User Manual v4.0
A complete guide to the HUBAL system — from first login to advanced AI features.
Quick Start
Below is how to get started with HUBAL in less than 5 minutes.
Registering a New Organization
A new organization is created by individuals who do not have an administrator access code and wish to establish a new organization to manage in HUBAL. The person who creates the new organization acquires the rights of an administrator and account owner. They can appoint other administrators and grant permissions to other users. The admin sends invitations to other users, who can then join the organization with the permissions granted to them.
Registration and Login
Go to the HUBAL homepage. If you don't have an account yet, click Sign Up to choose a plan and create an organization account.
HUBAL offers the following plans: Free Start PRO. You can start with the free plan and upgrade at any time.
Enter your organization's email address and password. If logging in for the first time, use the details from your welcome email.
The first login launches an interactive wizard that guides you through organization settings and basic features.
If you received an invitation to HUBAL:
- Click the link in the invitation email to accept access.
- You will be asked to set your password and complete your profile registration.
- Then you will go through a personal Onboarding (setting your own preferences, e.g., avatar, language).
- You can check your permissions in the Team → People panel: on your own card open the Permissions tab (shortcut: Settings → Account → My permissions → See in Team). You will see your role, groups, and the list of granted rights (e.g., financial access, leave approval). The view is read-only; to change your permissions, contact your organization administrator.
Create Your First Project
After logging in, you will be directed to the Dashboard. From here, you can navigate to the Gantt Schedules module to create a new project.
A menu opens: Empty project, From a template or With the AI wizard.
(empty project)
Provide a name, description, assign a Project Manager, and set an initial timeframe.
When you return to the Dashboard after saving, the Add item plus in the new project's row pulses for a few seconds — that is where you start adding tasks.
On the Clients tab the New client button works the same way: choose Enter client details or With the AI assistant, and after the client is added the plus in its row pulses.
Dashboard and Tasks
The Dashboard is your command center. Here you can see your assigned tasks, latest alerts, and shortcuts to projects. To change a task's status (e.g., to In Progress or Done), simply drag-and-drop it into the corresponding column in the Kanban view.
Completing a task may unlock subsequent project stages for other team members. HUBAL will automatically send them a notification.
Dashboard widgets
The Dashboard is built from widgets placed on a 12-column grid — each one can be moved and resized. Edit mode is opened with the Layout icon in the sidebar (adding, removing and arranging by drag-and-drop). The layout is saved separately for every user, and if you want you can keep several dashboards (desktops), each with a different set of widgets.
| Widget | What it shows / does | Availability |
|---|---|---|
| Today | Hourly schedule with reminders for the current day. | everyone |
| Tasks | Task list: overdue, current and upcoming. Drag a tile onto the buttons in the widget header to complete it or move it to another day. | everyone |
| Notes | Sticky notes, to-do lists and text documents. | everyone |
| Kanban | Board with columns: To Do, In Progress, Done. | everyone |
| Calendar | Monthly calendar with milestones and reminders. | everyone |
| Gantt Chart | Project schedule visualisation — full dashboard width. | everyone |
| Weekly Plan | Weekly matrix: rows = days, columns = projects with tasks for that day. | everyone |
| Work Time | Work time tracking — clock with start/stop. | everyone |
| Cash Flow | Cash flow chart from the Financial Center: income, expenses and balance. | financial access only |
| Team Activity | See what team members are working on. | everyone |
| Activity Center (Admin) | Same as "Team Activity" plus control of the team's work-time counters. | administrator / owner only |
| AI App | A mini-application generated by AI, embedded directly on the dashboard. | when AI Apps are enabled in the organisation |
Activity Center (Admin) appears in the add list only for the administrator and the owner. Cash Flow — only for people with access to financial information. AI App — when the organisation has enabled that feature. For confidential areas the system automatically adds a separate Gantt Chart (confidential) — it is not picked from the list.
What each widget does
Financial Center
This module is available only to users with assigned financial permissions. It allows you to track budgets, fixed costs, and assign invoices to specific projects.
KSeF — connecting with a certificate
From 1 January 2027 KSeF tokens stop working — a company then connects to KSeF with a KSeF certificate. You can switch in HUBAL right now. You need the PRO plan, access to finances and the administrator role; the KSeF card is for companies from Poland.
In the KSeF Taxpayer Application (Ministry of Finance) generate a KSeF certificate and save two files: the certificate (.crt, .cer or .pem) and the private key (.key or .pem). A key password exists only if you set one while generating.
Settings → Integrations → “Company” section → KSeF → “KSeF settings”. The same card is in Financial Center → Settings tab. Tick “Enable KSeF integration” — without it the card is greyed out.
In the “KSeF certificate” part choose the certificate file, the key file and the password if any, then click “Save certificate”. You will see “Certificate saved…” and the certificate’s expiry date next to the heading.
Go back up to the “Authentication method” list and choose “KSeF certificate (XAdES)”. The choice saves itself (no need to click “Save settings”) and HUBAL checks the login right away.
If something goes wrong: if the certificate login fails, HUBAL returns to the token (valid until 31.12.2026), so invoices keep being downloaded. The “Diagnose permissions” button shows whether the certificate login worked and which permissions the company has in KSeF.
2D Canvas
A unique HUBAL feature allowing for the visual organization of work in a 2D space. Used for creating floor plans, uploading blueprints, placing documents, and tagging tasks on them.
Navigating the Canvas
Files and documents
You add files to the canvas with the Add file button or by dragging them in: images (PNG, JPG, WebP), PDF files (with page selection), DXF/CAD drawings and Office documents.
Office files (Word, Excel, PowerPoint) are edited directly on the canvas, in the built-in editor — no downloading, no external programs. Changes are saved straight back into the file.
The AI Assistant has access to the contents of text files and documents placed on the canvas — it can read and analyse them. It can also create new documents and text notes directly on the canvas on your instruction (e.g. "write up a note from the meeting and put it on the canvas"). If the document is meant for you only rather than for the project canvas, ask for it to be saved to your private Drive — see Saving to the Drive and transcribing handwritten notes.
Files attached to tasks
You can attach files to any task — e.g. an application form that needs to be filled in as part of the task. Two ways:
- On the canvas: drag a connection thread from the edge of a task tile and drop it on any file lying on the canvas (double-click the thread to remove the link).
