and shared brief templates. Ask an admin to add or restore the option. Question: Can the service change after a request is created? Yes, when the work was categorized incorrectly or its scope changes. Review the brief after changing it because the service can affect matching and the questions the team expects answered. Question: Does a template prevent people from changing the brief? No. A template is a reusable starting point. Request owners should remove irrelevant prompts and add the specific audience, constraints, source material, and definition of done. ### Workspace settings Canonical page: https://app.piwot.co/docs/workspace-settings Find organization branding, connections, profile, links, notifications, and templates. #### Settings areas - Workspace: organization identity and team controls - [Slack icon] Connections: Slack and available integrations - Profile: your name, photo, and account preferences - [Notifications icon] Notifications: available delivery preferences - [Link icon] Links: default link and embed behavior - Templates: reusable request starting points when available #### Billing is separate Plan, invoices, billing details, and agreements live in [Billing icon] Billing rather than the general [Settings icon] Settings area. #### Workspace and personal settings are different Workspace identity, team access, services, shared brand context, and connections affect the organization. Profile, link display, calendar, and notification choices can be personal. Check the section heading before assuming a change will apply to everyone. #### Your role controls what can change Admins can manage organization-wide controls such as people, roles, Slack, and billing. Users and Light users can still see and update the personal settings available to them. A visible but read-only control usually means an Admin decision is required. #### Confirm changes where they take effect After updating a logo, role, service, connection, or preference, return to the board or relevant request and confirm the expected result. Billing remains a separate top-level area because subscription, invoice, and agreement changes have different permissions and consequences. #### FAQ Question: Why can I see a setting but not change it? Your workspace role may be read-only for organization settings. Ask a workspace admin to make the change or update your role. Question: Which settings affect everyone in the workspace? Workspace identity, team roles, services, shared brand context, connections, and templates are organization-level. Profile, notifications, links, and calendar preferences can be personal. Question: Why is a Settings control missing for me? The control may require Admin access, may not apply to the current plan, or may live in Billing instead. Confirm your role from Team before asking an Admin to make the change. ### Profile, link, and calendar preferences Canonical page: https://app.piwot.co/docs/profile-link-and-calendar-preferences Set the personal defaults that control how you appear, open links, and add booked calls. #### Profile Your name and photo help teammates recognize who joined a request or left feedback. Use a work identity that the rest of the workspace will understand. #### Link defaults Choose the default display for pasted links, then add domain exceptions for sites that should open as a card, plain URL, inline link, or embed. #### Calendar preferences Set the week-start preference used by supported calendar controls. Booking screens still show the active time zone, which you should confirm before choosing a call time. #### Use an identity teammates recognize Your name and photo appear beside participation and comments where available. Use your own account rather than sharing credentials. If you act from Slack, use /piwot link when Slack and PIWOT℗ do not recognize the same identity. #### Personal defaults do not rewrite existing content Changing the link default affects how supported links are inserted or displayed going forward. Site exceptions override the general default for their domains. Calendar week start changes supported date views, while the time zone shown by a booking surface still controls the actual appointment time. #### FAQ Question: Why did a calendar time change after I shared it? Calendar services can display the same booking in each viewer's local time zone. Confirm the zone shown on the booking receipt before sharing the time. Question: Will changing my link default rewrite existing requests? No. The preference controls how supported links are presented going forward. Existing content can keep its current display, and a site-specific exception can override the personal default. Question: Does my week-start preference change the team's calendar? It applies to supported calendar controls for your account. It does not rewrite another person's preference or change the time zone on an existing booking. ## Integrations ### Slack Canonical page: https://app.piwot.co/docs/slack Connect Slack, choose where updates go, understand every notification, and work with requests without losing the source of truth. #### Connect the correct Slack workspace A PIWOT℗ workspace Admin connects Slack from [Settings icon] Settings, then [Slack icon] Connections. The authorization screen shows the Slack workspace and permissions being approved. One Slack workspace can be linked to one PIWOT℗ organization at a time, which prevents one team's channels from exposing another team's board. 