User Manual v4.0

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.

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.

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.

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.

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.

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.

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.

Gantt Schedules

A classic Gantt chart view available under the projects button. It enables precise scheduling over time.

By defining Work Hours in the settings (Onboarding), 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.

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.

AI Assistant

The HUBAL system is integrated with an advanced LLM-based assistant, named Agent Brain, which can analyze project data in real time.

Activation

Click the Assistant icon () in the sidebar — the chatbot panel will slide out from the right side.

What can the Assistant do?

The full list — split into the chat and Inka, the voice assistant, with who can use what — is in the section What the assistants can do.

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.

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).

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.

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:

What the assistants can do — as of 28.09.2026

HUBAL has two AI assistants: the chat (the Assistant panel where you type) and Inka, the voice assistant (you talk to her in the web or mobile app). The tables below show what you can ask 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, Inka 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" to Inka.
• 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. Inka is available on the HUBAL PRO plan, after confirming your email address, within the monthly voice limit.

Projects and tasks

Calendar and deadlines

Mail

Finance

Team

Files and documents

Notes

Reports

Other

What the assistants cannot do

• Inka can't do this by voice — do it in the chat: "Import a bank statement"; "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"; "Measure the room areas", "Calculate the building footprint"; "Save this transcript to my private space on the Drive"; "Plan my day", "Undo my day plan"; "Make a schedule for building a detached house".

• 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 marked as Incognito.
• 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.

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.

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
• Agent Brain alerts (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

The administration panel (accessible via the Settings icon in the sidebar) is one of the most important and extensive sections in the HUBAL system. The visibility of specific options depends on the user's role (Admin / Manager / User).

Account

In this section, you can change your access password and manage your active subscription. It allows you to monitor your current subscription plan and switch between paid tiers.

Permissions

Here you define rights templates, i.e., permission presets for roles (e.g., Financial Manager, Technician, Office Worker). Within them, you can enable and disable access to selected modules. You can also grant specific permissions to individual users.

Groups

Here you create and edit Work Groups, according to the actual division within your organization (e.g., company branches or disciplinary teams: Architects, Marketing).

AI Settings

The most advanced part of the portal. It allows you to fine-tune the AI Assistant to your needs:

• Organization Profile: You initially provide the artificial intelligence with a description of the company's activities, what it does, and what its goals are. Thanks to this, the AI will more accurately suggest tasks, estimate their times more precisely, and generate relevant alerts.
• AI Behavior: Sliders and options tuning the agent (reporting frequency, sensitivity to delays, notification sensitivity).
• AI Skills: Instructions focused on a single topic (e.g., how AI should respond to customer inquiries or how it should check building codes). Skills are loaded by default according to the profile from the first tab, but you can also add them from the skills library or create your own from scratch.

Memory and History

A preview of the agent's notes. The AI saves everything it observes in real-time here (analyzing forwarded emails, notes, or created tasks). This is a feature for advanced users. It requires manual editing only in rare, specific cases – for example, if the agent mistakenly assigns the company to another branch you work with, and a correction in its "brain" is needed.

Privacy

GDPR and data exchange center:

• Diagnostic Access: Collectively granting access to the company profile for HUBAL developers to diagnose errors by staff.
• Data Download: If you have permissions, you can download all files, canvas data, and preferences from here as a bulk backup for yourself. It is worth using this regularly, keeping a local copy of your resources on the client-side.
• Data Import: Data download options entail restoration possibilities – after, e.g., a year of account suspension, you can use the exported archive to import all projects and restore the portal.

Frequently Asked Questions (FAQ)