theteamstuff SEO Project Management Tool Onboarding Process | theteamstuff Tool

theteamstuff OnBoarding Process

Ready to explore the theteamstuff!
We will help you Create Your First Project.

Always start your theteamstuff journey by creating new project.

To create new project, click Project menu which is located in the left panel and then click on Add Project button located in the right-hand side of the screen. Now, you’ll be re-directed to the page shown on the left side.

Fill all the details such as Project Name, Start Date, End Date, Rate, and Payment Term as per the Project requirements. theteamstuff gives you the facility of Project features like task, milestone, message, file, time; you can select all of them or as per the need.

You can “Add Category” to your Project. For example, if your Project is related to SEO management then select the category Digital Marketing. Similarly, you can “Add Category” as per the project. In Category option, select either Own or Client. If you select Client option, you need to “Add New Company” and fill in the details of the client.  In “Description” box you can write in brief about your project. By clicking “Create Project” button, you successfully create your project.

Project Dashboard works as an essential guide where you will see the Project Summary of your project.

You will see your entire project tasks, milestones associated to your Project but if no record found it will show the Add Task, Add Link, and Add Milestones buttons. You can add anything from the given features in your Project by clicking on it. Let’s say, you want to add a task. Click “Add Task” to add your Project task and it will re-direct you to the task page.

Once you start working in theteamstuff, this dashboard will start giving you the overview of all your projects. You will find this Project Dashboard button in the left panel of your screen.

On the left-hand panel, you will see a Project menu which will re-direct you to the Project page which shows all your project details including the name of the project, start date and end date of your project, etc.

you will see the tabs reading Active, Inactive, Deleted and Completed. These tabs will tell you the status of your project: 

Active means – the projects on which you are currently working

Inactive means – the projects which are on hold, neither completed nor deleted

Deleted means – the projects which have been deleted by you

Completed means – the projects which have been successfully completed by you.

You will see, two icons appearing against the project name: Star and a down-arrow. This star will showcase your Client Review given on to project by your client. Red Star means Poor Performance, Saffron means Good Performance and Green means you and your team is performing Excellent. Down-arrow expands and gives you the feature list for your Projects. You can click on any of them and re-direct your current page to that page.

At the top panel of the screen, click User menu to add users.

As shown in the image, fill all the basic details of the user like User’s first name, last name, email address, Company name, Job title, Account type and then User ID and password. The ID –Password created here will become the credentials for that user to login into theteamstuff while working on your project.

Move to the other options like Details, Address, Profile, Social and Permissions. These are optional to fill but storing all the details of your employee or user will help you in future.

Permissions option as shown in the image will give you the facility to assign the authority to the user for your project.

With the help of this option you can restrict the user’s authority in your project.

For example, if you want to assign any permission to a user, you can do that from here only.

Permissions/Authority you can assign are as:

Is this user an administrator?

Can this user add the project?

Can this user manage people?

Give automatic access to all future projects?

You cannot work solely on a project. At some point of time you need your team members to work on your project to share your burden. So theteamstuff gives the features to add project team members in your project.

There are two ways to add team members. One, you can go to the left panel, click Projects menu, scroll down the left panel and search for the Project Team.

Else as shown in the image go to the Projects and right click down-arrow and select Project Team. The page will re-direct you to the below given page.

Click on “Add Team ” button and a pop-up page will appear asking you to “Search by Company” or “Search by Name” to add your team member in your project.

You will see three buttons:

Add selected user

Add new user


If you want to add selected user, then choose first option to save your team member or else click on “Add New User” button and then fill all the details and save it.

The image shown on the left side is of “User Project Permissions” page.

To reach this page, go to “Project Team” page and look for the Setting button at the right side of your team member name.

Click on setting button and assign the authority to that user in the Project. Authority can be to view, add, edit or delete the project.

Always remember that you cannot set permissions for the project owner or administrator or project head; by-default they will enjoy all the permissions in the project.

There are two ways to add task in your project.

One is to go to the Project menu, scroll down and search for Task and click on it.

Second is shown in the left side of the image i.e. go to Project and maneuver the mouse on down-arrow and select Task. You will get re-directed to the task dashboard page. Now click Add Task button to add task in your project.

After clicking Add Task button, Add Task List pop-up page will occur. Fill the details like “Give the List a Name”- here you will give the heading of your task list and fill the other given options like Privacy, Description, Template and Milestone.

Once you are done with filling all the details, save your Task List and which will appear on the task dashboard.

To add task to your task list, click on Add Task button. A pop-up page appears as shown in the image.

Once all the details are filled as per the pop-up window, click on “Save”.

When you click on Responsibility setting, you will be re-directed to a new page of Responsible Users as shown in the right-side image. You can select the users by ticking the check box and assigning them that task. Once you complete the selection of responsible user, click “Done” to save the Responsibility.