1. Open [Settings icon] Settings, then [Slack icon] Connections. 2. Select [Slack icon] Connect Slack workspace and confirm that Slack is showing the intended company workspace. 3. Approve the requested access. PIWOT℗ returns you to Connections after Slack finishes authorization. 4. Confirm the connected workspace name before choosing any notification channels. #### Choose up to five notification channels Select a [Channel icon] channel, then use Save channel + test. PIWOT℗ saves the channel and posts a test message so you know the app can write there. You can add up to five channels, and enabled workspace notifications are posted to every channel in the list. PIWOT℗ joins a public channel when you save it. For a private channel, the connection tries to invite the app for you. If Slack blocks that step, open the private channel's message box, run /invite @PIWOT, then return to PIWOT℗ and send the test again. Slack apps do not appear in the normal Add people search. #### Customer notifications you can receive in Slack The exact set depends on your workspace role and your controls in [Settings icon] Settings, then [Notifications icon] Notifications. Slack carries day-to-day request activity. Billing, security, direct mentions, team changes, and other events can use different default channels, so do not assume every in-app or email notification will also be posted to Slack. - Needs your input: a request moved to Needs Input and is waiting on your team - Work started: a request moved to Active and design is underway - Request finished: a request moved to Done and is ready to review - New files: someone uploaded a file to a request - New comments: activity was added to a request discussion - Support replies: PIWOT℗ Support answered your conversation - Brand kit reminders: important brand context is still missing #### Read a PIWOT℗ notification card Request cards are live. When a supported status move succeeds, PIWOT℗ updates the existing Slack card rather than leaving a misleading old status behind. A short progress note appears in the card thread so the change is still visible in the conversation history. - Header: what changed and which request needs attention - Linked request title: opens the exact request in PIWOT℗ - Workspace and actor context: shows where the update came from - Comment or file excerpt: includes the useful part of the update when available - Primary action: opens the request, delivery, file, support reply, or relevant settings area - Status actions: move the request when that action is available for its current state #### What happens when you paste a PIWOT℗ request link A link such as app.piwot.co/request/request-id opens that exact request after the viewer signs in. When the connected Slack workspace is allowed to view the request, PIWOT℗ can expand the pasted link into a request summary with its title, status, and useful actions. The preview does not bypass PIWOT℗ access control. Someone who is not a member of the connected workspace still cannot use the link to open private request data. #### Move requests from Slack A request card can offer moves such as Move to Active, Move to Done, Needs input, or Return to Active. You can also react to a mapped request card with ⚡ for Active, ✅ for Done, or ✋ for Needs Input. The first supported reaction performs the move and refreshes the card. Slack follows the same rules as the board. Moving into Active can fail when every Active lane is already in use. PIWOT℗ then explains which work is occupying capacity so you can finish or move another request before trying again. #### Create, find, and review work without leaving Slack The composer shortcuts beside Slack's message field also provide [Add icon] New request and Move a request. New customer requests begin in Backlog. Open the PIWOT app inside Slack and use its Home tab for a [Board icon] board snapshot, Active capacity, Needs Input, Backlog, Done, and the next useful action. - /new [title] or /piwot new [title]: create a request, with a form when more information is needed - /piwot status: show board counts, Active work, and requests waiting on input only to you - /piwot digest: post the same board picture visibly in the channel - /piwot list [backlog|active|needs|done]: list requests, optionally for one column - /piwot find : search request titles - /piwot brief : show the brief and latest comment - /piwot move: choose a request and destination in a form - /piwot done : mark one unambiguous request Done - /piwot comment: choose a request and add a comment through a form #### Know what a Slack thread does and does not sync Plain replies under a request card stay in Slack. This gives your team room for internal conversation without automatically copying every message into the customer-visible request history. Mention @PIWOT in a reply when the message should become a request comment. For an earlier reply, open the message menu and choose Add to request. To add a Slack file as a request note, share it in the request thread with @PIWOT. PIWOT℗ confirms in the thread when the comment or file note was added. #### Link your Slack identity to PIWOT℗ PIWOT℗ first tries to recognize a Slack user from the available account information. If Slack and PIWOT℗ use different email addresses, type /piwot link. Slack returns a private link that works for 15 minutes. Open it while signed in to the correct PIWOT℗ account. After linking, comments and status moves carry your PIWOT℗ name. Without a match, activity can appear as Someone via Slack. Use /piwot