- In the schedule (Gantt): open task editing — in the "📎 Task files" section attach an existing project file or upload a new one (it will also appear on the project canvas).
What the link gives you:
- In Project Center → Files each file shows which task it is attached to and whether that task is done.
- On the Kanban board, task cards with files show a paperclip icon 📎.
- Every link carries a stamp: who attached the file and when.
- The AI assistant sees task files — ask e.g. "what's in the file attached to the task Fill in the application?" and the assistant will read and analyse the document (scans too, via OCR).
Built-in DXF Editor
HUBAL also supports working with CAD / DXF vector drawings. Instead of using external software, you can directly:
- Import `.dxf` files.
- Take measurements and check drawing layers on a dedicated Canvas view.
- Pin specific tasks for contractors directly to vectors (Synchronization).
Sync Gantt ↔ Canvas
Every object on the canvas can be linked to a task in the schedule.
Media AI — Media Kreator
Media AI is a media studio on the project canvas: images, video clips, voice-over, music, montage, subtitles and 3D models.
Media AI is part of the paid Media Kreator add-on: 19 zł net per month for the whole company, on every plan (Free included), however many people have access. An administrator turns it on in Settings → Subscription → Add-ons → Media Kreator → Add package — before paying, they accept the Media Kreator add-on terms on behalf of the organisation. Without accepted terms, creating media is paused (finished results can still be viewed); when a new version of the terms appears, the administrator accepts it with Accept terms in the same place. After the purchase the organisation owner has access straight away; you add more people or whole permission presets with Who has access.
Costs and storage. Every generation uses AI credits from the company pool — you see the cost before you click Generate. In Settings → Subscription → AI credits → Credit split an administrator decides how much of the pool media may use. Finished files take up the organisation's file storage.
Tiles on the canvas
Choose the kind of tile. Objects you selected on the canvas beforehand become its inputs.
The + input button on the tile: an image, a clip, a recording, a note or another tile. One tile's result can feed the next — Generate with predecessors generates the whole chain in order.
The result appears in the tile, usually after 1–2 minutes (a 3D model: 1–5 minutes). A further message in the tile refines the result, and the arrows take you back to an earlier version (Use this version).
| Tile | What it makes |
|---|---|
| Image | A picture from a description. A connected image can be a Reference, an image to edit (Edit this image) or a style reference — change the role by clicking it on the tile. |
| Clip | A short video from a description or from a starting image (a second image = the last frame). |
| Voice-over | A recording of the text read in the chosen voice, including My voice. |
| Music | An instrumental track from a description (about 30 s, no vocals). |
| Edit (montage) | A video made of images, clips, voice-over and music — a simple montage or the Timeline with tracks, captions and title cards. |
| Subtitles | Subtitles from the speech in a connected video; download them as an .srt file. |
| 3D model | A GLB model from a photo of an object or from a description — rotate it in the tile and download it. |
| Prompt | A shared description for other tiles, in two fields: Content and Style. Read from media reads the content and style of connected images and videos. Save prompts in the library (Mine or Team). |
When a tile needs an image and you only have a video, use Use a frame from the video… — pause the video on the shot you want and the frame lands on the canvas as an image.
My voice
You can clone only your own voice, recorded live in HUBAL. In a Voice-over tile choose the ElevenLabs — Mój głos (My voice) model and click Record your voice. Read the displayed text out loud together with the sentence with a random code (30 s to 3 minutes, in a quiet place), name the voice and confirm the statement that it is your own voice recorded just now. Cloning usually takes up to a minute and uses credits. A new voice is private — only you can read with it until you share it; in Manage voices you can share it with the organisation, rename it or delete it. A deleted voice is also removed from the voice provider.
Download and saving to the Drive
Download a finished result to your computer or Save to Drive — into the project files or your private Drive. Images, videos, recordings and 3D models can be up to 5 GB on the Drive (other files up to 100 MB).
AI content label. Images, videos and recordings from Media AI carry embedded Content Credentials (the C2PA standard) — signed information that the file was made with AI. Downloading and saving to the Drive keep it. Anyone can check it at contentcredentials.org/verify. A video assembled on the timeline can also show a small visible “AI” label in the bottom-right corner — turn it on with the “AI” label button next to the video format (off by default).
People with Media Kreator access can also ask the assistant on the project canvas, or an AI assistant based on the Marketing template, e.g. "prepare three images for a post with our logo". Before a bigger job the assistant gives an estimated cost, and the results land on the project's Media AI canvas.
Gantt Schedules
A classic Gantt chart view available under the projects button. It enables precise scheduling over time.
Click and drag on the timeline next to a task.
Drag the circle from the end of one task to the beginning of another to create a link (Finish-to-Start).
Thanks to the company working hours (set in the setup wizard and later in Settings → Company working hours), AI continuously analyzes the schedule and warns about overloads.
Notes and Documents
Notes are a dashboard widget — a board of coloured sticky notes for everything that is not a task: what was agreed over the phone, shopping lists for materials, phone numbers, pasted photos. You add them with the + button in the widget header.
Editor. A note is written in a rich-text editor: bold, italic, underline, strikethrough, numbered and bulleted lists, links and images (uploaded to the organisation's storage, up to 10 MB — the note itself stays small). For a quick correction you don't even need the dialog: double-click the note's text and type in place.
Look of the note. When saving you pick the background colour and the size (small / medium / large). Notes are moved around the board by dragging, and clicking the header collapses a note down to its title bar to free up space.
Colour, size, position and folder of a note are stored separately for each user. If you share a note, the other person sees the same content but arranges it their own way — nothing moves on your board.
Folders (tabs). Above the board there are folder tabs. You can create your own (e.g. Clients, Purchases), rename it and move notes into it. When deleting a folder the system asks whether to delete the notes inside or just move them back to the main board.
Sharing. A note is private by default. The share button lets you pick groups or individual people — including people from external organisations you work with. Un-sharing means unchecking the same entry.
Archive. A deleted note goes to the widget's archive (Archived section), from where it can be restored. Only from there can it be deleted permanently.
A sticky note in the widget is a note — for short agreements, numbers, lists. When you want a file (e.g. a transcribed meeting as a Word document), ask the assistant: "save this to my private space on the Drive". The file goes to your private Drive (the Drive icon in the sidebar), not to the notes board. The assistant always says plainly where it saved — details in Saving to the Drive.
