Help centre

Signing up needs no card. There are five screens, with a verification email after the first one.

1. Go to app.wolovy.com/register, enter your email, the interface language and your company’s country or region, and click Continue.
2. Open the email “Continue your company signup in Wolovy” and click Continue signup. The link lasts 24 hours.
3. Create your password, 8 to 16 characters long.
4. Enter the company name. It has to be unique in Wolovy and can’t be changed later.
5. Choose your modules: Tickets, Maintenance, Planning, Calendar, Economy, Client Portal and Project Management. They all start switched on except the Client Portal. Click Create.
6. Invite your team, or click Finish to do it later.

Whoever creates the company becomes its Admin. The country sets the company’s time zone. Signup suggests the one that matches your browser’s time zone; if you pick “Global (UTC)”, Wolovy uses UTC. You can change it in General Settings, General tab.

1. Click your name at the bottom of the sidebar and go to Users.
2. Click + and enter the name, email and role. If you’re an Admin, you can also set their hourly price and cost.
3. Save. They get an email with a Create password button; the link lasts 24 hours.

If it doesn’t arrive or it expires, use the reset password button on their row: it sends the invitation again.

Admins and Project Managers can invite people. People you invite while signing up join as Workers, and their link lasts 7 days. An email address that already has a Wolovy account can’t be invited.

Admin sees and sets up everything: Economic Health, statistics, hourly prices and costs, clients, company settings, departments and API keys.

Project Manager manages other Project Managers and Workers, sees and corrects anyone’s hours, and sees the clients and the vacation summary.

Worker works on their projects, tracks time and corrects their own hours.

Project Management and the Client Portal are open to every role.

Click your name at the bottom of the sidebar and open My settings:

• Interface language: Spanish, Catalan, English, French, Italian or German. It also changes the language of your emails.
• Reset password: we email you a link to set a new one, valid for 24 hours.
• Color mode: light or dark.

An Admin or a Project Manager changes your name in Users. The email address can’t be changed.

1. Click the round + button at the bottom right and choose New project.
2. Pick the client and type the project name.
3. Save. The full project card opens so you can fill in the rest.

The project gets an automatic code with the year and a number, like 2026-10001, and whoever creates it is assigned to it. Any role can create projects.

The client is required. If it doesn’t exist yet, an Admin creates it in Clients or imports it from a CSV.

1. Open the project from the list.
2. Under Assigned, tick the people working on it.
3. Choose the project’s status and priority.
4. Changes save by themselves: close the project.

The list then shows the status, the priority and who is on each project. Whoever creates a project is assigned to it automatically.

A project goes through No status, Budget, Production, Finished and Invoiced, or Cancelled. It starts with no status.

When you mark it Invoiced, its assignees are removed and, if it has no sale price, Wolovy works it out. Finishing, invoicing or cancelling it deletes the repeating calendar events it had left.

In the project card, enter the hours in Global time limit. Each job can also have its own limit.

When the limit is reached, the hours on the project card turn red with a warning. In Economic Health, the project turns yellow at 80% and red once it goes over.

For services that repeat every month. It needs the Maintenance module.

1. In the project card, switch on Maintenance.
2. Enter the service and the Monthly limit in hours.
3. Each month has its own row with the hours logged and a notes field.

A month that reaches the limit turns red. All maintenance projects are in Maintenance, and their cards show “M 2026” instead of the code. The card saves itself and has an Undo button.

In the project card, click Add job. Each job has its own play button and can have its own hour limit.

They’re the same jobs Project Management uses: when you track time on a task, you pick the job and the time goes to that pair.

Until September 2026 they were called subtasks.

1. In Project Management, click + next to Projects.
2. Enter the name and the key, 2 to 6 letters or numbers. Tasks are numbered with it: WEB-1, WEB-2…
3. Pick the Linked project: that’s where the hours count.
4. Choose the communication language, used for emails to people from outside.

Anyone in the company can create projects, manage their members and invite people from outside.

Each project’s tasks sit in four lists: Todo, Backlog, Validation and Done. To change the status, drag the task to another list or use its picker, which also has In Progress and Canceled.

The + on each list creates the task in that list. The + next to the project in the menu creates it in Backlog.

