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Within your workspace, areas and projects create the organizational structure for your work. Understanding how to use them effectively is key to keeping your team organized.

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Organizational Hierarchy

Trilo uses a three-level structure: 
Workspace
└── Areas (categories)
    └── Projects (where work happens)
        ├── Tasks
        ├── Resources
        ├── Chat
        └── Calendar

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Areas

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What Are Areas?

Areas are high-level categories that group related projects. Think of them as folders or departments within your workspace. Example areas:
  • Engineering
  • Marketing
  • Operations
  • Client Projects
  • Product

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Creating an Area

1

Go to the sidebar

Look at the navigation sidebar.
2

Click + or New Area

Find the add button near the Areas section.
3

Name your area

Enter a clear, descriptive name.
4

Save

Your area is created and ready for projects.

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Area Settings

Each area has settings you can configure:
SettingDescription
NameThe area’s display name
DescriptionOptional description of what this area contains
Icon/ColorVisual customization for easy identification

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Managing Areas

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Renaming

  1. Right-click the area name
  2. Select Rename
  3. Enter the new name
  4. Press Enter

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Reordering

Drag areas in the sidebar to reorder them.

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Archiving

For areas no longer active:
  1. Right-click the area
  2. Select Archive
  3. Archived areas are hidden but preserved

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Projects

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What Are Projects?

Projects are where your actual work happens. Each project contains:
  • Tasks: Work items to complete
  • Resources: Knowledge base content (pages, spreadsheets, boards)
  • Chat: Project-specific communication channel
  • Calendar: Project-related events

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Creating a Project

1

Navigate to an area

Find the area where you want to create a project.
2

Click + or New Project

Click the add button within the area.
3

Configure the project

Enter name, prefix, and other settings.
4

Create

Your project is ready to use.

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Project Settings

SettingDescription
NameProject’s display name
PrefixShort code for task IDs (e.g., “PROD” for PROD-1)
DescriptionWhat this project is about
Due dateOptional project deadline
StatusActive, Completed, or Archived
AI featuresEnable/disable AI coworkers for this project

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Project Prefix

The prefix creates unique task IDs:
  • Set a 2-4 character prefix
  • Tasks get IDs like PROD-1, PROD-2
  • Makes tasks easy to reference in chat and docs
Good prefix examples:
  • PROD (Product)
  • MKT (Marketing)
  • ENG (Engineering)
  • CLIENT (Client project)

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Managing Projects

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Renaming

  1. Open project settings
  2. Edit the name field
  3. Save changes

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Moving to Another Area

  1. Open project settings
  2. Find the Area field
  3. Select the new area
  4. Save changes

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Archiving

For completed projects:
  1. Open project settings
  2. Change status to Archived
  3. Or right-click and select Archive
Archived projects:
  • Are hidden from normal view
  • Preserve all data and history
  • Can be restored later

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Deleting

Deleting a project removes all its tasks, resources, and chat history permanently.
  1. Open project settings
  2. Find Delete project
  3. Confirm deletion
  • Areas listed in the sidebar
  • Expand areas to see projects
  • Click project name to open it
  • Star projects for quick access

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Within a Project

After opening a project, use the navigation to access:
  • Overview: Project summary
  • Tasks: Task management
  • Resources: Knowledge base
  • Chat: Project channel
  • Calendar: Project events

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Quick Access

Starred projects appear at the top:
  1. Right-click any project
  2. Select Add to favorites or click the star icon
  3. Project appears in quick access section

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Organizing Your Workspace

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By Department/Team

Workspace
├── Engineering
│   ├── Backend Development
│   ├── Frontend Development
│   └── DevOps
├── Product
│   ├── Roadmap
│   └── User Research
└── Marketing
    ├── Content
    └── Campaigns

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By Client

Workspace
├── Internal
│   ├── Operations
│   └── Team Development
├── Client: Acme Corp
│   ├── Website Redesign
│   └── Mobile App
└── Client: Beta Inc
    └── Consulting Project

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By Initiative/Quarter

Workspace
├── Q1 2024
│   ├── Product Launch
│   └── Marketing Push
├── Q2 2024
│   └── Feature Development
└── Ongoing
    ├── Customer Support
    └── Maintenance

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Best Practices

Areas should be high-level categories. Projects should be specific initiatives or ongoing work streams.
Establish naming conventions so everyone can find things easily. Document your conventions for new team members.
Don’t delete completed projects—archive them. You may need to reference them later.
As your team grows, review your structure. What made sense for 5 people may not work for 50.
Keep your most-used projects in quick access to reduce navigation time.

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Troubleshooting

  • Check if it was archived (view archived items)
  • Use search (Cmd/Ctrl + K)
  • Check if you have access to the area
  • Verify you have permission to create projects
  • Check if the area is archived
  • Contact your workspace admin
  • Each prefix must be unique within a workspace
  • Choose a different prefix
  • Consider adding numbers (MKT1, MKT2)

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Next Steps

Project Settings

Dive deeper into project configuration.

Inviting Members

Add team members to your projects.