When the AI assistant prepares a variant of the schedule, it appears in the Notes widget as a card with a question and choice buttons. You can decide right away or postpone — only an accepted proposal changes the dates in the schedule.
AI Assistant
HUBAL has a built-in HUBAL assistant that analyses projects, tasks, mail and finances in real time — always within your permissions. Next to it works the Alerts assistant (alerts and reminders), and a company can have its own AI assistants with a name and a speciality — see AI assistants.
The Assistant panel and chats
Click the Assistant icon () in the sidebar — the panel slides out from the right side. At the top there are tabs: HUBAL assistant, Alerts assistant and one for each AI assistant of your company. You write in the tab of the assistant you want to talk to.
Chats and topics. The Chats button in the panel bar shows all your conversations with the assistants (except alerts). You organise them into Topics — e.g. a separate topic for a client or a tender. You can pin a chat, rename it or move it to a topic. A topic can have its own instructions for the assistants (e.g. "answer in bullet points, give amounts net") and a linked HUBAL project the assistant uses when you don't name another one. Only you see your chats and topics.
What can the Assistant do?
The full list — split into the chat and the voice chat, with who can use what — is in the section What the assistants can do.
AI assistants
An AI assistant is a member of the AI team with its own name, role, colour and instructions — e.g. a marketing specialist or an HR specialist. It works with the permissions of the person talking to it: it never shows more than that person can see, and changes to tasks, the schedule or finances go for approval just as in the regular chat.
Adding. An administrator adds assistants in Team → AI team with Add AI assistant. The number of active assistants depends on the plan: Free 1, Start 3, PRO 10. The quickest start is a template — it comes with ready-made instructions and skills you then adapt to the company. The assistant starts with the template's name (e.g. "Marketing"); you can change it in the Name field, also to a name of your choice:
| Template and starting name | What it does |
|---|---|
| General knowledge | Letters, translations, technical advice, health, shopping. Always checks the internet and cites sources. |
| Marketing | Copy, posts, campaigns, content calendar and newsletters; images, clips, voice-over and music in Media AI. |
| HR and finance | Labour law, leave, contracts, social security, taxes, KSeF and cash flow. Checks regulations at the source; shows team workload and attendance to authorised people. |
| Creative | Brainstorming, names, slogans and campaign concepts — lots of ideas first, then the best three. |
The assistant card has the tabs Profile (name, role, form, colour, instructions), Abilities (model, Creativity: Precise, Balanced or Creative, the "What they can do" areas, skills and knowledge from procedure folders), Access (who sees the assistant) and Work (assigned work and recurring tasks). An administrator saves the changes; others see the profile and the work and start a conversation with Write.
Working with AI assistants
- Chat — in the Assistant panel, in the tab with the assistant's name. AI assistants do not talk by voice yet.
- Consultation — "ask the Marketing assistant about the campaign plan". Assistants ask each other for their view; you see the exchange in the chat as a discussion block.
- Background work on a task — "Marketing, take care of the Campaign plan task" or, when the assistant is assigned to the task, the Let {assistant name} handle this button in the task window. An assistant with Works on assigned tasks on their own switched on starts by itself. The summary comes to the Assistant panel, and task changes come as proposals to approve.
- Team chat — you add an AI assistant to a group chat like a person; it answers when someone mentions it (@Marketing or "Marketing, …" at the start of a message; an assistant with a name of your choice, e.g. Iza, also reacts to the name anywhere in a sentence). In a group chat it sees only what every participant can see (e.g. finances only when everyone has access to them) and saves nothing. You can also write to an assistant 1:1 in Chat.
- Recurring tasks — "every month prepare a summary of what's new in labour law and social security". Options: daily, on working days (no public holidays), weekly, every two weeks, monthly or quarterly. The result comes only to you — to the Assistant panel, and optionally also as a Word file in your private Drive. Pause, resume and delete them on the assistant's card in the Work tab. Works in the web app; you can also give recurring tasks to the HUBAL assistant.
Skills. A skill is an instruction on a specific topic (e.g. how to answer customer inquiries or how to check regulations). An administrator manages them in Team → AI team → Skill library: adds ready-made ones from the HUBAL library or writes their own, and in Who uses it chooses which assistants apply them.
Conversations and work of AI assistants use AI credits from the company pool. A stronger model gives better answers, but every message costs more — the multiplier is shown when you choose the model.
Saving to the Drive and transcribing handwritten notes
The assistant can save a Word file (DOCX) for you in your private Drive — e.g. a handwritten note transcribed from a photo, a transcript of a conversation or a longer text from the chat. This is different from a note in the widget: you get a regular file that you can open, download and forward.
In the assistant chat (also in the mobile app) type or dictate the content, or attach a photo of handwritten notes with the attachment button.
Use the words "to the Drive", "to my private space" or "to the file manager", e.g. "Transcribe this note and save it to the Drive in my private space as Meeting minutes". If you don't give a file name, the assistant picks one.
The assistant shows a card with a single step (saving the file) — click Run. Nothing is saved without it.
The assistant replies that the file is in Drive → Private drive and gives its name. Open the Drive icon in the sidebar, go to the private drive — the file has a preview, download and the same options as any other file.
What the assistant recreates from handwritten notes. It does not just transcribe the words; it tries to reproduce the layout of the page:
- a hand-drawn table → a real Word table with the same rows and columns,
- underlined words and sentences → underlined in the document (a single word inside a sentence too),
- titles → headings, bullets and numbering → lists,
- crossed-out text is skipped, and fragments that cannot be read are not guessed — they are marked [nieczytelne] (unreadable).
Shoot straight from above, in good light, the whole page. With a poor photo the table may come out incomplete — then the file shows [nieczytelne] where the assistant was not sure. Check the document before forwarding it.
By default a Word document is always created — like every document in HUBAL. You get a plain text file (TXT or Markdown) only when you explicitly ask for one. A document for the project canvas is a separate request ("make a document on the canvas of project X") — the assistant never saves one text in two places at once. Saving to the Drive works in the chat and in the mobile app; the voice chat does not do it yet.