Each task has a priority (Urgent, High, Medium, Low or none), can have several assignees and takes the project’s labels. It accepts files up to 10 MB (images, PDFs, text and Office documents), up to 50 per task.

Until September 2026 they were called issues.

My Tasks gathers your open tasks: the ones assigned to you in Todo, Backlog and Validation, by priority.

The Inbox collects the activity on tasks you follow or are assigned to, the comments in your projects and whatever enters or leaves Validation. The number in the menu is what you haven’t read yet.

If the company has its mail server set up, followers of a task also get its comments and status changes by email.

1. Go to the project’s Home, under assignments.
2. Enter their name and email, and click Invite to send them the link, or Link only to copy it and send it yourself.

They don’t need an account or a password, and the link doesn’t expire. To take someone’s access away, click Remove from project.

They can create tasks, edit them, change their status and priority, comment and upload files. They don’t see who tasks are assigned to, don’t track time and can’t delete tasks or change the project.

If you switch on Email to people from outside in the Home, they get an email when a task is sent for validation and when someone from the team comments. It’s off by default.

When the team finishes a task, move it to Validation. The person from outside sees it in their Inbox, reviews it and changes the status: to Done if it’s right or back to Todo if something needs changing.

While it waits, the task stays in the assignee’s My Tasks.

Press play wherever you’re working:

• on a project’s card, or one of its jobs, in Projects, Maintenance or the Dashboard;
• in the project card, with Start timer;
• in a calendar event;
• in a ticket linked to a project;
• in a Project Management task (if it has jobs, you pick one);
• on an earlier line of your day, in Time, to resume it.

Only one timer runs per person: starting another one closes the previous one and both stretches are logged. The running timer shows in the sidebar, and its red button, with the time on it, stops it.

1. Go to Time and pick the day.
2. Change a line’s start or end time and click Save, or delete it with the bin.
3. To add a line, click +, pick the project and click Add. Then adjust its times.

The end has to be after the start, and a line can’t go past midnight.

Everyone corrects their own hours. Admins and Project Managers can pick someone else under User and correct theirs; Admins can also do it from Statistics, in each person’s month.

At 23:59 company time, timers that are still running close by themselves, so a forgotten one doesn’t inflate the next day.

The time comes from the company’s country, in General Settings, General tab. If it’s set to “Global (UTC)”, they close at 23:59 UTC.

Monday to Friday, everyone gets the email “Your dedicated hours” with their hours for the day and the split by project. It’s switched on for the whole company, and it’s off by default.

1. An Admin sets up the company’s mail server in General Settings, in the SMTP tab. Without it, nothing is sent.
2. Under email notifications, switch on Notify current day’s dedicated hours and choose the time (18:00 by default). Test lets you try it.

Admins see it. It starts switched on, and you turn it on or off for the whole company in General Settings, General tab, with the Economy switch. It saves itself.

If you switch it off, the Economic Health menu and the projects’ profitability block disappear.

1. Click your name at the bottom of the sidebar and go to Users.
2. Open the person, or create a new one.
3. Enter their Hourly rate (what you charge for their hour) and Hourly cost (what it costs you).

Only Admins see and change them. They apply to all of that person’s hours, past ones included: if you change a rate, earlier figures change too.

In the project card, Profitability block, which only Admins see:

• Budget: the total quoted.
• Cost: whatever isn’t hours, such as printing, licences or outside services.
• Final Price: what gets invoiced.

Below it you see each person’s hours times their hourly rate, and the total. It saves itself.

If you mark the project Invoiced with no final price, Wolovy sets budget plus cost or, if there’s neither, the hours times each person’s hourly rate.

While the work is going on: green below 80% of the global time limit, yellow between 80 and 100%, and red once it goes over. No limit, grey: there’s nothing to measure it against. Every hour of the project counts, not just those in the period you’ve picked.

Once invoiced, or done with a final price: yellow if the Hourly Price (the price of all its hours) is above the final price, green if not. It never turns red.

The budget doesn’t count for the traffic light.

At the top you have the search (code, title, notes, client name or email), the period, the client and the status.

The period can be the current month, the last 30 days, the current year, the previous year or the dates you choose. Every project with hours in that period shows up, and so does every one that was finished or invoiced within it.

In the list each project shows in full, with all its hours and all its figures. The Period Summary, on the other hand, adds up only the period’s hours, with their price and cost; the Budget and the Sale Price count only invoiced projects, and the Result is those projects’: their sale price minus what they cost.

