How every part of Aquaindy works: setting up a workspace, running client work, automation, templates, finance, capacity, reports and billing.
From a new account to a working workspace with your team, a client and a first project.
Aquaindy is one workspace for an agency’s client work: clients, projects, tasks, milestones, deliverables, client approvals and requests, plus automation, reusable templates, project finance, team capacity and reports.
It never generates content, never processes your clients’ payments and does not give financial, tax or legal advice. Figures are calculated from what your team records.
Anyone can create an account. The verification link in the email is valid for 24 hours; you can sign in only after verifying.
A workspace holds one agency’s data. Nobody sees anything in it unless they are a member. One person can own up to 5 workspaces and belong to any number.
Open Clients, type the client’s name under New client and choose Add client. Then open Projects, name the project and choose Create project; every project belongs to one client.
To start with stages, tasks and approval gates already in place, apply a blueprint instead (see Blueprints).
Invite your team from Members, and your client from the project’s Share with a client panel (see Client portal).
Every new workspace starts with a 3-day free trial with every part of Aquaindy switched on. A banner on every workspace page shows the days left. When it ends without a plan, the workspace becomes read-only until the owner chooses one. Nothing is deleted. Details are under Plans and billing.
Signing in, keeping your account safe and managing your personal data. All of it lives on the Account page (the person icon in the header).
Email and password is always available. Tick Keep me signed in on this device to stay signed in for up to 14 days; otherwise the session ends after 12 hours or when the browser closes.
Continue with Google signs you in with a Google account whose email Google has verified, when the server has Google sign-in set up. Google’s own 2-Step Verification protects those sign-ins.
Sign in with a passkey uses your device’s fingerprint, face or PIN instead of a password (see Passkeys).
After 10 wrong passwords the account is locked for 15 minutes.
The reset link is valid for 1 hour. Resetting signs you out on every device, and also counts as verifying your email.
Two-factor sign-in asks for a 6-digit code from an authenticator app (such as Google Authenticator, 1Password or Authy) after your password. Aquaindy never uses text messages.
Keep the 10 recovery codes somewhere safe: each works once, in place of a code, if you lose your phone. Get new recovery codes replaces them all.
A passkey is stored on your device or password manager and signs you in without a password. It counts as both sign-in steps, so no authenticator code is asked for.
Add one under Account → Passkeys with Add a passkey; you can keep up to 10, for different devices. Your password keeps working alongside them.
Account → Signed-in devices lists every browser signed in to your account, with when and where it was last used. Sign out ends one session; Sign out of all other devices ends every session except this one. Do this if you used a shared computer or lost a device.
Download my data (JSON) gives you everything held about you: account details, sign-in methods, sessions, memberships, notification settings, notifications, saved filters, comments, time entries, time off and your recorded actions.
Delete my account is immediate and cannot be undone. Type DELETE and, unless you only sign in with Google, your password. It is refused while you own a workspace that is still active: delete that workspace first. Your name and email are erased; your work stays in its workspaces as “Deleted user”, and approval decisions keep your name as the record of the decision.
Each member has one role per workspace. Roles decide what a person can see and change.
Owner: everything, including Plan and billing and deleting the workspace. Every workspace has exactly one owner, who cannot be removed.
Admin: everything except billing and deleting the workspace.
Project manager: runs clients, projects, automation, templates and scheduling, and manages day-to-day project finance. Approving budgets and scope changes, cost rates and alert rules stays with owners and admins.
Member: sees the workspace’s clients, projects and schedules, works on tasks in projects they belong to and logs their own time on them. Members never see costs or rates.
Finance viewer: everything a member sees, plus project finance figures and finance exports. Cannot change budgets or rates.
Client guest: only the client portal, and only for the projects they were invited to. Guests never see tasks, internal comments, costs, rates or staff schedules, and do not use a seat.
An owner can invite people as Admin or any role below it. An admin can invite project managers, members, finance viewers and client guests. A project manager can invite members and client guests. Members and finance viewers cannot invite anyone.
You need a verified email address to invite people.