Connect your own AI assistant — Claude, ChatGPT, Cursor
If you work in Claude, ChatGPT or Cursor every day, you do not have to give them up. Connect them to HUBAL using the MCP standard and your assistant gets the same tools as the assistant in the app: tasks, projects, deadlines, mail, procedures, finances — always on real data and always within your permissions. Available on the Start and PRO plans.
In the app open Settings → Integrations → External AI assistants and copy the MCP server address (e.g. https://hubal-project.com/mcp).
Claude: Settings → Connectors → Add connector and paste the address. ChatGPT: Settings → Connectors → developer mode → Create and paste the address. Cursor: MCP settings → add server with this address. No key is needed.
The assistant redirects you to a HUBAL page: you sign in to your account, see who is asking for access and to which organisation, and click Allow. On that page an administrator can choose Connect as identity for one of the company's AI assistants — then everything the connected assistant does is signed with that assistant's name, not yours.
You ask your assistant about tasks, deadlines, mail or procedures and it fetches the data from HUBAL. Every write (a new task, a financial entry, an e-mail) arrives as a proposal to approve in the Assistant panel in the app — nothing is saved without your click.
Settings → Integrations → External AI assistants shows what is connected and when it last worked; Disconnect takes effect immediately.
Exactly what you see: taking away your role or your access to finances applies immediately to the connected assistant too, because the server computes permissions on every call. The data the assistant asks for goes to the company that provides it, under your agreement with that company — HUBAL is not a party to it.
So that a loop in someone else's assistant cannot eat the pool, call limits apply: per connection and per organisation (higher on PRO). AI tools called by the assistant use the organisation's credits just like in the chat. On the PRO plan an administrator can also issue an access key (Settings → Integrations → Company → Access keys) for tools that cannot sign in (scripts, agent platforms). A key works as you or as one of the AI assistants from the AI team.
Writing emails with the assistant
The assistant can draft an email sent from your own mailbox — but it never sends it on its own. Sending happens only after you click "Send".
Step by step:
— e.g. "write an email to John Smith asking him to send the signed contract".
— it searches your address book (built automatically from all your correspondence) and the organization memory. If several people match, it shows a list to choose from; if it finds no one, it asks you for the address.
— with the recipient, subject and the full message body to review.
— every email sent by the assistant automatically gets a short footer noting it was prepared by the HUBAL assistant (you see it in the preview). It goes below your standard signature from Mail settings.
— you click "Send" (the email leaves from your mailbox and lands in the "Sent" folder) or "Reject" (nothing happens).
The AI Assistant respects privacy settings. It does not process data from confidential areas without appropriate permissions. More details in the Collaboration and Security section.
What the assistants can do — as of 17.10.2026
You talk to the HUBAL assistant in two ways: in the chat (the Assistant panel where you type) and in the voice chat (you talk to the assistant in the web or mobile app). The tables below show what you can ask it. AI assistants from the AI team can do the same in the chat — in the areas an administrator has switched on for them. In the Chat and Voice columns, ✓ means "can do it" and — means "cannot". The Who column tells you whether a request needs extra permissions.
A few rules that apply to all the tables:
- Changes wait for your approval. New tasks, task changes, clients, projects and financial entries are first shown by the chat as an approval card — nothing is saved until you approve it. Instead of a card, the voice chat repeats the details aloud and asks you to confirm. Where the assistant saves right away (e.g. a note), the notes column says so.
- An email never goes out on its own — only after you click "Send" or clearly say "send" in the voice chat.
- The assistant sees what you see. It does not show confidential projects you have no access to. For people without financial access the chat does not reveal amounts.
- Where you ask matters. The chat adapts its skills to the place where you open it. If the notes column says nothing else, the request works in the chat on the Dashboard (the same applies in Finance and in the mobile app). In Mail the chat focuses on correspondence, and on a project Canvas — on documents and drawings. When a request also or only works there, the notes column says so.
- Who can use it. The chat is available to people with edit rights in the organization; an administrator can turn off assistant conversations for someone. Conversations use AI credits from your plan. The voice chat is available on all plans (Free Start PRO), after confirming your email address; a minute of conversation uses about 20 AI credits from the organization's shared pool. When the pool runs out, the voice conversation ends and you can't start a new one until the pool renews (on a paid plan you can buy a credit pack).
Projects and tasks
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "What are my tasks this week?", "What tasks does Anna have?" | ✓ | ✓ | everyone | Tasks from all projects at once. |
| "What am I behind on?" | ✓ | ✓ | everyone | |
| "Add a task Quote in the Alpha project for Anna, due Friday" | ✓ | ✓ | everyone | The chat shows an approval card; the voice chat repeats the details and asks you to confirm. A multi-day task is one task with a from–to date. Also in Mail. |
| "Move the Quote task to Friday", "Let Assembly start after Delivery" | ✓ | ✓ | everyone | After you approve the card. Also changes the name, description, priority, effort and the steps of a multi-step task. |
| "Assign the Assembly task to Anna" | ✓ | ✓ | everyone | After you approve the card (by voice: after your "yes"). Only people from your organization. |
| "Tick off the task Send the offer" | ✓ | ✓ | everyone | After you approve the card. A completed task can also be reopened. |
| "Delete the task Old notes" | ✓ | ✓ | everyone | After you approve the card. Deletion cannot be undone; a task linked to payments needs an extra confirmation. |
| "What's going on in the Alpha project? What's ahead?" | ✓ | ✓ | everyone | Project history, agreements and upcoming deadlines. Also in Mail and on the Canvas. |
| "How far along is the Beta project?" | ✓ | ✓ | everyone | Tasks, completion and the project team. Also in Mail. |
| "Which projects have overdue tasks?" | ✓ | ✓ | everyone | The number of overdue tasks in each active project and the oldest overdue date. |
| "Find the project about the new website" | ✓ | ✓ | everyone | Also in Mail and on the Canvas. |
| "Create a project New branch opening" | ✓ | ✓ | everyone | The chat shows an approval card; the voice chat repeats the name and asks you to confirm. The Free plan limits the number of projects. |