These users are the one who will be responsible to complete that task.

The image shown on the left side is for Privacy tab.

In Privacy setting theteamstuff gives you ‘Right to Privacy’ which you can set for your clients, users etc. By doing this, you give them the authority to view the task and its progress, but they cannot edit anything in the project.

This keeps the data both transparent to gain the trust among your team members, your clients and secures the data.

In the Setting tab you can change the settings as per your choice as shown in the image. There are three options to define i.e. Progress, Priority and Repeat.

Progress Bar: Helps in setting the current progress of the task

Priority: Helps in setting the priority of the task to High, Medium, Low and None

Repeat: Helps in setting a reminder, for example if you want to repeat that task on daily basis, weekly, once in 15 days, monthly, half yearly and annually

Click Save button to save all the filled details of the task.

This is how your task dashboard page looks like once you are done with successfully adding task list and task in your project.

This page will show all the details related to the task such as task list name, task, sub task created by you for your project, the progress of that task; you can edit your task from here if required by just clicking on that task at any point of time.

Other options available:

Sort by Task List from where you can sort your task list by date of creation and name.

Search helps in finding a task.

You can see the options All Task, Due Today, Overdue, Upcoming and Completed. This window will give details of the projects.

All Task: You can check all the task related to that project under this tab

Due Today: You can check the entire tasks with current date under this tab

Overdue: This will give information about tasks that are pending even after the due date

Upcoming:  You can check the list of tasks which are scheduled to be due in future

Completed: It give you a list of successfully completed tasks

Once you click on to the task you will be re-directed to the page Task Details.

This page will show features related to the task like edit, progress bar, delete, add sub task, timer, description of the task if written at the time of creation of the task or else you can add any feature from this page also.

You can add the files, add log time, see and write comment on this page.

The image on the right hand side shows how to add files in your task. You can add files so that your client can see the details. Click on the Add Files button and browse through your system to attach a file. Click on the Upload button to successfully add the files to the Task.

You can add word, excel, pdf or a jpg file easily.

Adding time log in your file is not a big deal. It’s very easy and by doing this you can keep a record. Even you can keep an eye on the time taken to complete a task.

To add “Log Time” in your project:

Click on Log Time button and fill the details like date, start time, end time and details (if any) so that the client and other team members get to know how long it took to complete the task.

As shown in this image on the right-hand side, it gives you a clear picture of successfully adding the Time Log in your task.

You can check the Time Log list below the Time Log option.

At the end of the task page, you can also add comment for the client or the team member(s), as per your need. Click on Post Comment to successfully add the comment to your task.

Below the comment box you can see your or other person’s comment posted with the details of time and date.

Add Milestones

Let us now understand how to add a milestone in the project.

Milestone means Target. You can add short term or long term targets in the project through milestone. There are two ways to add milestone.

First, click on Project menu. On the left panel you can see the Milestone icon.

Second option is shown in the image i.e. by maneuvering the mouse on the Project; right click on down-arrow which will show you Milestone tab and will re-direct you to the add milestone page as shown in the image. Click Add Milestone button.

Once you click on the button of “Add Milestone” a new pop-up page appears as shown in the left side image. Fill all the mandatory details.

As soon as you are done filling the details, click on Save to successfully save the milestone.

Ownership- Ownership button will lead you to a new pop-up page which will ask for the names of people whom you want to assign this responsibility.

These will be the ones who will keep a track of target/milestone. Once you complete assigning the milestone, click on ‘Done’ to save the details.

The milestone dashboard page will display following details:

Due Today: Helps in letting you know the details of the current date targets

Over-due: Reminds you about targets which have not been achieved on time

Upcoming: Keeps you posted on the future targets of the project

Completed: Gives details of successfully achieved targets

Apart from these, four other small icons are also available: 

Edit- Make changes to your milestone at any point of time

Delete- Delete your milestone at any point of time

Comment- You, your clients, your team members can comment on milestone; you can see the updates

Link- Helps you in linking your milestone with your task(s)

The best part - You can link a milestone to the tasks. To do so, from the left-hand panel, go back to Task and against the tasks created by you, click on Edit Task list icon and in the Add Milestone option, select the milestone you just created.

theteamstuff’s inbuilt feature keeps a track of your SEO at one place.

You can also find the Google Analytic app in this software. There are two ways to reach Google Analytics in your project.

One is to click Project menu, scroll down and search for Google Analytics.

The other one is shown in the image i.e. maneuver mouse on Project, click down-arrow to select Google Analytics in your project and you will get re-directed to the page as shown below.

You will see lot of options in the left panel of the screen like Overview, New v/s Returning, Mobile Devices, Mobile Overview, Browsers and OS, Geo Location, Goals, Exit page, All Page, Geo Language, Conversions, Engagement, Frequency and Recency and Reports.

Now click the Email button.