A project marked Restricted to the project team is visible only to its team and to roles that manage projects. To everyone else it does not exist, in lists, search and reports alike.
Settings, members, teams and the workspace’s own data. Settings has tabs; each one is linked by its address, so you can bookmark it.
Workspace name, time zone, base currency, working days and hours in a working day (1 to 24). Dates, deadlines and daily checks follow the workspace time zone.
The base currency cannot change once cost rates or project finances exist, so that past figures stay correct.
Aquaindy has five project statuses: Planning, Active, On hold, Completed and Cancelled. Under Settings → Project statuses you can rename them, reorder them, switch some off and choose the default for new projects.
New projects cannot be created in, or moved to, a switched-off status; projects already in it keep it. Reports and automation keep using the standard meaning of each status.
Settings → Client fields adds up to 15 fields of your own to every client: short text, long text, dropdown, date or link. They are internal and never shown to clients.
Settings → Notifications chooses what you are notified about in this workspace: tasks assigned to you, approvals, client requests, comments and client portal uploads, plus automation notices, budget alerts, scheduling problems and report exports where you can receive them.
Each topic can be switched off in the app. Automation notices also have an Email switch, for automation rules that send email. These settings are personal; they never change anyone else’s. Sign-in, password and invitation emails are always sent.
Invitations are valid for 7 days. Inviting the same address again replaces the earlier invitation. Each internal member uses a seat on the plan, and so does each pending invitation; client guests do not.
Pending invitations, under the members list, shows who has not accepted yet; Revoke cancels an invitation and frees its seat.
Owners and admins change a member’s role with the role menu in their row of the members list, and remove them with Remove. You can change or remove only people whose role you could give yourself, never the owner, and never your own role.
Removing someone ends their access at once; their work stays in the workspace. Anyone except the owner can leave a workspace with Leave workspace in their own row.
Teams group internal members, for example Design or Development, on the Members page under New team. Automation can assign work to a team and capacity totals can be read per team.
Tick This team has its own working week when a team works different days or hours. A person’s own availability comes first, then their first team with its own week, then the workspace week.
Owners find both under Settings → Data and deletion. Export workspace (JSON) downloads every record in the workspace and its members. Secrets and sign-in details are left out, and files are listed by name and size.
Delete workspace asks you to type the workspace name. It closes at once for everyone and is permanently deleted after 30 days. Until then the owner can choose Keep this workspace on the Account page to cancel.
The core of Aquaindy: who you work for, what you are delivering and who is doing it.
Each client has a status (Lead, Active or Inactive), contacts with one marked Primary, up to 20 tags, your custom fields and internal notes. Internal notes and tags are never shown to the client.
The client page shows its projects and a history across projects. A client with active projects cannot be archived.
A project belongs to one client, which cannot change later. It has an owner, who is always on its team, a status, dates and its team. Show in client portal makes it available to invited client guests.
Project tabs: Overview, Tasks, Deliverables, Requests and Activity, plus Financials for people who can see finance. Archived projects are read-only.
Saved filters keep a search and filter combination on the Projects list and in My work; they are personal, up to 30 per list.
Tasks show as a Board or a List; each project chooses which opens first. Priorities are Low, Medium, High and Urgent. Statuses are To do, In progress, In review, Blocked, Done and Cancelled.
Project team members and project managers create, edit and move tasks; only project managers delete them. People assigned to a task must be on the project team.
A task can have subtasks one level deep. Under Waits for, a task can depend on other tasks in the same project. A task cannot be marked Done while a task it waits for, or one of its subtasks, is still open.
Milestones mark the dates that matter to the client. Project managers create and change them. Show to the client puts a milestone in the client portal. Deleting a milestone keeps its tasks.
Comments on a project are either Internal or Visible to the client; comments on tasks are always internal. Comments can be deleted but not edited.
Activity records who did what and when, per project and per client. Client guests see only the activity of items shared with them.
Upload PDF, PNG, JPEG, GIF, WebP, text, CSV, ZIP, Word, Excel and PowerPoint files up to 25 MB each. The file’s content must match its type, and uploads count towards the workspace’s storage.