unlink to remove the explicit pairing. This identity link is different from a request link pasted into a channel. #### Reconnect, test, or disconnect Reconnect when private channels are missing, Slack says new permissions are required, or an older installation cannot use a newer feature. Accept the complete permission prompt, return to [Slack icon] Connections, refresh the channel list, and run Save channel + test again. Disconnect removes the workspace connection and stops PIWOT℗ from posting there. You can reconnect later, but you must confirm the workspace and notification channels again. #### How PIWOT℗ protects workspace data - Only a signed-in PIWOT℗ Admin can start the connection - Slack webhooks and interactive actions are signature-checked - An unknown Slack workspace receives no board data - A Slack action can only change a request linked to that installation's organization - Installing the Slack app alone does not grant access to a PIWOT℗ workspace Important: Slack helps work move. The request keeps the record. Use Slack for timely updates, quick status actions, and deliberately shared comments. Keep the current brief, complete files, approved direction, and final delivery in the PIWOT℗ request. #### FAQ Question: The Slack workspace is connected, but no channel is active. Open [Slack icon] Connections, select a [Channel icon] channel, then choose Save channel + test. The connection is not complete until the test proves that PIWOT℗ can post in that channel. Question: Why is my private channel missing? Reconnect Slack and accept the private-channel permissions, then refresh the channel list. If the channel appears but the test fails, run /invite @PIWOT in that private channel's message box. Question: Why did a request move fail from Slack? Slack enforces the same board rules. Active may be full, the request may have been deleted, or this Slack workspace may not control that request. Read the private response shown after the action. Question: Why did my thread reply stay only in Slack? Plain replies are intentionally private to the Slack thread. Mention @PIWOT in the reply, or use Add to request from the message menu, when it should become a request comment. Question: Why does my Slack action say Someone via Slack? Type /piwot link and open the private link while signed in to your PIWOT℗ account. The link expires after 15 minutes, so request a new one if needed. Question: Why did a pasted request link not expand? The PIWOT℗ app must be connected to that Slack workspace and allowed to unfurl app.piwot.co links. The request must also belong to the connected organization. The link itself still opens the request for authorized users. Question: Why did Slack ask for permission again? A workspace admin may need to approve installation, or the previous authorization may have been removed in Slack. Reconnect from PIWOT℗ [Settings icon] Settings. ### Goals reviews and planning calls Canonical page: https://app.piwot.co/docs/goals-and-calls Book available planning time, manage a booking, and connect goals to the workspace. #### Book a call Choose an available slot from the goals or planning-call area. Booking details are confirmed through the connected scheduling service. #### Change a booking Use the booking controls to reschedule or cancel when available. If a meeting recording or summary is connected later, it can support the goals record without replacing the agreed decisions in the workspace. #### Choose the right call Use a Goals Review for direction, priorities, and how design should support the business. Use a Planning Call when a concrete body of work needs sequencing, scope, or launch coordination. Add the reason for the call so the team can prepare rather than spending the meeting rediscovering context. #### Confirm the time zone The booking surface shows the active time zone. Check it before selecting a slot, especially when booking for teammates in another location. The calendar invitation is the final confirmation of the scheduled time and guests. #### Reschedule or cancel from the booking controls Use the available booking link or Goals area to move or cancel a call. Rescheduling preserves the meeting purpose while changing the time. If the guest list, reason, or workspace is wrong and cannot be edited, contact Support with the booking details. #### Record decisions back in the workspace A call can create useful direction, but requests remain the source of truth for work. Add agreed priorities to the relevant brief or Goals record and create separate requests for distinct outcomes. A recording or summary can support the decision without replacing the current written requirement. #### FAQ Question: Why do the available times look wrong? Check the time zone shown above the calendar. Change it before selecting a slot if you are booking for another location. Question: Can I change the people on a booked call? Use the booking controls to reschedule or cancel. If the guest list needs a separate change, open Support with the booking details. Question: Where should decisions from a planning call be recorded? Put request-specific decisions in that request's brief or comments. Add broader recurring goals to the workspace context so the next request does not depend on someone remembering the call. ## Billing and agreements ### Plans and Active Requests Canonical page: https://app.piwot.co/docs/plans-and-active-projects Understand plan access, included Active Requests, and the cost of parallel work. #### Plan