Select the email address first to successfully land your Google Analytics record in theteamstuff for keeping your record at one place.

By using this option, you need not to go to the other screen to check your daily Google reports.

Once you click the Email button, you will be re-directed to the page as shown in the image. Add your email address, which gets associated with your Google Analytic and Save it.

VidPM will always ask for permission to connect with your Google Analytic. Just click on the Allow button.

If in case you select Deny, it will reject permission and theteamstuff fails to connect to your Google Analytic page.  Once you choose Allow, theteamstuff automatically showcases your project name in theteamstuff. Select the one you want to see if choices shown are multiple.

There is a possibility of having more than one project with single email address.

Need not to worry about that because theteamstuff will give you the options to select among them.

Select Campaign and give name to that campaign accordingly and click Save button.

Once you click Save, a new page will appear showing Project Name, Campaign Name and the URL of the project and graphical representation of the Google Analytical report.

On the top left corner, Select Project and Date buttons are available. From there you can select any project and date range to download report.

The image shown is of Rank Checker option which works like the Google Webmaster.

Rank Checker is available in the left panel. Press click and you will get the image as shown in the left side.

Pen down your email address and click Add email button.

The image shown is of Rank Checker option which works like the Google Webmaster.

Rank Checker is available in the left panel. Press click and you will get the image as shown in the left side.

Pen down your email address and click Add email button.

The image clearly specifies the details of your project in theteamstuff.

You can see the list of Queries, Impressions, Clicks, CTR and Average rank of the website.

Queries include three things




Time log is basically to keep a record of time consumed by the users or project team members.

To Add Time Log in your project is not a big deal. It’s very easy and by doing this you can keep a record or track time taken to complete a project or task.

To add Time Log, click Project, select drop-down arrow adjacent to the project name and click Time log as shown in the left side of image. The page will be re-directed to the Time Log dashboard where you can fill in the details.

On Time Log dashboard, you will see two main buttons: Start Time and End Time on right top of the page.

Click Log Time button and pop-up page will appear as shown in the image. Fill the mandatory details and select start time and end time.

Following are mandatory fields:


Start time

End time


The difference of the start time and end time always is greater than one minute to successfully log the time.

The record of the saved log time will appear in the time log dashboard screen with necessary details like who has log the time, description of the task, task list, start and end time, billable or not etc.

You can edit log time by just click edit button.

Now come to Start Timer button. Once you click the Start Timer, you will see a pop-up timer at the bottom of the left panel. The timer starts recording its time automatically but you need to click stop timer manually.

Minimum log time is one minute and maximum may be anything. You can keep a record of billable and non-billable task also.

Harvest allows you to use a Harvest Timer directly on tasks in your projects.

To integrate Harvest for the first time, do the following:

Click Settings> Select Integration > click on Connect button

Fill-up all the details in the form and click Create My Account button. Once Harvest is successfully installed you can find Harvest button in the task detail page.

Log your time directly to your projects in Harvest using the Harvest timer directly on your tasks.

Keep your files at one place with theteamstuff. It gives you the storage space to record your important files not only to save it for future but also to share and discuss with your clients or project team members.

Go to Projects > select drop-down icon > select Files.

The other way to upload file in theteamstuff is click Project from the left panel of the screen and scroll down to search the files option.

You can attach these files with message, files, task, comment, etc. theteamstuff makes the file sharing easier for its user.

When you click on File menu, page will be re-directed to the file dashboard page. Select Upload Files button from the top right to upload the file. Fill all the details like description of the file, category, privacy settings then browse your file from your desktop or laptop.

Click Save to successfully save the file in the theteamstuff.

This is how the File dashboard looks like once you upload file in theteamstuff. It gives you the details date wise in descending order. The recently uploaded file will come on the top.

In the file page, you will see other options like Dropbox Files, Google Drives which means theteamstuff also helps you in retrieving your files from there also.

You can view, like, comment, edit, download, delete any of the file from here.

When you click on the files you uploaded, page will re-direct to the task detail page. You can edit, download, delete and view your file from this page also.

You can also add a short description about that file for future reference.

You can also add comment to a file. Not only you, the team associated with that project, client, all can comment or chat related to that file.

theteamstuff reduces the time effort to mail the file and then message from phone or call to discuss about that file.

Use theteamstuff Reports to increase your work wavelength.

It consists of regular data collection, communication, record keeping, etc. When you see the top panel of the screen, you can easily find Reports in the menu. You will be re-direct to the page as shown in the image.

theteamstuff is not limited to one or two reports. It provides you several options:

Project User Time Log 

User Time Log

User Work Load Report

Google Analytic Report

Link Manager Report

Project Summary Report

User Workload Report

User Work Cost Report

Lead Management Report

These reports will help you on each and every step detailing the project performance, your team performance, etc.