Files are internal until you choose Shared with client. A file used by a deliverable version cannot be deleted. When the server scans uploads for malware, infected files are quarantined.
The search box in the header finds clients, projects, tasks, deliverables and requests by name (at least 2 characters), within what you are allowed to see. Archived items are left out. Client guests do not have search.
Export CSV on the Clients, Projects, Tasks and Requests lists downloads up to 10,000 rows. Cells are protected against spreadsheet formulas, and each export is recorded in the audit trail.
Import brings clients, projects and tasks in from CSV files, up to 2,000 rows each. Import clients first, then projects, then tasks. Preview changes nothing; if any row has a problem, nothing is imported.
A row whose external_ref, or name, matches a record already there is skipped as Already there, so importing the same file twice is safe. Projects name their client in a client or client_ref column, tasks their project in project or project_ref. Separate tags with semicolons and write dates as YYYY-MM-DD.
Sharing work with clients, getting a recorded decision and taking their requests.
A deliverable is something you hand to the client, such as a homepage design. Each upload is a numbered version that never changes; Upload a new version adds the next one.
Only the newest version can be sent, and one request can be open per deliverable. Approvers can be team members or client guests with access to the project, up to 20, and Sign-offs needed sets how many approvals are required.
A single Reject or Request changes closes the request at once. Each decision is tied to the exact file: if the file has changed, the decision is refused. Decisions can never be edited or deleted.
Uploading a new version marks the open request Replaced by a newer version; send a new request for the new version.
Clients send requests from the portal; Log a request for the client records one that came by phone or email (those stay internal). A request moves from New to In review, then Accepted or Declined, which is final.
Convert to a task turns a request into work and marks it Accepted. Decline needs a reason, which the client sees. Settings for the portal can add up to 15 fields to the request form.
The project must have Show in client portal switched on. Tick Allow the client to upload files if they should send you files.
Your projects lists the projects they were invited to. For each: milestones you chose to show, Shared files, Work for your review with Approve, Request changes and Reject, Your requests with Send a new request, Conversation with the team, and shared activity.
Clients never see tasks, internal comments or files, costs, rates or your team’s schedules.
Client portal (under Workspace in the sidebar) sets the welcome message, whether clients can send requests, the request form fields, and who has access, with Revoke for each person.
Brand settings set the name shown to clients, an accent colour (text on it switches between black and white automatically), a contact email and a logo (PNG, JPEG or WebP up to 256 KB). The brand applies to portal pages, not to emails.
Where each person finds what is waiting for them.
My work gathers everything for you across projects: Tasks, Approvals (Waiting on me or All approvals) and Files.
Calendar shows tasks, milestones, approvals and time off in Month, Week or List view. Drag a task to another day to move its due date; milestones can be moved by project managers.
Aquaindy creates its own calendar called Aquaindy in your Google account and touches no other calendar. It sends your tasks, milestones of your projects, your time off and approvals waiting for you; no finance figures. It syncs every 15 minutes, or now with Sync now.
Moving a task to another day in Google changes its due date in Aquaindy. Anything else changed in Google is put back at the next sync. Disconnecting removes the Aquaindy calendar.
The bell in the header opens your notifications from every workspace; mark them as read as you go. Emails go out for approval requests and for automation rules that send email, besides sign-in and invitation emails.
Every notification email has an unsubscribe link that stops notification emails to that address. Sign-in, verification and password emails are always sent.
Rules that do routine work for you: when something happens, check conditions, then act.
A rule has a trigger, optional checks (all of these are true, or any of these is true; up to 20, nested up to 3 levels) and one or more actions, run in order.
A published rule runs with the permissions of the person who published it. If they can no longer manage automation, it stops running. Editing makes a new draft; the published version keeps running until you publish again.
A project is created; a task changes status; a task is due soon; an approval is decided; a client request arrives; on a schedule (every day, week or month); a budget alert fires; a scheduling problem is found.
