User Manual v4.0
Complete guide to HUBAL — from your first login to advanced AI features.
🚀 Quick Start
Get started with HUBAL in under 5 minutes.
Registration & Login
Go to the HUBAL homepage. If you don't have an account yet, click Sign Up to choose a plan and create your organization account.
HUBAL offers: Free Basic Pro Enterprise. Start with the free plan and upgrade anytime.
You can restart the onboarding wizard anytime — click the Help (?) icon at the bottom of the sidebar.
🗺️ Interface Overview
HUBAL v4.0 is a Single Page Application (SPA). Navigation happens instantly without page reloads — the browser URL updates correctly so the Back button works as expected.
Sidebar — command center
The left sidebar is always visible across all modules. It has two zones:
Below the main modules you'll find utility tools:
Orange canvas icon = project has objects on the 3D canvas. Grey = empty canvas. Click it to open the project canvas.
🏠 Dashboard
The Dashboard is your home page after login. It shows a personalized overview of projects, tasks and team activity.
Widgets & layout
The Dashboard is built from widgets that you can freely arrange and configure. Click the Layout (⊞) icon in the sidebar to enter edit mode.
HUBAL supports multiple dashboards. Click + next to the dashboard name in the sidebar to add a new one with a different widget layout — e.g. one for finance, another for schedules.
Today's Tasks
The Today's Tasks widget collects from all projects tasks that are:
- assigned to you and due today
- overdue (deadline passed, not completed)
- flagged with high priority
Click the checkbox next to a task to mark it done directly from the Dashboard — no need to open the project.
✉️ AI Mail
The Mail module is a fully integrated email client with built-in AI. Every email is automatically analyzed and linked to the relevant project.
Folders & threads
| Folder | Contents |
|---|---|
| 📥 Inbox | All incoming messages |
| 📤 Sent | Messages sent from HUBAL |
| ⭐ Starred | Messages marked as important |
| 📋 Unassigned | Emails without a project link — require action |
| 🚫 Spam | Spam — automatically filtered by AI |
| 📦 Archive | Archived threads |
Below system folders you'll see a list of projects with unread thread counts. Clicking a project filters the inbox to messages linked to that project only.
Agent Brain — AI in Mail
Every incoming email is analyzed by Agent Brain — an AI module powered by Gemini. Results appear in the Context panel on the right side.
Emails in Unassigned wait for your decision — link them to a project by dragging or using the context menu. This keeps your Inbox clean.
💰 Financial Center
The Financial Center manages project budgets, tracks income and costs, and generates financial reports.
Project financial data
Each project has an independent financial sheet with categories:
- Revenue — client payments, deposits, invoices
- Costs — expenses, subcontractors, materials
- Draft — estimated items (not included in dashboard totals)
Financial dashboard
The main view shows aggregated data across all projects: margins, balances and forecasts. Click a project for a detailed cost breakdown.
The AI Assistant has access to financial data and can answer: "Which cost line is growing fastest?" or "What's the profitability of project X?"
🎨 3D Project Canvas
The project canvas is an advanced 3D environment built on Three.js. Visualize projects, place documents, draw, and plan schedules here.
To open a project's canvas, click the cube icon next to the project name on the Dashboard.
3D Navigation
| Action | Control |
|---|---|
| Rotate view | LMB + drag |
| Pan | RMB + drag or Shift + LMB |
| Zoom | Scroll wheel |
| Select object | LMB click |
| Reset view | Double-click empty space |
Saved Views: In the right panel click Save View, enter a name — the camera position is stored. Return to any saved view with one click.
Drawing Tools
| Tool | Shortcut | Description |
|---|---|---|
| 🎯 Select | V | Select and move objects |
| ✏️ Pencil | P | Freehand drawing |
| 🧽 Eraser | E | Erase drawn elements |
| 📝 Text | T | Labels and annotations |
| ▭ Rectangle | R | Geometric shapes |
| 💭 Annotation | A | Comments with pointer |
| 🗑️ Delete | Del | Delete selected object |
Files & Documents on Canvas
Click Add file in the toolbar or drag a file directly onto the canvas. Supported formats:
Schedule Planner on Canvas
A unique HUBAL feature — create schedules visually on the canvas, then export them to the project scheduling system.
🔄 Gantt ↔ Canvas Synchronization
HUBAL offers a unique bidirectional synchronization between the 3D Canvas and the Gantt chart. You can create and edit schedules in both places simultaneously — changes are automatically synced both ways.
The same task can be edited on the Dashboard (Gantt chart — text, dates, dependencies) and on the 3D Canvas (visually — drag, draw, annotate). With sync enabled, both workflows merge into one.