Once you click Report in the top menu, page will be re-directed to the Reports dashboard. When clicked on Project User Time Log Report, a pop-up will appear onto the screen as shown in the image on the right side.

Report page is full of features like:

Search button- You can search report with date range.

There are three formats available to save report i.e. Word, Excel and PDF Format.

The image on the left side shows how User Work Load page looks like.

Click Reports from the top menu, select User Time Log and page is re-directed to the page shown in the image.

In Category option, you can choose the report for all or else for a certain user.

You can save these reports in Word, Excel or PDF Format with just a click.

Once you choose a person in the category option, you will get the report of that particular user.

In the User Time Log Report, you can overview the whole work of the user like:

Total number of tasks given to the user- how many tasks are due, overdue, completed or upcoming.

Milestone- how many targets have been assigned, due, overdue, completed and upcoming.

Time Log- At what time user completed a task.

Google Analytic Report gives you the actual result of your web analytics in which you can track your project and website traffic.

Click Reports in top menu, click on Google Analytics Report option, a new pop-up page will occur.

Give name to your template and click on Create Template. A new page will appear on the left.

Several options available from which you can choose one and fill details. Click on Run Report to get the result.

theteamstuff gives you the feature to simultaneously run multiple reports without wasting your time.

Before clicking on to the run report button you can also preview your report, if changes required you can do amendments, delete your current file and can upload it again accordingly.

No need to purchase any other software because theteamstuff values your time and money. It gives you the inbuilt Billing system.

From the top menu bar, click Billing tab to view the invoice dashboard. There are numerous features available like Invoice, Payment, Deleted Invoice and Report, View Client Dashboard, Invoice activities, etc.

You can also view the graphical representation of the Invoices once you made it in the theteamstuff.

Click +New button and you will see two new options: Invoice and Payment.

Let’s create one invoice to get more familiar with the billing module.

Click on the +New button on the top right corner. Select Invoice from the dropdown menu and new popup page will appear.

Click on Create First Invoice.

A new page would then open. Fill in the required information, including the Client, Reminder, PO Number, Currency, Creation Date, Discount %, Terms and conditions, Notes for Client, Project Name, Project Description, Unit Price, Payment Terms, Quantity, Total, etc.

As soon as you are done with filling of details, click on ‘Save and Preview’.

If an Invoice has already been created, then the option of Create First Invoice is not visible.

This is how the invoice preview looks like as shown in the image.

*Logo on the top *Address of both the parties (payee and payer)

*Details of the bill * Terms

*Not *Send button

Logo is basically company’s logo which is optional. On the top right corner of the invoice edit icon is available. You can edit your invoice if required.

You can write your terms and conditions at the time of creating invoice but that is optional.

At the bottom of Invoice, click Send button to send your invoice directly to the client.

As per the image on the right, the invoice dashboard is full of features where you can see the invoices whether paid, unpaid/partially paid, disputed and/or draft invoices.

Just one click to get the invoice detail.

At the right corner, you will see two buttons available:

Invoice Search: It will extend and ask you the details related to the invoice which is being searched. It is not mandatory to fill all the details. You can search your invoice by filling any of the fields as well.

Add New Invoice: Click to create new invoice. Fill the required information, including the Client, Reminder, PO Number, Currency, Creation Date, Discount %, Terms, Notes for Client, Project Name, Project Description, Unit Price, Payment Terms, Quantity, Total, etc. You can add your Terms and Conditions and Taxable value as well.

theteamstuff will send invoice to the client as shown in the image.

This is how the mail looks like at the client end. Once the client clicks the ‘Click Here’ button, the window will re-direct to original invoice in which client can check all the details of the invoice.

At the right top corner of the invoice Dispute button is available. If client is not satisfied with the bill, click Dispute button and the invoice will be saved under the Disputed option in theteamstuff with the notification mail sent to the theteamstuff user.

The invoice sent to the client, gives the client facility to pay online. In the end of the invoice Pay Online button is available. Click to pay through PayPal.

You can see the UNPAID stamp on top of the invoice, to make sure that this bill has not been paid yet. Once payment is made, this stamp will automatically change to paid/partial paid.

There is no compulsion to pay through PayPal. Several other payment modes available are also accepted by theteamstuff make payment system.

theteamstuff gives you the report option in the Invoice dashboard. You can get the report of

Total Billed

Total Received

Total Outstanding

You can generate PDF file of these reports by clicking Export PDF button present in the top right corner of the screen.

You can check the payment history of the invoices.

Click Billing > Select Payment

You can also edit your invoice payment from here. Just click on to that particular invoice and select edit icon. The invoice will open and you can do editing as per your requirement.

Look on top right corner of the invoice, you will see payment icon- you can manually select payment method to clear the bills if in-case payment is made through offline modes like cheque/check, cash, bank transfer, etc.

Get started for free! You’ll fall in love !

30-day free trial, no credit card required.