| "Which clients do we have?", "What's new with client ABC?" | ✓ | ✓ | everyone | Without the client's financial data. |
| "Add the client Kowalski Accounting Office", "Send the VAT return for ABC by the 20th" | ✓ | ✓ | everyone | Approval card. A client matter goes to the client's "ongoing service". The Free plan limits the number of editable contractors. |
| "The New branch opening project is for ABC" | ✓ | ✓ | everyone | Chat links the client right away (not in the getting-started conversation); the voice chat repeats the project and client and asks you to confirm. |
| "Make a schedule for building a detached house" | ✓ | — | everyone | The assistant asks for details and shows a draft of stages and tasks; it goes into the project only after you approve it. |
Calendar and deadlines
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "What deadlines are coming up this week?", "What did we promise our clients?" | ✓ | ✓ | everyone | Deadlines and commitments picked up from correspondence: yours first, the team's separately. What others promised you — on request. |
| "Remind me on Friday at 9:00 to review the contract" | ✓ | ✓ | everyone | A notification at the given time. Saved right away. |
| "For tomorrow: call the client" (as a task in the schedule) | ✓ | ✓ | everyone | Creates a task in the project, as in the Projects and tasks table. Also in Mail. |
| "Plan my day", "Undo my day plan" | ✓ | — | everyone | The assistant builds a plan from your tasks, deadlines and calendar and shows it for approval. |
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Write an email to John Smith asking for the contract" | ✓ | ✓ | HUBAL PRO plan, connected mailbox | The chat shows a card with Send and Reject buttons. the voice chat reads the text aloud and asks "Shall I send it?". The email leaves from your mailbox with the HUBAL assistant footer. Also in Mail. |
| "What's the email address of ABC?", "Who is Jan Kowalski?" | ✓ | ✓ | everyone | Searches contacts from your correspondence and the company memory; the chat also searches the contractor register. Also in Mail and on the Canvas. |
| "Find emails from Smith from this month" | ✓ | ✓ | everyone | Also in Mail. |
| "Download all attachments from the emails about Zakarczmie and save them to a new folder on the Drive" | ✓ | — | everyone | Only your mailbox. Creates a new folder on the Drive (private, company or project files), skips signature images and identical files. Older attachments are fetched straight from the mailbox. Also in Mail. |
| "Summarize this thread", "Show the whole correspondence in this thread" | ✓ | ✓ | everyone | With the thread open. Also in Mail. |
| "What did we agree by email about the quote for ABC?" | ✓ | ✓ | everyone | Searches by meaning, not just by words. Also in Mail. |
Finance
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Show overdue invoices", "How much do we still owe company X?" | ✓ | ✓ | with finance access | Invoices from suppliers and issued by you: amounts, due dates, overdue balances. |
| "Add a cost of 350 PLN for printouts to the Beta project", "The client will pay 10,000 PLN by the end of the month" | ✓ | ✓ | with finance access | Approval card. A planned cost or a planned payment in the project's Financial Center. Also in Mail. |
| "Import a bank statement" | ✓ | — | with finance access | Opens a card for adding the file. AI reads the statement, you check the preview and approve the settlements. Also in Mail and on the Canvas. |
| "Help me fill in the company's financial profile" | ✓ | — | with finance access | "Financial profile" mode: the assistant asks about the team, fixed costs, goals and balance and shows changes on a card — you save them with a button. PRO plan. |
| "Is project X profitable?", "Summarize revenue and costs for the quarter" | ✓ | ✓ | with finance access | The voice chat will say that financial reports are available only in the chat. |
Team
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Who is on our team?" | ✓ | ✓ | everyone | Also in Mail. |
| "Who should take this task?" | ✓ | ✓ | everyone | Suggests people based on skills, workload and leave, with reasons. The choice stays with you. Also in Mail. |
| "Who has the most tasks?" | ✓ | ✓ | everyone | The number of open tasks per person, including overdue ones. |
| "What did Anna finish this week?" | ✓ | ✓ | everyone | A person's completed tasks across all projects. |
| "Who on the team works overtime or at weekends?", "How many hours did I work this month?" | ✓ | — | everyone (own time); team — administrator or HR | From "Work time": hours, long days, weekend work, days not closed, start times, leave and other absences (without reasons). Anyone can check their own time; other people's time — only an administrator or a person with HR permissions. |
| "Kasia and Marek are also on the team — add them" | ✓ | ✓ | administrator | Adds people without a HUBAL account so that tasks can be assigned to them. Does not send invitations. |
Files and documents
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Prepare a letter to the office about changing the conditions", "Write an offer for the client" | ✓ | ✓ | everyone | Creates a Word document with a PDF preview. the voice chat hands it over to work in the background, and the finished document appears in the chat. Also on the Canvas. |
| "In the contract, change the delivery date to 30 September" | ✓ | ✓ | everyone | For Word files. Creates a new version of the file; the original stays. the voice chat hands it over to work in the background. Also on the Canvas. |
| "Rotate the upside-down pages in this PDF", "Turn the table in this PDF into an Excel sheet", "Make a 1:500 site plan on A3 from this DXF" | ✓ | — | everyone | Processing files added to the conversation or placed on the project canvas (PDF, Word, Excel, PowerPoint, images, CSV, DXF/DWG drawings): rotating and merging pages, conversions, tables, charts, a scaled PDF sheet from a CAD drawing (e.g. a site plan with frame, title block and legend). New files go to "Conversation files"; the originals stay unchanged. The task is always performed by a Claude model. Also on the Canvas. |
| "Review these tender documents — are there ambiguities or conflicting clauses?", "Where are the contractual penalties in the contract?" | ✓ | — | everyone | Long documents added to the conversation (e.g. a functional programme, a contract, tender terms) are read in full — for a very large package the assistant reads further parts and searches for specific clauses. It checks regulations only in official sources (ISAP, gov.pl, EUR-Lex, PKN). Chat: with an attached file. |
| "Check these tender documents: ambiguities, conflicting clauses, vague requirements" | ✓ | — | everyone | A thorough review in the background (usually 5–15 minutes): a plan, several readers in parallel, drawings and scans viewed page by page, conflicts between documents and checked quotations. Result — a summary in the conversation and a Word report with quotations and questions for the contracting authority. PRO plan; costs more than a regular answer. Chat: with an attached file. |
| "Search the documents for contractual penalty clauses" | ✓ | ✓ | everyone | Searches documents from canvases and sketchbooks. Also in Mail and on the Canvas. |
| "What does the warranty chapter in this PDF say?" | ✓ | — | everyone | Also on the Canvas. |
