RoboHead Complete Feature List
The following is a comprehensive list of RoboHead features. While this list is regularly edited, RoboHead is an actively managed application and receives regular updates. Some features may be omitted from this list. For specific questions, contact us.
Table of Contents
Project Management
- Project Creation & Duplication: Create or copy existing projects and campaigns with customizable elements
- Project Templates: Pre-built roadmaps for standardized project creation
- Project Status Management: Bulk status updates with dropdown menus for active, on hold, future, complete, and any other custom status you create.
- Multi-select Editing: Modify multiple projects simultaneously
- Archiving: Hide/suspend projects without deletion
- Critical Path: Visual project dependency tracking
- Project Planning: High-volume, fast-turn project management for marketing/creative teams
- Team Management: Add, remove, and manage team member permissions so you can control who has access to every element of your project
- Cross-project Dependencies: Establish task relationships across different projects
- Inline Editing: You can make quick, real-time updates to projects directly from the schedule tab, including modifying task or review details.
- Project Templates: You can create project templates to replicate delivery timelines, tasks, and project teams for common project types. These templates save time by allowing project managers to quickly create new projects with a predefined roadmap.
- Project Views: The Projects module offers multiple views to plan and manage projects:
- List View: Displays all projects you have access to in a list format, which can be sorted and filtered by various columns.
- Gantt View: Shows a linear, chronological view of project tasks and reviews, including dependencies. You can adjust task dates and durations with a drag-and-drop interface.
- Kanban View: Organizes projects into columns based on their status, allowing for easy prioritization with a drag-and-drop interface.
- Calendar View: Lays out projects on a month-by-month calendar, where you can see project durations or just start and due dates.
- Task/Review Dependencies: You can create predecessor and successor relationships between tasks. The platform uses these dependencies to automatically adjust project timelines if a task finishes early or is delayed.
- Project Summary Dashboard: The Summary page within each project provides an “at-a-glance” view of its status. It includes key metrics, recent activity, and a burndown chart.
- ✨AI-Generated Project Overview: A generative AI feature creates project overviews that provide a ‘quick look’ summary of the project’s current status, due date, tasks behind schedule, and budget.
- Project Status: Easily view the current status of a project, customize a color for your own needs, project statuses can be updated manually, both inline and in bulk, or set up to update automatically
- On Schedule/On Budget: Displays “Yes” if there are no overdue tasks or reviews, and if actual expenses are less than budgeted expenses, respectively.
- Possible Delays: Flags critical issues like overdue tasks, blocking tasks, or overdue approvals.
- Burndown Chart: Compares the expected rate of task completion with the actual completion dates.
Resource Management
- Resource allocation and workforce capacity planning tools
- Skill-based resource assignment
- Resource conflict identification
- User Status and Allocation Metrics: In the user profile, the “User Status” section provides personal metrics, including the number of active projects, open tasks, overdue tasks, and blocked tasks.
- The “User Resource Allocation % (Past 12 Weeks)” graph gives a visual representation of a user’s workload over time. This helps managers understand who is available and who is over-allocated.
- Resource Allocation Graph: The User Summary page in the Users tab includes a Resource Allocation graph. This provides visibility into a team member’s capacity.
- Time Off Management: Users can log their time off, including full days or partial days, with a reason. This time off is displayed when a project manager assigns a task, helping to prevent tasks from being assigned to unavailable users. When a user is mentioned in a note, an “OOO” tag is displayed next to their name.
- Task Reassignment: Reassign tasks from one user to another. You can select multiple tasks and reassign them, with the option to replace all assignees or just the selected one. This is useful for balancing workloads and reallocating work when someone is on leave or overloaded.
- Project Team Visibility: The Project’s Team tab lists all individuals and groups assigned to the project. This gives a clear view of who is working on what project and also allows project managers to adjust team permissions levels per project.
- Time Tracking: The platform offers multiple methods for time entry, including a manual time entry form, a timesheet, and a timer. This enables accurate tracking of the actual hours spent on tasks, which is crucial for resource planning.
- Timesheet Approval: The optional Timesheet Approval module allows Project Time Approvers and Resource Time Approvers to approve or reject logged hours. This ensures accuracy in time reporting.