Create a task; assign the task (to a person, a role or a team); change the task’s status; set the task’s due date; update a milestone; send an in-app notification; send an email to internal members; apply a blueprint.
Test run shows what a rule would do, step by step, against a real item or built-in sample data. It never changes anything.
Each workflow lists its runs, and All runs lists every run in the workspace. A step that fails for a temporary reason is retried up to 5 times, waiting longer each time; after that the run shows Needs attention and can be retried by hand with Retry. A rule that is itself wrong fails at once.
A workflow that fails 5 times in a row is paused automatically: fix the cause, then publish it again. A chain of rules triggering each other stops after 3 steps. Up to 5 runs happen at the same time in one workspace; others wait their turn. Each plan has a monthly number of runs.
A run is recorded as skipped, with the reason, when its checks did not match, the chain of rules was too long, the month’s runs were used up, the publisher can no longer manage automation, the workflow was paused or changed, the item no longer exists, the rule is invalid, or the free trial has ended.
Reusable project plans, so every project of a kind starts the same way.
The Library has ready-made blueprints: Website Launch, Website Maintenance Retainer, Brand Design Project, Client Onboarding and Agency Internal Launch Checklist. They are read-only; Duplicate one to adapt it.
New template starts from the library or from a blank plan. A template holds stages, tasks, subtasks, checklists, tasks that must finish first, deliverables with an approval gate, automation rules and project defaults.
A template is a draft until published. Each publish is a new version with a note on what changed; Stop offering retires it without affecting projects already made from it.
You always see a preview first. Anything the project already has is skipped, so applying twice does not duplicate work. Automation rules arrive as drafts for you to review and publish.
Project budgets, costs and margins, visible only to people with finance access. Included in the Agency plan.
Finance shows project economics across the workspace, time waiting for approval, cost rates and alert rules. Each project’s Financials tab has Summary, Budget, Expenses, Time, Scope and scenarios, and Invoicing.
Owners, admins, project managers and finance viewers see it. Members and client guests never receive cost figures. Aquaindy records your own project costs; it does not invoice or take payments.
A budget is drafted and then approved by an owner or admin. An approved budget never changes; to change it, draft a new revision. Forecasts and alerts compare against the approved budget.
Cost rates are what an hour of work costs you internally, never what you bill. A person’s own rate wins over their role’s rate. Rates are not edited: end one and add the next, so past costs stay as they were. Overlapping rates are refused.
Everyone on a project’s team logs their own time on the project’s Time tab, with Log time: the date, hours, optionally a task and a note. They see their own entries and whether each is submitted, approved or rejected, never costs, and can withdraw an entry until it is approved. People with finance access log and approve time under Financials → Time.
Approving an entry fixes its cost at the rate in force on the day of the work. Time without a rate has no cost, and a warning says so.
Expenses go from Draft to Posted; a posted expense is never deleted but can be voided with a reason.
Each project either uses the base currency only or allows foreign currency. A foreign expense records its exchange rate, where the rate came from and its date, which cannot be in the future or more than 31 days from the expense. Projects kept in another currency are left out of workspace totals.
A scope change is an assumption until an owner or admin approves it. What-if scenarios show the effect of changes on cost and margin without changing any record.
Alert rules watch actual cost as a percentage of the approved budget, forecast cost over budget, forecast margin falling to a level, and unfinished milestones due soon. An alert fires once each time the line is crossed and notifies owners, admins, finance viewers and the project’s leads. It can also trigger automation.
Who is available, what they are planned on, and where the schedule will not hold. Included in the Agency plan.
Resources → People shows each person’s hours per week, working days and skills. Everyone can edit their own; resource managers can edit anyone’s.
Add time off as leave, public holiday, training or other, and choose who sees it: the whole team; dates for everyone with the reason for managers; or private, only you and managers. Private time off still reduces your availability.
Plan work books a person on a project for a period, as Tentative or Confirmed; drag a plan to another person or day to move it. What if previews a change without saving it, and Suggest a slot finds free time without assigning anyone.
A task’s effort plan (planned hours, dates and skills) is used for capacity in place of its estimate.