| With an attached file: "What's in this contract?", "Transcribe this handwritten note" | ✓ | — | everyone | Up to 5 files at once, up to 12 MB in total: photos, PDF, Word, Excel, CSV and text files. Without an instruction the assistant only assesses the file and suggests what can be done with it. |
| "How do we prepare quotes?", "Read the order intake procedure" | ✓ | ✓ | everyone | Searches the Procedures hub, respecting folder access. Also in Mail and on the Canvas. |
| "Write this down as a procedure for the team" | ✓ | ✓ | everyone | Saves right away in the Procedures hub. Without a folder, the whole organization can see the procedure. Also in Mail and on the Canvas. |
| "Add a Preparation stage with three tasks to the canvas" | ✓ | ✓ | everyone | The chat applies changes right away — also without opening the canvas (from the Dashboard, on a project canvas or on the Company canvas and My canvas on the Drive); deleting and tidying up only with the canvas open. the voice chat hands bigger changes over to work in the background. Also on the Canvas. |
| "Describe what is on this drawing", "Find windows with a width other than 150 cm and mark them" | ✓ | — | everyone | Needs a CAD drawing (DXF or DWG) on the canvas. Marks are drawn on the drawing. Chat: on the Canvas. |
| "Draw a block diagram of the installation" | ✓ | — | everyone | The diagram is created as a new drawing. Chat: on the Canvas. |
| With the Media Kreator add-on: "Prepare three images for a post with our logo", "Make a short film from these photos with a voice-over and music" | ✓ | — | with access to the Media Kreator add-on | Images, clips, voice-over, music and montage are created on a canvas: the project's, or — when it is not about a project — the Company canvas (company Drive) or your My canvas (private Drive). The chat shows just the result with an “Open on canvas” button; with the add-on the assistant does this outside the Canvas too. Before a bigger job the assistant gives an estimated cost in credits. Chat: on the Canvas. |
| With the Media Kreator add-on: "Show the images we made in this project", "Display that clip here" | ✓ | — | with access to the Media Kreator add-on | The assistant shows previously made images, clips and recordings in the chat — also from tiles on the canvas and images from the Drive: thumbnails (click to open a preview), a player, “Open on canvas” and “Download”. Only what you can see yourself. Chat: on the Canvas. |
| "Measure the room areas", "Calculate the building footprint" | ✓ | — | trial testers | Automatic measurement of drawings is still being tested. Chat: on the Canvas. |
| "What's in the Offers folder on the company Drive?", "Read the contract on my Drive and tell me the notice period" | ✓ | — | everyone | The company Drive, your private Drive and project files — only what you can see yourself. Reads Word, PDF and text files; the assistant does not open files in protected folders. Also on the Canvas. |
Notes
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Note: agree the handover date with the client" | ✓ | ✓ | everyone | Saved right away as your private note. |
| "Save this transcript to my private space on the Drive" | ✓ | — | everyone | A Word file lands in the file manager: Drive → Private drive (only you can see it), or — when you ask “for the company” — on the company Drive, also in a chosen folder. From handwritten notes it recreates tables and underlining. A plain note is a separate thing — the Notes widget. |
| "What do I have in my notes about the Alpha project?" | ✓ | ✓ | everyone | Your notes and the ones shared with you. |
| "Share this note with Anna" | ✓ | ✓ | note author | Shares right away with a person from your organization. You can also do it in the Notes widget. |
| "Write in the Alpha project journal: the client changed the scope" | ✓ | ✓ | everyone | The entry goes straight to the Project journal. |
Reports
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "How many hours did we work this month?" | ✓ | ✓ | everyone | In the chat, the breakdown of hours per person is shown to an administrator or someone with the reports permission. |
| Financial reports: revenue, costs, profitability | ✓ | ✓ | with finance access | See the Finance table. |
Other
| What you can ask | Chat | Voice | Who can | Note |
|---|---|---|---|---|
| "Who is Peter Brown?", "What do we know about ABC?" | ✓ | ✓ | everyone | The company memory, built from correspondence and work in HUBAL. Also in Mail and on the Canvas. |
| "Check the current rules on remote work", "Read this page and summarize it" | ✓ | ✓ | everyone | Internet search; the answer lists its sources. Also in Mail and on the Canvas. |
| "When an invoice from ABC arrives, assign it to the Alpha project", "What rules do I have?" | ✓ | ✓ | everyone | A new rule appears as a card — you save it with a button. Deleting a rule also needs an approved card. The daily limit of new rules depends on your plan. Also in Mail. |
| "Eve's correct email is eve@company.com", "Mr Smith works at ABC, not XYZ" | ✓ | ✓ | everyone | Corrects the company memory right away. Only an administrator can delete an entry from the memory. Also in Mail. |
| "How do I create a new project?", "Where do I set automation rules?" | ✓ | ✓ | everyone | Answers based on this user manual. Also in Mail and on the Canvas. |
| "Ask the Marketing assistant about the campaign plan", "Marketing, take care of the Campaign plan task" | ✓ | — | everyone | Works when the company has AI assistants (Team → AI team). In a conversation the assistant answers from their expertise; work on a task runs in the background — task changes come back as proposals to approve, and the summary goes to the Assistant panel. Also in Mail and on the Canvas. |
| "Remember that I prefer short answers", "Remember: we name files YYYY-MM-DD_project", "Forget that…" | ✓ | — | everyone | Your memory is private — all your assistants use it, but only in conversations with you. The company memory is used by all assistants; only information that is open within the company gets there (marketing, company, equipment, ways of working) — confidential things stay in your memory. The assistant can also remember something important on its own (turn it off in Settings → Memory) — for the company memory this becomes a suggestion an administrator approves. In team chats assistants save to the company memory only when asked. In Settings → Memory you can review, edit and download the memory as an .md file; the company memory is edited by an administrator. Also in Mail and on the Canvas. |
| "Every month prepare a summary of what's new in labour law and social security", "Every Monday review new tenders" | ✓ | — | everyone | The HUBAL Assistant or an AI assistant does it regularly in the background — daily, on the company's working days (no public holidays), weekly, every two weeks, monthly or quarterly — and sends the result to the Assistant panel, optionally also as a Word file in your private Drive. It uses the internet and the company's shared knowledge — not projects, mail or finance. Pause, resume and delete it in Team → AI team → Work; you see only your own. Also in Mail and on the Canvas. |
