What's New?

Everything that has reached Workroom since the October 13 update.
Watch a demo of our new Spec Sets below!

Well hello friend. Welcome Spec Sets.

Spec Sets (Library)

• One Spec Sets window for spec sheets, schedules, room finish matrices and selection boards, opened from the Library.

• Ready-made layouts to start from (spec book, FF&E schedule, finish schedule by trade, budget by room and more), plus your own layouts saved and reused.

• Real PDFs, with sharp, selectable text and links that work. Also available as Word and spreadsheet files.

• Add mood boards, PDFs from the project's Documents, product attachments and your own cover to a Spec Set.

• Project schedules: save a schedule to a project, then post new versions to your Comms rooms. Each version shows what changed since the last one, and you can share a live link that always shows the latest version.

• Update schedules: when products change, refresh every schedule for that project from the Library in one go.

• Add to documents: file the PDF in the project's Documents, in a folder named Spec sheet, Schedule, Matrix or Boards.

• Add as product attachment: a spec sheet for a single product can be attached straight to that product.

Client portal settings

• A Client portal tab on every project. Choose who has access and which sections each person sees.

• Preview portal: see exactly what a new client will see, before you invite anyone.

• Clients see when you've written to them, with message counts, dots on their chats and a sound.

Automations: approval step

• A new Check step pauses an automation until someone approves it. They get an "Automation Needs Approval" task that says what it's about, with Approve and Not approve.

• Not approve stops the automation there. Approving later, even days later, lets it carry on.

Scheduled jobs (Settings › Assistant)

• Optional jobs that post into a team Comms room:

  • a weekday brief;

  • a weekly check of purchase orders against the Library;

  • a weekly install-readiness check.

Reinstate archived contacts

• Archived contacts, vendors and contractors now have a Reinstate button in the Archived view, which puts them back in your main list.

Improved

Estimates and invoices

• Totals now count sub-items correctly, so margins, client subtotals and PDFs agree with each other.

• When a client approves only some items, they're charged only for what they approved.

• Markup and the internal memo are hidden from clients by default. They appear only if you turn them on, in the client view and in PDF exports.

• New estimate and invoice numbers follow your numbering settings, and the settings preview shows exactly what the next number will look like.

• Invoices made from Ready to invoice carry the project code (INV-CODE-001).

• Editing an estimate is titled "Edit Estimate".

• The estimate editor opens faster.

Client portal

• Home always opens on a project, and Overview is its own page.

• Notifications and the side rail name the project they're about.

• Invoices and estimates open in the side panel.

• Form responses you choose to share show on the Overview, and the contract there opens when clicked.

• Rooms and phases from the project's settings show on the portal.

• Product names, photos and client prices show correctly, and archived products stay out of view.

Library

• Bulk edit offers your own statuses, rooms and vendors.

• Purchase orders fill Sidemark and your other Library fields from the product.

• Products clipped from the web land in the right fields.

• Inside a project, room choices come from that project's own rooms.

Budget: Allocated amounts in budget categories show as money ($54,361), like the columns next to them.

Apps and sidebar: Calendar, Leads, Quotes, Automations, Ready to Invoice, Forms and Asana are back on the Apps page, and switching one on shows it in the sidebar.

Confirmations: actions that create something, like Create POs, Reinstate or Add as sub-item, now use a green confirm box instead of the red delete-style box.

Fixed

Client portal

• Clients no longer see "That isn't available from your account" popping up again and again.

• A client with more than one contact record keeps a single login, so every project you share with them shows up.

• Hidden invoices stay hidden everywhere in the portal, including Waiting for you.

• A client's message always lands where your team can read it.

• Changes to a person's own portal sections save.

Invoices and payments

• A paid invoice opens in the editor with all its lines, including invoices made from Ready to invoice.

• Payments can be recorded on a new retainer; it no longer shows $0 due.

• Invoice numbers never pick up a retainer's prefix.

• Push to invoice and the expense picker on invoices work as expected.