access Your plan includes a set number of requests that can be Active at the same time. Backlog size does not use active-request capacity. #### Add parallel work Workspace admins can add Active Request capacity from Billing. The checkout shows the recurring addition and the date it affects before confirmation. #### Larger changes Changes above the self-serve limit move to a planning conversation so delivery and staffing can be confirmed first. #### Backlog and Active capacity are separate You can prepare future work in Backlog without consuming an Active lane. Capacity is used only by requests currently in Active. Needs Input and Done do not use the lane, which lets the team unblock or close work before starting something else. #### Only Admins change the plan Billing is visible according to workspace role, but subscription, payment, and capacity changes require Admin access. Review the amount, effective date, and updated capacity shown in the confirmation before approving a recurring change. #### The limit is enforced everywhere The board, restored requests, direct request updates, and Slack actions use the same Active limit. If a move is blocked, choose another status, finish current work, or review capacity in Billing. A priority label does not override the limit. #### FAQ Question: Does an unlimited backlog mean unlimited active work? No. You can prepare as many requests as you need, while your plan controls how many can be Active at the same time. Question: Why can I see Billing but not change the plan? Plan, payment, and subscription changes are restricted to workspace admins with billing access. Question: Do Backlog requests count toward Active capacity? No. Backlog can hold prepared upcoming work. Capacity is used only by requests in Active, and the same limit is enforced on the board, restoration, and Slack actions. ### Upgrades, trials, and access states Canonical page: https://app.piwot.co/docs/upgrades-trials-and-access-states Know what changes after an upgrade, conversion, pause, cancellation, or missing workspace state. #### Add Active capacity Billing shows the included capacity and any added Active Requests. Review the recurring amount, applicable date, and service coverage before confirming an addition. #### Move to a larger plan A larger plan can change capacity, service coverage, review cadence, or support. The confirmation screen is the source of truth for what changes and when the new terms take effect. #### Understand the access gate - Active subscription: the board and workspace actions are available for your role - Paused subscription: the board remains visible but request changes are blocked - Canceled or missing workspace: Billing or resubscription may be required before the board opens - Non-admin member: request work may remain available while billing controls stay read-only #### Read the effective state, not only the plan name An active, paused, canceled, trial, or incomplete workspace can expose different actions even when the plan label looks familiar. The Billing confirmation and access message explain whether the board is editable now, scheduled to change later, or waiting for payment or account setup. #### Before asking Support - Confirm the workspace and signed-in account - Check whether you are an Admin - Note the plan or access message shown on screen - Record the effective or renewal date - Include the order or invoice reference without sharing payment credentials #### FAQ Question: Why did an upgrade not unlock every control for me? Plan access and account role are separate. The workspace can gain capacity while billing and administration controls remain limited to admins. Question: What happens when a trial or access period ends? Read the access message and Billing state shown for the workspace. Editing can be limited until payment or subscription setup is completed, while the exact next action depends on the current state. Question: Why does Billing show a future effective date? Some changes apply at renewal or another stated date. Review the confirmation for the recurring amount, capacity, and effective date before assuming the board should change immediately. ### Checkout and payments Canonical page: https://app.piwot.co/docs/checkout-and-payments What happens from plan selection through agreement, Revolut Merchant payment, and account setup. #### Checkout order 1. Choose the plan. 2. Enter your work and company details. 3. Review and sign the Service Agreement. 4. Pay through the Revolut Merchant checkout. 5. Create the account password and continue to workspace setup. #### Payment confirmation The workspace is activated after the payment is confirmed. The payment webhook can complete fulfillment even if the browser is closed during the return to PIWOT℗. #### Use company information that can be verified Checkout asks for a work email, company website, company identity, and the person completing the purchase. This information creates the correct workspace and agreement record. Use the legal or operating business details your Admin team expects to see later in Billing. #### Agreement comes before payment When a Service Agreement is required, review the plan, commercial terms, legal party, authority statement, and current document before signing. The payment step follows the signed agreement so the workspace can retain one coherent commercial record. #### If the browser closes during payment PIWOT℗ waits for payment confirmation from Revolut Merchant before activating the