| "Prepare a Facebook and LinkedIn post about finishing the Alpha project", "What do we have scheduled on social media?" | ✓ | — | everyone | On the Start and PRO plans. The assistant prepares a draft post (text, versions per platform, images and videos from Media Kreator or the company Drive); if you don't give a date, it asks whether to publish right after approval or on a chosen day and time. It is published only after a person approves it in “Social media” — an administrator or someone with the “Social media” permission. Company accounts (Facebook Pages, Instagram business accounts, LinkedIn company pages and personal profiles) are connected in Settings → Integrations. Also on the Canvas. |
| "What can you do?" | ✓ | ✓ | everyone | The chat shows examples matching the place and your permissions. Also in Mail and on the Canvas. |
| Getting-started conversation: setting up the dashboard, team, company profile and first schedule | ✓ | — | owner or administrator | The assistant leads it on first launch. The team, company profile and tasks are saved only after you approve a card. |
What the assistants cannot do
- The voice chat can't do this — do it in the chat: "Download all attachments from the emails about Zakarczmie and save them to a new folder on the Drive"; "Import a bank statement"; "Help me fill in the company's financial profile"; "Who on the team works overtime or at weekends?", "How many hours did I work this month?"; "Rotate the upside-down pages in this PDF", "Turn the table in this PDF into an Excel sheet", "Make a 1:500 site plan on A3 from this DXF"; "Review these tender documents — are there ambiguities or conflicting clauses?", "Where are the contractual penalties in the contract?"; "Check these tender documents: ambiguities, conflicting clauses, vague requirements"; "What does the warranty chapter in this PDF say?"; With an attached file: "What's in this contract?", "Transcribe this handwritten note"; "Describe what is on this drawing", "Find windows with a width other than 150 cm and mark them"; "Draw a block diagram of the installation"; With the Media Kreator add-on: "Prepare three images for a post with our logo", "Make a short film from these photos with a voice-over and music"; With the Media Kreator add-on: "Show the images we made in this project", "Display that clip here"; "Measure the room areas", "Calculate the building footprint"; "Save this transcript to my private space on the Drive"; "What's in the Offers folder on the company Drive?", "Read the contract on my Drive and tell me the notice period"; "Plan my day", "Undo my day plan"; "Make a schedule for building a detached house"; "Ask the Marketing assistant about the campaign plan", "Marketing, take care of the Campaign plan task"; "Remember that I prefer short answers", "Remember: we name files YYYY-MM-DD_project", "Forget that…"; "Every month prepare a summary of what's new in labour law and social security", "Every Monday review new tenders"; "Prepare a Facebook and LinkedIn post about finishing the Alpha project", "What do we have scheduled on social media?".
- The place matters — whatever the chat can't do in a given place (e.g. in Mail), it says so and tells you where to do it.
- Neither assistant has a separate meeting calendar — deadlines are saved as tasks in the schedule or as reminders.
- The assistant does not see confidential projects you have no access to, or emails hidden from AI (see Mail and AI).
- In a conversation with an attached file the chat does not use the internet — this protects against instructions hidden in the file's content.
- Automatic measurement of CAD drawings is still being tested and works only for selected testers. The assistant will read and describe a drawing for everyone.
Team Collaboration
Sharing Canvas Frames
On the canvas, you can create collaboration frames — designated areas shared with specific people or groups.
Set the permission level: read-only or edit.
Confidential Areas and Security (KMS)
A project marked as confidential is visible only to selected users. The schedule, notes, and files are hidden from everyone else.
Data is secured using KMS (Key Management Service) technology, where encryption keys (Master Key) are managed centrally and shared only with authorized organization members. As a result, access to the most sensitive files and projects is strictly controlled.
The AI Assistant does not process data from confidential projects for users without appropriate permissions — the KMS system blocks the assistant from decrypting this data in the context of an unauthorized query.
Mail and AI — how much of your mail AI sees
You decide how much of your business mailbox AI can see. It is a personal setting — everyone chooses for themselves; an administrator does not choose for anyone. Change it in Mail → Settings → AI and your mail. The same choice appears when you connect a mailbox — you cannot connect it without making one.
| Mode | What happens to a new email |
|---|---|
| AI sees all my mail | AI summarises every new email, assigns it to a project and picks up deadlines and commitments. |
| AI sees only the mail I choose | New mail is hidden from AI. You turn AI on with the switch in the thread header — only where it should help. |
| AI does not see my mail | Mail works without AI: no summaries, project assignment or alerts from email. |
Changing the mode applies to mail that arrives from now on — it does not change what AI has already read. You hide a single thread with the switch.
AI can make mistakes and may show your team something that should have stayed private. That is why, when you choose a mode in which AI reads your mail, you accept the Mail with AI Terms — including the duty to check AI outputs before you rely on them. If AI was already reading your mail before, you will see a request to confirm them above your mailbox (or choose AI does not see my mail). An administrator who turns on the Can use AI for mail permission accepts the terms on behalf of the organisation.
In the header of an open thread, next to the subject. Blue = AI can see the thread; clicking hides it from AI and removes whatever AI has already made from it (summary, commitments, alerts, case details in the project journal). Grey = AI cannot see the thread; clicking shows it to AI together with the next replies, and AI reads the latest messages right away. The switch works in every mode.
The arrow next to the switch: AI always sees mail from … or AI never sees mail from …. The rule covers new mail from that sender. You will find the list of rules with a Remove button in the settings, below the mode choice.
A person's permissions and the presets (the Emails group) include Can use AI for mail — on by default. When the administrator turns it off, AI does not read that person's new mail. The administrator can only take this option away — they cannot choose the mode for anyone.
A hidden email is not read by the assistant, its search, the project journal or alerts; the AI reply draft skips it too. You see it in your mailbox as usual, and folders and junk filtering keep working. When settings meet, privacy wins: the AI does not see my mail mode beats any rule, and the "never sees" rule beats a switched-on thread.
The mobile app does not have the AI switch yet — hidden emails stay hidden there too, but you switch them in the browser. AI does not read private mail in the background.