How to enable sync
How it works
Schedule lock
When sync is enabled, the canvas schedule is locked by default — editing happens through the scheme or Gantt. To manually edit on canvas:
- Click the 🔓 Unlock icon above the project node
- Make your visual changes
- Click 🔒 Lock — sync auto-exports changes to Gantt
Synchronized elements
| Canvas element | Gantt element |
|---|---|
| Stage | Stage |
| Task | Task |
| Subtask | Subtask |
| Trigger | Trigger |
| Decision point | Schedule option |
| Delay | Time buffer |
| Blocx | Document/permit |
If you delete a node on the canvas, the corresponding Gantt task is archived (not permanently deleted). It won't reappear on the canvas, but you can restore it from Gantt.
Sync works best when you plan visually on the canvas (e.g. drawing dependencies between stages) and want that plan to immediately become a working schedule on the Dashboard. If you prefer working exclusively with Gantt — sync is not required.
📅 Schedules & Gantt
HUBAL's scheduling system offers advanced planning with an interactive Gantt chart, task dependencies and automatic date recalculation.
Task types
| Type | Description |
|---|---|
| 📋 Standard | Task with start date, end date and assigned person |
| 🎬 Trigger | No duration — activates dependent tasks when fired |
| 📊 Estimate | Task with date change history — tracks slippage over time |
| ⏸️ Delay | Time buffer between tasks |
| 🔀 Decision | Schedule branch point with multiple paths |
Task dependencies
- After finish: Task B starts X days after Task A finishes
- Before start: Task B starts X days before Task A starts
- Offset: Number of working days gap between tasks
Gantt chart navigation
📝 Notes
Notes in HUBAL work like a virtual corkboard — freely position, group and share them.
| Action | How |
|---|---|
| Create note | + Create note button |
| Move note | Click and drag (not on the edge) |
| Resize | Drag the bottom-right corner |
| Edit text | Double-click the note |
| Delete | Trash icon (appears on hover) |
| Move to folder | Folder icon → select folder |
🤖 AI Assistant
The AI Assistant is a built-in chatbot powered by Google Gemini. It knows the context of your projects, finances and schedules — no need to explain the basics.
Activation
Click the Assistant (🤖) icon in the sidebar — the chat panel slides in from the right.
What can the Assistant do?
The AI Assistant respects privacy settings. It does not process data from confidential projects for users without the appropriate permissions.
🛠️ Sidebar Tools
| Tool | Description |
|---|---|
| 🗓️ Leave | View team leave calendar, submit leave requests. Managers see all team requests for approval. |
| 📒 Contacts | Organization address book. Add external contacts (clients, subcontractors) linked to projects. |
| 💬 Chat | Internal team messenger. Channels can be linked to specific projects. |
| ✏️ Sketchbook | Quick freehand drawing and notes — lighter version of the canvas without 3D context. |
| 📋 Templates | Schedule template gallery. Save your own and apply with one click. |
| 📊 Reports | Report generator: project progress, team workload, financial summaries. |
| ⊞ Layout | Dashboard layout editor — add, remove and arrange widgets via drag-and-drop. |
| ⚙️ Settings | Account, organization, user and integration configuration. |
| ❓ Help | Opens this manual, restarts the onboarding wizard. |
👥 Collaboration
Sharing canvas frames
Work groups
Organize users into groups (e.g. "Architects", "Engineers"). Groups make it easy to share projects and manage permissions in bulk.
Notifications
HUBAL automatically notifies (email + in-app) about:
- New task assignments
- Approaching deadlines
- Changes in shared projects
- New comments / chat messages
- Agent Brain alerts (new business signals)
⚙️ Administration
User management
| Action | Where |
|---|---|
| Add user | Settings → Users → Invite |
| Change role | Click user → edit role (Admin / Manager / User) |
| Set color | Edit profile → color field (shown on Gantt) |
| Assign to group | Edit profile → Work Groups |
| Deactivate account | Click user → Deactivate |
Deleting an organization is irreversible. All projects, documents and data will be permanently removed. Only available for Super Admins.
⌨️ Keyboard Shortcuts
Global
3D Canvas
❓ FAQ
Does HUBAL work on mobile devices?
Yes — Dashboard, Mail and Financial Center are fully responsive. The 3D Canvas requires keyboard and mouse and is desktop-only. Gantt schedules have a simplified list view on mobile.
Is my data secure?
Data is stored in Firebase (Google Cloud), region europe-central2 (Warsaw, EU). Access is protected by Firebase Security Rules and the organization's role system. HUBAL is GDPR compliant.
How do I restore a deleted task?
Tasks are not immediately deleted — they remain in the trash for 30 days. Open the project → project context menu → Task Trash.
Why is the canvas icon grey?
A grey canvas icon means the canvas is empty — no objects have been added yet. Click it to open an empty canvas and start working.
Agent Brain isn't analyzing emails — what should I do?
Agent Brain is in beta. Ensure your organization has Email AI Beta enabled in Settings → Agent Brain. If the option isn't visible, contact your admin or support.
Click the Help (❓) icon in the sidebar to restart the onboarding wizard or reopen this manual. For urgent issues write to support@hubal.app.