workspace. That confirmation can arrive after the checkout tab closes. Reopen the order or sign-in flow before paying again, and contact Support with the order reference if the status remains unclear. Important: Never share payment credentials in support chat Support may ask for an invoice number, order reference, or the email used at checkout. It will not ask for your full card details or password. #### FAQ Question: Why was my email rejected during checkout? Checkout requires a work email so the subscription can be tied to the correct company workspace. Question: The payment form did not load. What should I try? Allow required scripts for app.piwot.co, disable strict content blocking for the checkout page, then reload. Use the invoice option when it is available to you. Question: What should I do if payment finished but the page did not confirm it? Do not submit the payment again while the result is uncertain. Check Billing once, then contact Support with the workspace, approximate time, and any non-sensitive confirmation reference. ### Service Agreements Canonical page: https://app.piwot.co/docs/service-agreements Review the agreement, understand the signature record, and download the signed document. #### Before payment Checkout presents the Service Agreement before payment when a signature is required. The signer confirms their legal name, authority, and acceptance. #### Signature evidence The agreement record includes the accepted terms version and signature evidence needed to reproduce the signed PDF and audit trail. #### Find the agreement Workspace admins can review agreement status and download the signed document from Billing, in the area shown for invoices and agreements. #### Confirm signer authority The signer should use their real legal name and confirm they are authorized to accept the agreement for the customer organization. If the wrong company or person appears, stop before payment and correct the checkout details rather than signing an inaccurate record. #### The signed record is reproducible PIWOT℗ stores the accepted terms version, document identifier, signature evidence, and commercial details needed to reproduce the signed PDF and audit trail. A shared preview link can be reviewed before signing without exposing checkout details in the URL. #### Download and retain your copy Admins can find the agreement in Billing and download the available signed PDF. Keep the document with the organization's other procurement records. Contact Support if the agreement status and payment state do not agree. #### FAQ Question: Why is the workspace asking for a signature before payment? The Service Agreement is a separate checkout step. Review it, confirm the signer name, and sign before continuing to payment. Question: Who should sign the Service Agreement? Use a person authorized to accept the agreement for the customer organization. The signer name, email, time, and document record become part of the retained evidence. Question: Can a signed agreement be edited in place? Treat the signed document as a fixed record. If legal or commercial terms must change, contact Support or the account team so the correct replacement process can be used. ### Invoices and billing details Canonical page: https://app.piwot.co/docs/invoices-and-billing-details Find invoices, complete the billing address, download PDFs, and follow an unpaid invoice link. #### Invoice access Workspace admins can open Billing, then Invoices, to review workspace invoices and download available PDFs. #### Billing details Complete the organization name and address used on invoices. Business and tax identifiers appear when relevant to the billing country. #### Unpaid invoices An unpaid invoice may include a Revolut payment link. The invoice status changes after payment is confirmed or an authorized administrator marks an offline payment as received. #### Complete billing identity before relying on the PDF Organization name, billing address, country, and applicable business or tax identifiers determine the invoice identity. Review them before downloading a final copy for accounting. A workspace display name is not always the same as the legal billing name. #### Understand the invoice status An invoice can be waiting for payment, paid, or otherwise updated by an authorized billing flow. A Revolut payment link may be available for an unpaid invoice. Do not create a second payment if the first attempt is still awaiting confirmation. #### What to send to Support Include the invoice number, workspace, billing email, displayed status, and the approximate time of the payment attempt. Never send a full card number, security code, online banking password, or secret payment credential. #### FAQ Question: Will changing billing details rewrite old invoices? Billing detail changes normally apply to future documents. Open Support when a previously issued invoice needs review. Question: Where can I download a paid invoice? Open Billing, choose Invoices, then open the invoice you need. Invoice access is limited to billing admins. Question: Can every workspace member download invoices? No. Invoice and billing-detail access is limited by workspace role. Ask an Admin to download the document or update the billing record when the control is unavailable. ### Pause, resume, or cancel Canonical page: https://app.piwot.co/docs/pause-resume-cancel Understand what happens to renewal, board access, and the end of the billing period. #### Pause Pausing stops renewal activity