Notifications
HUBAL automatically notifies (email + in-app notification) about:
- Assignment of a new task
- Approaching deadlines
- Changes in a shared project
- New comment / chat message
- Alerts from the Alerts assistant (new business signals)
Sidebar Tools
The icons at the bottom of the sidebar are tools available in every module. Clicking opens an overlay panel without leaving the current view.
Procedures and Automation Rules
The Procedures tool in the sidebar gathers your company's operating rules in one place, in two sections.
📘 Team Procedures
Company how-to documents ("this is how we do it here") — e.g. Handling complaints, Site handover step by step, Employee onboarding.
- Create: click ＋ New procedure, enter a title, category and tags. HUBAL creates a Word document from a starter template (Purpose / Step by step / Who is responsible / Notes) and opens it in the Office editor right in your browser.
- Edit: a full Word editor (OnlyOffice) with auto-save — nothing to install.
- Preview: the 👁 button opens the procedure as large, easy-to-read PDF pages — for reading without the risk of an accidental edit. Ideal for employees.
- Organize: procedures are grouped by category, and tags (#complaints, #site…) help you find them.
- Download: every document can be downloaded as DOCX (editable) or PDF.
- Permissions: visible to the whole team; metadata edits and deletion by the author or an admin. Available on HUBAL Start and higher plans.
⚙️ Automation Rules
An organization-wide view of every automation rule — the heart of the system:
- Project rules — grouped by project (e.g. question in an e-mail → notification, attachments → canvas, working-time report every Monday),
- Contractor rules — grouped by contractor (e.g. overdue invoice → a ready-made reminder e-mail),
- My rules from chat — personal rules created by talking to the assistant.
Expanding a group shows the full set of rules: switching individual ones on and off, editing ✏️, deleting, and adding new ones from ready-made templates. With a single button an administrator can disable or enable all rules of a project or contractor (for a holiday, for instance).
Administration and Settings
You open the settings with the Settings icon () in the sidebar. Which tabs you see depends on your role and permissions. People, permissions, groups and AI assistants are set up in the Team panel — described below.
Account
- My profile — photo, email, password change, interface language and system notifications on this device. The My permissions row takes you to your card in Team.
- Organization profile — country and currency, business sector and specialization. An administrator changes them; assistants take them into account, e.g. when suggesting project phases and estimating task durations.
- Plan and credits — an overview of the plan and remaining AI credits for people who do not manage the subscription.
- AI models — shown only to a person with the Managing AI models permission who has no Subscription tab.
Subscription
This tab is visible to the person who manages the subscription (owner or administrator):
- Plan — plan status, next payment, invoices, changing and cancelling.
- Team seats — who can edit (a paid seat) and who has a free view of their own tasks.
- AI credits — one pool for the whole team, buying a pack and what the credits were spent on. When the company has Media Kreator, this is also where the Credit split is — a slider for how much of the pool media may use.
- AI models — answer quality vs. credit use, for the whole company. Changed by an administrator or a person with the Managing AI models permission.
- Add-ons — Media Kreator (see Media AI) and extra file storage.
Project settings, working hours and privacy
- Project settings (administrator) — custom project fields and custom options for industry fields (e.g. building type, stage), visible on every project.
- Company working hours (administrator) — working hours and days of the whole company. HUBAL uses them to compute team workload and deadlines.
- Privacy → Consents — messages about what's new in HUBAL and alert learning (the company's consent and yours). An administrator also sets improving HUBAL algorithms and diagnostics here: AI chat logs for technical support, HUBAL's emergency access to the encryption key (off by default) and the key access register.
- Privacy → Your data — downloading data (a ZIP archive with files, an Excel sheet with your data — and for an administrator with company data — and a full JSON dump) and a request to delete your account. It is worth keeping a local copy regularly.
Integrations
- Your connections (everyone): Mail, Google Calendar (what HUBAL sends to your calendar; Disconnect stops sending, entries in Google stay) and External AI assistants (Claude, ChatGPT, Cursor via MCP — on the Start and PRO plans, see Connect your own AI assistant).
- Company (administrator): KSeF, Bank statements (importing a statement for settlements) and Access keys for tools that cannot sign in (PRO plan).
Team: people, permissions and groups
The Team panel ( in the sidebar):
- People — people and invitations. A person's card has the tabs Profile, Permissions and Skills. An administrator picks the person's preset in the Permissions tab, and with the Permission presets button above the list defines rights templates for roles (e.g. Financial Manager, Technician, Office Worker): switching access to modules and packages, e.g. Media Kreator, on and off. Everyone sees their own permissions on their own card (read-only). The Can use AI for mail item (Emails group) decides whether a person can have AI for their mail at all; how much of their mail AI sees is their own choice — see Mail and AI.
- Groups (administrator) — work groups that follow the company's structure (e.g. branches or teams: Architects, Marketing) and confidential areas.
- Leaves, Work time and Workload — leave requests, attendance and the team overload analysis.
Muting views: Group division is extremely useful in further work in HUBAL – it allows you to "mute" (filter out) projects and tasks belonging to other groups so they don't clutter your personal workspace.
AI team
Assistants are set up in Team → AI team:
- HUBAL assistant — the assistant in the chat panel. The company-wide model is set by an administrator or a person with the Managing AI models permission in Settings → Subscription → AI models (without subscription access: Settings → Account → AI models).
- Alerts assistant — sends alerts and reminders. In Alert sensitivity an administrator picks a mode (Quiet, Balanced, Proactive) and fine-tunes the details: email sensitivity, task suggestions, warnings about deadlines, commitments and a negative balance, ignored senders and background checks. In the Muted tab everyone can restore alerts they muted. Company working hours are set in Settings → Company working hours.
- AI assistants — assistants with their own name and role; how many you can have depends on the plan. Details in AI assistants.
- Skill library — instructions for specific topics (e.g. how to answer customer inquiries or how to check regulations). Add a skill from the HUBAL library or write your own. In “Who uses it” you choose whether it works for all assistants or only selected ones; the “Skills: N” pill on an assistant's card shows how many skills it applies.
If an assistant remembered or mixed something up, tell it in the conversation — it will fix it itself.
Frequently Asked Questions (FAQ)
Click the Help icon () in the sidebar to restart the onboarding wizard or open this manual. In urgent cases, write to support@hubal-project.com.