• A card processing fee is added only when WorkPay is connected and the document passes the fee on.

• The send dialog points to the right place for email templates (Settings › Studio › Outbound email).

Contacts and team

• Contact edits save every field, and a failed save tells you why.

• Renaming a team member updates their name everywhere, Tasks › Workload included.

• Product changelog entries show the right person's name, once.

Calendar: contacts added as guests show in the event's guest list.

Timelogs

• Time on a paid invoice shows as Paid.

• The edit window shows the same phase as the list.

Contracts: an attached PDF opens for clients signing on their phone, older iPhones included.

Library: sub-items show again under their products.

Tasks: a project you add shows up right away, with its name.

A brand-new Tasks page

Tasks has been rebuilt from the ground up. You'll find it under Management; it uses the same tasks you already have, so nothing to move over.

Views

• List, Board, Timeline, Workload, My week and Projects: plan the way that suits you.

• Saved views: keep your favorite filters a click away.

• Changed since yesterday: see what moved overnight.

• Studio load and Walter's insight on the Timeline: spot crunch weeks before they hit.

Building the plan

• Add task lines everywhere, a quick right-click menu, and Select with a bulk bar.

• Delete goes to a Trash you can restore from, and Duplicate copies subtasks, people and estimates.

• Phases: open a phase panel, drag phases on the Timeline, add phases, and move everything after a phase in one go.

• Ad hoc tasks for work outside any phase.

• Tasks from a template: place a project type's phases and tasks, or pick individual task templates, starting on the date you choose.

• Repeating tasks: finish one and the next appears.

• Progress, Outside its phase warnings and fee hours against what you allocated.

• Task links with gaps, e.g. "starts 2 days after Paint finishes".

Products and deliveries

• Waiting on: link a task to the products it needs. You'll see live delivery dates and product photos straight from your Library.

• Delivery changes bar: know the moment a delivery date moves and which tasks it pushes late.

• Move this to after it arrives or Do it without product: two clicks when something's late.

• Create a task from products: select products in the Library and start a task that's already waiting on them.

Your team

• Adding someone to a task tells them. The project manager hears about new tasks.

• Project panel with a project manager and a team description.

• Files, Comments, Time and Activity on every task. The Time tab shows who logged each entry, with their photo.

• Edit-conflict check: if someone else changed a task while you were editing, you'll see both versions instead of overwriting.

• Studio closures show on the Timeline and in the task panel.

Clients and contractors

• Tell people: when dates move, let every client and stakeholder on the project know in one step, with Undo.

• Client approvals go from the task straight to the client portal.

• Preview as client and Draft a client update.

• Contractors get their own schedule link and can tell you whether the dates work for them.

• Install-day sheet, ready to print.

Export a PDF

• Redesigned, with your logo and studio name at the top.

• Save to files or Email it to everyone on the project.

• Saved export settings.

Library

• Add product now gives you three choices:

  • a blank product;

  • a piece from your room placeholders, with its room, category, quantity and budget;

  • a copy of a product you already have.

  Both of the last two ask which project to source to. The + under any product offers the same three choices.

• Copy a product's URL in one click.

• Drag to reorder now sticks.

• New products start in your studio's first status. Hiding that status from clients now works for them too.

• Product names: Tasks shows each product's own name, matching the Library.

Time

• The timer knows your task. Started from a task, it picks up the project's phases and rooms and selects the task's phase.

• Services in Track time and Log time:

  • A per-person rate always makes the service available to that person.

  • Team & billing assignments only narrow the list for the people they name.

• New permissions:

  • Review time and reopen it: reviewed time is locked.

  • Change a time entry's status.

• Logging time from a task works reliably.

Comms and the client portal

• Internal chats stay internal. A new chat keeps exactly the people you choose: unticked clients aren't added back, and the chat stays out of their portal.

• Faster everywhere:

  • Comms, the client portal and room opening all load noticeably faster.

  • The portal's sections load as you open them.

• The client portal overview shows your project brief properly.

