Collato documentation

What to do

• Create your organization.
• Create one workspace for one project.
• Invite only the core project team first.
• Upload 3-5 key project files.
• Post one update and generate one report.

Do this

• Use a clear workspace name: `Client - Project`.
• Set a weekly reporting rhythm from day one.

Avoid this

• Do not create multiple test workspaces for the same project.
• Do not invite everyone before your structure is ready.

Example

Why this matters

Early structure prevents messy context and bad reports later.

What to do

• Write a one-line workspace scope.
• Add the current project stage in the description.
• Upload latest approved files first.
• Create initial tasks for this week only.

Do this

• Keep files grouped by purpose: briefs, drawings, approvals, progress.
• Use date/version in file names.

Avoid this

• Do not upload outdated drafts as primary files.
• Do not keep vague task titles like “follow up”.

Example

Common mistakes

• Mixing two unrelated projects in one workspace.
• Adding too many low-priority files on day one.

What to do

• Add members who post updates or complete tasks weekly.
• Review member list every week.
• Remove inactive users quickly.

Do this

• Keep decision makers and execution owners in the same workspace.
• Use fewer members at first, then expand if needed.

Avoid this

• Do not invite read-only observers who never act.
• Do not keep former team members active.

Example

Why this matters

A tight member list keeps updates focused and reduces seat waste.

What to do

• Upload only current and useful files.
• Replace outdated versions promptly.
• Use clear file names with date/version.
• Keep sensitive material private where needed.

Do this

• Keep one latest “source of truth” per document type.
• Delete duplicates after uploads.

Avoid this

• Do not keep stale drafts in active folders.
• Do not upload files with names like `final2-new-latest`.

Example

Common mistakes

• Bulk uploading everything without cleanup.
• Forgetting to replace superseded files after approvals.

What to do

• Post short updates daily or every other day.
• Convert blockers into tasks with owners and dates.
• Review open tasks weekly.
• Generate one weekly report for stakeholders.

Do this

• Write updates using: progress, blocker, next step.
• Keep tasks outcome-based and date-bound.

Avoid this

• Do not write vague updates like “work in progress”.
• Do not create tasks without owners.

Example

Why this matters

Short structured updates make reports faster and more accurate.

What to do

• Ask targeted questions, not broad ones.
• Request summaries with dates and action owners.
• Cross-check numbers and names before sending.

Do this

• Use prompts like: “Summarize blockers from last 7 days.”
• Ask: “List pending actions by owner.”

Avoid this

• Do not copy AI text directly to clients without review.
• Do not ask for insights when source updates are stale.

Example

Common mistakes

• Using AI as first source instead of project updates.
• Skipping factual checks on dates and quantities.

What to do

• Check seat usage before inviting new members.
• Increase seats before onboarding a new team wave.
• Remove inactive members regularly.
• Review pending seat downgrades before renewal dates.

Do this

• Keep a small seat buffer for urgent invites.
• Use the billing page as the single source for seat status.

Avoid this

• Do not wait for an invite failure before adjusting seats.
• Do not schedule downgrades without checking current active members.

Example

Why this matters

Seat planning prevents access interruptions during critical project periods.

What to do

• Refresh billing status if invites fail.
• Post a fresh update if reports look outdated.
• Upload missing files if chat responses are incomplete.
• Check that the correct workspace is selected.

Do this

• Capture exact error text and time.
• Include organization slug and workspace slug in support requests.

Avoid this

• Do not report “not working” without steps to reproduce.
• Do not assume AI can answer without updated workspace context.

Example

Common mistakes

• Using stale screenshots from old sessions.
• Sending issue reports without workspace identifiers.