Capacity shows planned against available time per person, team and week. Utilisation is left empty, not zero, when nobody is available.
Aquaindy checks the next 8 weeks every day for: over capacity, work planned during time off, unplanned work due within 14 days, and projects with work due but nobody planned. Problems appear on Capacity and can trigger automation.
How the agency is doing, from live figures. Included in the Studio and Agency plans.
Insights shows project delivery, pending approvals and automation activity. A project counts as at risk when an open milestone is overdue, its due date has passed, or more than a quarter of its open tasks are overdue. A dash means there is nothing to divide by yet; Aquaindy never invents a percentage.
Build dashboards from widgets: one figure, what needs attention, projects at risk, pending approvals, automation, cost overview and capacity. A dashboard is just for you, or shared with the whole workspace by a project manager or above.
Reports produce CSV files: project delivery, pending approvals, automation runs, capacity by week and project costs (the last two need resource or finance access). A report is ready to download for 7 days, by the person who asked for it.
The free trial, the paid plans and what happens between them. Only the owner manages billing, under Settings → Plan and billing.
Starter: one internal user, unlimited projects, 10 GB of storage, the client work pillar, automation and blueprints.
Studio: priced per seat, 2 to 25 seats, 10 GB per seat, adding insights, dashboards and reports.
Agency: priced per seat, 2 to 100 seats, 25 GB per seat, adding finance and resource capacity.
Every plan includes unlimited client guests. Prices, monthly or yearly (two months free), are on the Pricing page.
A new workspace has 3 days with every part switched on, for up to 5 internal members and 10 active projects.
When the trial ends without a plan, the workspace becomes read-only: everything stays visible and exportable, but nothing can be added or changed and automation pauses. The owner can still choose a plan, export data, delete the workspace and remove members or invitations to fit a plan. Choosing a plan lifts read-only at once.
Payment is handled by Paddle, our reseller, which also issues receipts and handles sales tax. Aquaindy never sees your card details.
Studio and Agency charge per internal seat. Update seats changes the number, prorated by Paddle. You cannot go below the seats in use, which are members plus pending invitations; remove members or revoke invitations on the Members page first.
Manage subscription opens Paddle’s customer portal to change plan, update the payment method, download invoices or cancel. When a subscription ends, the workspace returns to the free plan in read-only mode; nothing is deleted.
Sidebar items your plan does not include show a lock and the plan that has them. Anything created there earlier is kept and comes back when the workspace moves to a plan that includes it.
The questions we hear most, and what to check.
Check that you verified your email: the link is valid for 24 hours. After 10 wrong passwords, wait 15 minutes. If you lost your authenticator, use a recovery code. Otherwise reset your password.
Look in spam or junk, and check the address on your account. If you used an unsubscribe link, notification emails to that address stop, but sign-in and password emails still arrive.
The workspace’s trial is over and it is read-only. The owner can choose a plan under Settings → Plan and billing; everything comes back at once.
The project is restricted to its team. Add them to the project team, or ask a project manager. Client guests see only projects they were invited to, and only when Show in client portal is on.
A task it waits for, or one of its subtasks, is still open. Finish or cancel those first.
A new version of the deliverable was uploaded. Approvals belong to one exact version, so send a new request for the new version.
It failed 5 times in a row. Open its runs to see the error, fix the cause (often a removed member or archived project), then publish it again.
Finance needs the finance permission, which members and client guests do not have, and the Agency plan. For a project in another currency, figures stay out of workspace totals.
Check the size (25 MB at most), the type (see Files) and that the file really is what its name says. A full storage allowance also refuses uploads.
Google sign-in, Google Calendar, two-factor sign-in and paid checkout each need the operator to configure them. Contact support.
If the documentation does not answer your question, we are glad to help. Tell us your workspace name and what you were trying to do; never send passwords or two-factor codes.
Write to support@aquaindy.com for help, sales, privacy and data requests. We answer on working days.
The status page shows whether the app and its background work are running right now.
Report a vulnerability as described on the security page, by email, before telling anyone else.