Invoices

• Approved invoices stay editable. Only Paid locks an invoice now.

Team and settings

• Renaming a team member renames them everywhere, Tasks and project teams included.

• One look for project pills and avatars across the app.

• Automations: task triggers (created, status changed, completed, assigned) now fire from the new Tasks page too.

Sign-in and security

• Reset password has a fresh design and shows the password rules as you type.

• Sessions:

  • Each login stays on its own side of the browser.

  • Ended sessions are closed in live chat and notifications.

• Login link emails are just the button, with no long pasted link.

• Stronger protection across the app: each studio's records, files and links are walled off from every other studio's.

Fixes

• Contracts: signing fields sit exactly where they were placed.

• Uploads: task files upload reliably and appear in the Files tab, and errors explain exactly what went wrong.

• Date fields in Tasks open the calendar wherever you click.

• Removing a "Waiting on" product or task link asks first.

• Contractor schedule and shared task pages show "Powered by Workroom" and no support chat.

🎉 The Client Portal

Your client portal has an updated look. One that speaks of Luxury, and prestige.

Watch the video walkthrough here:

What your client sees

• A landing page that opens with your welcome note, then Waiting on you — everything that actually needs them, grouped into Investment, Products, To sign and Events.

• The Work — tiles for the rooms, selection boards and presentations on the project, with previews of what's inside each.

• Project overview — your own overview sections, folded shut by default because it's reference rather than news.

• A property switcher — a client with two houses sees "Everything" first, then can narrow to one.

The sections Overview, Messages, Files, Finances, Budget, Products, Links, Calendar and Activity.

• Messages — the same thread you're in, not a thinner copy. DMs included.

• Budget — the full investment overview: what's committed, invoiced, paid and outstanding, furnishings broken down By room or By category, plus design fee, extra costs and retainers.

• Products — their schedule, with Needs you and En route counts, grouped by room, category or status.

• Finances — their estimates, invoices and change orders.

• Files — the documents you've shared, and nothing else.

• Calendar — what's booked, plus Request a time so they can ask for one.

• Activity — everything that's happened, newest first.

• Links — everything shared across the project's rooms.

What they can do

• Pay an invoice — opens a payment form, not a document.

• Approve or decline a piece, with a note.

• Approve an estimate or change order, or Request changes — which now opens a box asking what they'd like different, and posts it to your thread as a message from them that you can reply to.

• Snooze anything until later.

• Search across their portal.

• Sign out — including from the maintenance screen.

You control what they see

• Turn off any section per project — Messages, Files, Finances, Budget, Products, Links, Calendar, Activity. A section that's off isn't drawn and can't be reached by its address either. It applies to every client on that project, not just the primary contact.

• Choose which product fields reach a client, and how the schedule is organised.

• Choose which of your product statuses clients see, and what each one is called to them — editable right from the Client view panel, and it applies across every client and project.

• Set a banner (eight supplied images, your own upload, or the project's cover photo), your logo, your typefaces and your colours — per client, across every project they own.

• Control who's in which room from Clients & access.

Maintenance mode — close your client portals with one switch, with an option to let one client through for demos. Available per studio, and platform-wide.

💬 Comms — rebuilt

The whole module has been rebuilt on the design system.

The shape of it

• A rail showing your projects with each one's own code and colour, archived projects in their own section.

• Needs you and Unread are a queue of things to act on, not an inbox.

• Every project is born with two chats — your team's and your client's.

• Presentation rooms replace design boards: Canva, Google Slides, Figma, a mood board or a PDF, with the conversation beside it.

• Selection rooms for product approvals — and you can now remove a piece from a board, not just add one. Decisions already made are kept.

Records in the thread

• Type # to attach an estimate, invoice, purchase order, bill, change order, product, mood board or product schedule — it renders as a card, never a blank bubble.

• Cards say what the record is, what state it's in and what it's worth, and carry the actions that make sense: Approve, Request changes, Pay, Schedule, Record payment, Nudge, Add tracking.