Click a project to see its detail and each person’s share, with all their hours.

Admins only. You pick the month and the year, and you see:

• Yearly project evolution: each month, the new, finished, invoiced and cancelled projects.
• Monthly dedication by user: each person’s hours and the projects they worked on.

Click a person’s bar to open their month: days worked, average per day, the hours for each day and their time lines, which you can correct right there.

1. Click the round + button at the bottom right and choose New client.
2. Enter the legal name and the trade name and, if you like, the address, phone, one or more emails (comma-separated), a colour and a note.
3. Save the client.

Admins create clients. In Clients you search them by name or email and, when you open one, you see its notes and projects. Before you delete one, Wolovy shows you what would be lost.

1. Go to General Settings, CSV Import tab.
2. Click Download CSV template and fill it in: legalName and tradeName are required; email, phone, address and initialNote are optional.
3. Pick the file and click Import clients.

It’s comma-separated, UTF-8, and up to 10 MB. A column that isn’t in the template rejects the whole file. Clients with an email that already exists are skipped, and rows with errors are listed at the end.

Only clients are imported: no projects or hours. An Admin does it.

First, an Admin switches the module on in General Settings, General tab, with the Client Portal switch. It starts off.

1. Go to Client Portal and click Create Client Portal.
2. Pick the client, the portal name (if you leave it empty, the client’s is used) and the language: Spanish, Catalan, English, French, Italian or German.
3. When it’s ready, switch on Portal active in the General tab: the link only works while the portal is active.

Any role can manage portals, and a client can have more than one.

It’s in the Links tab. The portal has one from the moment it’s created.

• Show URL reveals it so you can copy it.
• Renew extends the same link by 60 days.
• Regenerate creates a new one, and the old one stops working straight away.

Each link lasts 60 days, and every notice you send renews it. The portal list warns you when there are fewer than 7 days left.

1. In the portal, Contents tab, click New content.
2. Write the title and the HTML. Charts go in with the portal’s components: data-chart, data-counter, data-progress, data-kpi and data-comparison.
3. Click Preview to see it as the client will. The preview link lasts 10 minutes.
4. Click Publish. Each publication creates a version.

Save draft never touches what the client sees. In Versions you can restore an earlier one: it goes back to the draft and you publish it again. Up to 50 versions are kept, and Unpublish takes it off the portal.

Drag reports to reorder them. The front page, the Overview the client sees, is edited the same way in the Dashboard tab. The components and their limits are in the API documentation.

The notice goes out through your company’s mail server, so an Admin has to set it up first in General Settings, SMTP Settings tab.

1. In the portal, Email tab, enter the recipients (up to 20, comma-separated), the subject and the body in HTML.
2. If you like, use variables such as {{client_name}}, {{portal_url}}, {{date}} or {{company_name}}.
3. Click Save and then Send email to the client: what’s saved is what goes out.

Each recipient gets their own email, and sending renews the portal link. The Log tab shows the last 20 sends, with the date, subject, recipients, status and who sent it.

1. In the Links tab, under the iframe code, enter the domains where it will be shown, one per line: https, up to 10, and *.domain.com works.
2. Click Save domains and then Regenerate iframe token.
3. Click Show iframe code and paste it into their site.

The embedded version doesn’t expire and is read-only: it shows the Overview and Reports, without Support. If you remove every domain, it stops working.

Your agency’s name at the top and, on one side, the menu with Overview, Reports and Support, with their logo if you’ve added it. They can pick a light or dark theme.

Support shows up if the portal takes tickets: that’s where they open new ones and see the portal’s tickets.

They don’t see drafts, versions, the AI context, the email settings, finished projects or costs.

From your brand, the portal uses the primary colour and the typeface. You choose them in General Settings, Client Portal tab, along with the email signature.

1. Open the portal, General tab.
2. Click Upload logo and pick the image: PNG, JPG, GIF or WEBP, up to 10 MB. It’s saved straight away.

It shows in the portal menu, above its name, 40 px tall; on mobile, next to the name. It looks best landscape with a transparent background.

Use Change logo to put in another one and Remove logo to take it off. Each portal has its own.