according to the terms shown in Billing. The board is locked while the workspace is paused, and Resume restores access when the pause can be ended. #### Cancel Cancellation is scheduled for the end of the current billing period unless the confirmation screen states otherwise. Review the effective date before confirming. #### Before changing the subscription - Confirm the effective date shown on screen - Download invoices or agreements your team needs to retain - Check unfinished requests and files - Tell support promptly if the displayed state does not match the confirmation #### Know what happens to the board A paused workspace keeps the board visible but blocks request changes until access resumes. A scheduled cancellation can preserve access until the displayed end date. The confirmation screen is the source of truth for when renewal and edit access change. #### Prepare before the effective date Finish or document active work, download required invoices and agreements, confirm who owns remaining files, and tell teammates when editing will stop. If the action was accidental, use Resume or contact Support before the effective date shown in Billing. #### FAQ Question: Why can I browse but not change requests while paused? A paused workspace stays available for reference but becomes view-only. Resume from Billing before creating or moving work. Question: Should I pause or cancel? Pause when you expect to return and want to preserve unused time. Cancel when the subscription should end instead of waiting for a restart. Question: Are our requests deleted when the workspace is paused? Pausing changes access according to the confirmation shown in Billing; it is not the same action as deleting requests. Prepare required files and note the effective date before confirming any subscription change. ## Account and safety ### Accept an invite and activate your account Canonical page: https://app.piwot.co/docs/accept-an-invite-and-activate-account Join the intended workspace, create access safely, and know what to do when an invite fails. #### Accept the newest invitation 1. Open the newest invite email or secure link sent by a workspace admin. 2. Confirm the workspace name and the email address being invited. 3. Sign in with the invited account or create the account when prompted. 4. Complete any required profile or onboarding steps. 5. Open [Team icon] Team to confirm that the expected workspace and role are visible. #### When the invitation is no longer valid Ask the workspace admin to confirm that the invite is still pending. A revoked, accepted, replaced, or expired link should not be retried repeatedly. Use the newly issued link instead. #### Avoid joining with the wrong account If the browser is already signed in with another email, sign out before accepting the invite. The invited email and the signed-in account should match unless the workspace admin changes the invitation. #### What the role changes The invitation assigns Admin, User, or Light user access. Admin can manage the workspace, team, and billing. User handles the normal request workflow. Light user focuses on following, commenting, reviewing, and sharing context. Ask the inviter to correct the role if it does not match your responsibilities. #### What happens after activation A new customer account continues into the setup appropriate for its role. Existing users return to the workspace after acceptance. Confirm the organization in the header or Team page before adding files or comments, especially if you belong to more than one workspace. #### FAQ Question: The invite opened the wrong workspace. What should I do? Sign out, confirm the invited email and workspace name, then use the newest invite link. Ask the workspace admin to revoke the incorrect invitation if needed. Question: What if the role shown after acceptance is wrong? Ask a workspace Admin to review the member in Team and change the role. Accepting the invite does not let the recipient grant themselves Admin access. Question: Can the same invitation be used by several people? An invitation is intended for the selected recipient and workspace. Create a separate invitation for each teammate, and revoke a link that was shared with the wrong person. ### Profile, sign-in, and password Canonical page: https://app.piwot.co/docs/profile-and-password Update your profile, sign in safely, and recover access when you forget the password. #### Profile Open [Settings icon] Settings, then Profile, to update the account details available to you, including your name and photo. #### Reset the password 1. Open the PIWOT℗ sign-in page and choose the password reset option. 2. Enter the account email. 3. Open the newest reset email and follow its secure link. 4. Choose a new password and sign in again. #### Use one account per person Individual accounts keep comments, approvals, invitations, and Slack actions attributable. Update your own name and photo rather than sharing a teammate's login. Ask an Admin to invite another person instead of giving them your password. #### Use only the newest reset email Password reset links expire and can be replaced by a newer request. Open the newest message for the correct email account. If the browser is signed in as someone else, sign out before completing recovery. #### When sign-in still fails Confirm the exact work email used for the invitation or checkout, then request one fresh reset. If the account exists but the expected workspace is missing, ask the Admin to check membership