• Opening a record opens it beside the thread, not in a new tab.

• Cards show your client their version — vendor names and model numbers never reach them.

The conversation

• Message bubbles, with your own messages in your accent colour.

• Reply quotes the message you're answering and links back to it.

• @ tags a person and notifies them.

• Edit a message in place; deleting one no longer makes you type "Delete".

• Messages are grouped by who actually said them (they were all appearing under one author).

• Files shared in a chat are filed to the project's Documents automatically — and shared with the client when the room is one they're in.

• Add tracking to a piece from the thread.

Per-room tabs — Files, Finances, Budget, Products, Links and Overview, each scoped to that project. The jobsite schedule stays internal.

Client view panel — one place to set everything a client sees, with a live preview.

📁 Documents — new module

• A landing page, a storage meter measured against your plan, and Documents inside every project.

• Everything uploaded anywhere in Workroom is filed to its record automatically — products, tasks, invoices, estimates, POs, chat attachments.

• Folders, bulk actions, row menus, and a Trash with Undo on everything destructive.

• Share rooms for trades, with an optional password gate and a replaceable password.

• Margin Guard review queue — anything that might show your margin is held for review before it can be shared.

• Search reads inside your files, with Walter over the results.

• Import from Google Drive, scoped to what you pick.

• Version history with notes, and Upload new version.

• Comments with real names and working @-mentions.

• Originals are never touched — previews are separate, smaller copies.

• File-type icons for 71 formats, and rooms taken from the project's Budget.

🎨 Mood Boards

• A presented board gets the whole window, and the page switcher is visible.

• A text edit is kept however you close the editor.

• Instanced template elements get their own identity instead of sharing one.

• The recap opt-out is editable where it's shown.

🛋️ Library, Products & Rooms

• Room placeholders — a full workflow: offered in the create modal, seeded into rooms, carrying quantity, categories and product flags; the clipper can replace one; "Unit cost" reads Budgeted; and a placeholder never reaches a client.

• Super search in the Library, including colour (silently excluded before), with collapsed groups that stay collapsed.

• Expand a row's sub-items without reloading the page.

• Product images save and display properly.

• The rooms picker stops offering another project's custom rooms.

• A saved room remembers what it was called.

💰 Finances

• Invoices, estimates and POs list by their own date, not by when they were created.

• Invoice editing has no unlock step, and the figures hold.

• A paid invoice can still be corrected.

• Purchase orders: a data-point column that fills in whichever order the PO is built, and sub-items that show the image, the cost, the vendor and the sidemark — with a mark when a sub-item ships from a different vendor than its core item.

• Invoices and estimates fold hidden sub-items into the parent line's total.

• From Library opens scoped to the project.

• Retainers: delete or archive the retainer rather than its invoice, and reverse a disbursement from the ledger that shows it.

• Ready to Invoice refreshes when you save a time entry, and a draft keeps the project's number.

• WorkPay unlocks when it can actually process payments, and team members can reach their company to fill the boarding form.

✂️ Clipper

• The project pickers load when a project is already chosen.

• Square-foot unit codes are recognised again.

• Large images no longer fail the import.

• A clipped product can replace a room placeholder.

⚙️ Settings, Automations & Elsewhere

• A profile save actually saves, and says so when it doesn't.

• One location-codes document, read the same way by every page.

• The weekly client update email is fixed — per-project toggles were all reading the same setting, and the email itself was nearly empty.

• Automations: merge fields resolve, greetings aren't titles, and an archived project fires nothing.

• Vendor import tells you why rows were skipped, and no longer finishes silently.

• Imports catch a percentage column that's been given an amount.

• Dates: a calendar date is no longer treated as an instant — the cause of records showing a day early.

• Forms: the popup trigger's text and font are editable, and the popup's accent reaches the form inside it.

• Workroom recovers from a deploy that lands while your page is open instead of breaking.

• Documents and PDFs: one image resolver everywhere, and nothing stores a URL that expires.