1. Click the round + button and choose New ticket.
2. Under To, pick one or more people: the first one is assigned.
3. Write the title and the message, attach files if needed (up to 10 MB each) and, if you like, link it to a project or maintenance project.
4. Click Create ticket.

Each ticket gets a code, like T-0142. Whoever opens it can edit it while it’s open, and if it’s linked to a project you can track time from it. It needs the Tickets module, which starts switched on.

1. In the portal, Tickets tab, choose who gets them and who is assigned by default.
2. Switch on Allow tickets from the portal.

The client opens them from Support with their name, email, the project (if the portal has linked projects), subject, message and up to five attachments. They get a confirmation email, and the team sees it straight away in Tickets.

There are spam limits per IP, per email and per day. Under Client contacts you can block someone: their new tickets stop coming in.

Write your reply and click Reply. If the ticket came from the portal, the client gets an email with a link to the conversation.

To close it, click Close and write the reason. If it came from the portal, the client gets an email; they see it in the portal and can no longer reply. The team can reopen it with Reopen.

Under Active and Closed, the Inbox has the tickets you’re part of and the Outbox the ones you opened. Admins and Project Managers can filter by department and by person.

The calendar has month, week, year and Gantt views. Each event is a project, or one of its jobs, on some dates.

1. Click a day (or its +).
2. Pick the project or a job, the people, the start date and, if you like, the end date and some notes.
3. Under Repeat you can make it weekly, every two weeks, monthly or yearly.
4. Click Add to Calendar.

From an event you can start tracking time with Start timer. Repeats stop when the project is finished, invoiced or cancelled.

With the Economy module on, Admins see a Forecast row in the month view: hours, cost, budget and sale price of that month’s projects.

1. Click the calendar’s share icon (Share calendar).
2. Choose My calendar or, if you’re an Admin or a Project Manager, Team calendar.
3. Click Open in Google Calendar or Open in iCal, or copy the ICS URL for another app.

The subscribed calendar updates itself and includes holidays.

1. Click your name at the bottom of the sidebar and go to My vacations.
2. Pick the day, add a note if you like and click Register vacation day. You log one day at a time.

There’s nothing to request or wait to be approved. To remove a day you logged, ask an Admin: it’s done from the Vacations summary.

The summary shows each person’s days and the year in a calendar. Every role except Worker can see it.

A board with the projects assigned to each person, without maintenance projects. In the Status view, drag a card to another column to change its status.

Admins and Project Managers can filter by team or by person. Each Worker sees their own.

Quick notes in a grid that only you can see. Click New post-it, at the top right, write the note and pick its priority with the three bars: the priority is the colour of the post-it. The first sentence of each note is shown in bold. Drag the post-its into the order you like. To delete one, open its priority and choose Delete; you can get it back from View trash.

Admins create teams in Teams/departments, with a name, a description and who’s in them. They let you filter the calendar and the planning by team.

An Admin does it. Almost everything is in General Settings: click your name at the bottom of the sidebar.

• SMTP Settings: your company’s mail server. Without it, portal notices, ticket emails and the daily summary don’t go out. Send test email checks it.
• General: the country (and with it the time zone), the modules you use and the automatic emails.
• Users, in the same menu: each person’s hourly rate and cost.
• Teams/departments: your teams, to filter the calendar, the planning and tickets.

Amounts are always in euros.

In General Settings, General tab, Email Notifications section. Each one has its own Test button:

• Notify when a project is urgent: to whoever is assigned an urgent project. On by default.
• Notify new assigned tickets: when a ticket is created or answered and assigned to someone. Off by default.
• Notify daily planned projects summary: everyone gets their projects, and Admins and Project Managers their department’s too. Off, at 08:00.
• Notify current day’s dedicated hours: each person’s hours summary. Off, at 18:00.

Daily summaries go out Monday to Friday, and every one of them needs the company’s mail server.

If you belong to more than one company, switch between them with the selector at the top (Switch company). Each company has its own projects, team and settings.

To add another company to your account, write to us at hi@wolovy.com.

1. In General Settings, API keys tab, click Create API key and give it a label.
2. Copy the token with Copy token and keep it on your server, never in a website or an app.

Admins can create them, up to 20 per company. They’re read-only, except for the maintenance block and the portal’s reports. Delete API key revokes it straight away.

Everything else is in the API documentation.