rather than repeatedly changing the password. Important: Reset links expire If the link is no longer valid, request a new email and use only the newest reset message. #### FAQ Question: The reset email did not arrive. What should I check? Check spam and the email address used for the account. Request one new link, then use the newest message because older reset links may expire. Question: Which password reset email should I use? Use only the newest reset email. Older links can expire when another reset is requested. Confirm the account email before choosing a new password. Question: Should teammates share one account? No. Give each person their own invitation and account so roles, comments, Slack identity, notifications, and access removal remain attributable to the right person. ### Security and privacy Canonical page: https://app.piwot.co/docs/security-and-privacy Use the workspace safely and know what should never be shared in a request or chat. #### Safe workspace use - Use individual accounts rather than shared passwords - Remove access when a teammate leaves - Upload only material your organization is allowed to share - Keep passwords, card numbers, API keys, and secret tokens out of requests and chat - Check the destination before following a payment or reset link #### Public policies The current Privacy Policy and Terms are available from the public legal pages on app.piwot.co. #### Access follows workspace membership Requests, attachments, and organization settings require an authenticated account with the appropriate workspace membership. A copied request URL does not make the content public. Remove membership promptly when a teammate leaves or no longer needs access. #### Share the minimum useful data Briefs and support conversations should contain the context needed for the work, not every internal record available. Redact unnecessary personal information, use approved files, and keep passwords, card credentials, API keys, and secret tokens out of the platform. #### Check policies for formal requirements The public Privacy Policy and Terms explain the current legal commitments. A customer security questionnaire or data-handling requirement can be discussed with Support, but a request comment is not the right place to negotiate access or legal terms. #### FAQ Question: Can I share a private request link outside the workspace? Request access follows workspace authentication. Invite the person with the right role instead of forwarding an authenticated link. Question: Does sharing a request URL make the request public? No. The viewer must still sign in with access to the correct workspace. A copied URL is a route to the request, not a replacement for membership or permissions. Question: Can I upload passwords or API keys for a request? Do not place passwords, payment credentials, API keys, or secret tokens in briefs, files, comments, Slack, or Support. Use your organization's approved secret-sharing process instead. ### Troubleshooting Canonical page: https://app.piwot.co/docs/troubleshooting Collect the right context before asking for help with a page, request, payment, or integration. #### Try these checks first 1. Refresh the page and repeat the action once. 2. Confirm you are signed into the correct workspace and have the required role. 3. Open the exact request or settings page again from the main navigation. 4. For Slack, check the connected workspace and channel before reconnecting. 5. For billing, note the invoice, order reference, and time of the attempt without sharing card details. #### Send useful context - The page or request URL - What you were trying to do - What happened instead - Your workspace role - A screenshot with private information removed - Whether the issue is blocking work or can wait #### Identify the layer that failed Separate account access, workspace permissions, request state, file behavior, Slack connection, and billing confirmation. A full Active limit needs a different fix from a missing role, expired invite, blocked embed, or disconnected notification channel. #### Capture evidence without exposing secrets Record the page URL, workspace, visible message, browser, approximate time, and repeatable steps. Crop screenshots to the relevant area and remove customer data that Support does not need. Never include passwords, card details, reset links, private invite tokens, or API keys. #### Explain the impact Say whether the issue blocks all work, one request, one person, or one optional integration. Include a safe workaround if one exists. Clear impact helps Support prioritize correctly without guessing from the error message alone. #### FAQ Question: What should I try before reporting a display problem? Reload once, try a current Chrome, Safari, Firefox, or Edge release, and check whether the issue follows your account in a private window. Question: What should I avoid while testing a fix? Do not repeat payment, invitation, deletion, or cancellation actions when the first result is uncertain. Open Support so the existing state can be checked safely. Question: Should I repeat an action when the first result is unclear? Do not repeat payment, deletion, invitation, cancellation, or other consequential actions until the existing state is known. Capture the time and visible result, then ask Support to check it. ## Canonical links - Product: https://app.piwot.co - Documentation: https://app.piwot.co/docs - Privacy: https://app.piwot.co/privacy-policy - Terms: https://app.piwot.co/terms