- Task Role and User Rates: Account Administrators can assign rates to either Task Roles or individual users. This allows the system to automatically calculate labor costs, which are essential for budgeting and financial reporting.
- Report Filtering by User/Team: You can create Project Reports filtered by a specific “Project Team” member to see what a given user is working on. Similarly, you can filter Task Reports by “Task Assignee” to see a user’s workload.
- Activity Reports: Activity Reports can be generated to show a user’s activity over a given time period, which can help to determine how active a user is.
- Overdue and Blocking Tasks: Reports can be created to identify “Overdue Tasks” and “Blocking Tasks”. This helps managers quickly pinpoint bottlenecks and reallocate resources to keep projects on track.
- Centralized Resource Data: The system centralizes information about user workloads, task assignments, and time off, making it easier to evaluate resource allocation and plan for future assignments.
Campaign Management
- Campaign Structure: High-level containers for multiple related projects
- Multiple Views:
- Calendar view (month-by-month)
- Kanban view (status-based columns)
- Gantt view (linear timeline with dependencies)
- List view (default tabular format)
- Custom Filters: Saveable filter criteria for campaign organization
- Campaign Copying: Duplicate entire campaigns with all contained projects
- Cross-Project Dependencies: A unique feature of the campaign schedule view is the ability to establish cross-project task dependencies. This allows you to link tasks across different projects within the same campaign.
- Campaign Dashboard: The campaign’s Summary page provides an at-a-glance view of the campaign’s status. It includes an information box highlighting task status within the campaign’s projects, whether the campaign is on budget and on schedule, and a summary of expenses.
Campaign Metrics: The summary page provides key metrics for the campaign, such as:
- Total Projects: The total number of projects in the campaign.
- Projects Behind Schedule: The number of projects with at least one overdue task.
- Projects Over Budget: The number of projects where actual expenses exceed budgeted expenses.
- Blocked Projects: The number of projects containing overdue blocking tasks.
Centralized Activity Stream: The Summary page also shows a “Recent Activity” stream of events that have occurred within the campaign and its associated projects.
- Team Management: The Team tab lists all individuals and groups working on the campaign. Campaign Managers can add, delete, or change team members and their permissions. A user on a project team is not automatically added to the campaign team; they must be added specifically.
- Permissions: Campaign permissions can be set to “Manage” (full read/write access), “Contribute” (upload files, edit expenses), or “View” (see info, download files). Extended permissions like “Manage All Campaigns” or “View All Campaigns” supersede folder-specific permissions.
- Notes: The Notes tab allows team members to communicate specifically about the campaign. You can create public notes or private conversations and use @mentions to notify specific users.
- File Storage: The Files tab is a dedicated space for documents related to the campaign. Files added to campaign details appear here, but files added to notes do not.
- Campaign Duplication: You can copy an entire campaign, including all of its projects. When copying, you have the option to include or exclude various elements like tasks, reviews, assignees, and a new campaign schedule can be set. This is useful for replicating a successful campaign structure.
- Campaign-Specific Reports: A “Campaign Report” allows you to report on all campaign data, including summary fields and expenses.
Workflow Management
- Custom workflow builders
- Conditional task routing
- Approval hierarchies
- Task Dependencies: You can set predecessors for tasks, meaning one task must be completed before a successor task can begin. The Gantt chart view visually represents these dependencies. If a task date changes, the dates for all dependent tasks are automatically adjusted.
- Automated Alerts for Dependencies: Users assigned to a task will receive an immediate email and an activity stream alert when a predecessor task is marked as complete, notifying them that they can begin their work.
- Sequential Reviews: This feature allows you to set up multi-stage reviews that automatically route files to different reviewers or groups in a specific order. You can configure when a new stage should start, for example, after all reviewers have approved a file. This eliminates the need for manual guidance through each step of the review process.
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Creative Collaboration & Review
- Visual Markup Tools: Comprehensive annotation capabilities across all file types
- Video & Audio Reviews: Timeline-based commenting for multimedia files
- 3D Model Reviews: Interactive viewing and commenting on 3D files (obj, fbx, glb)
- Ink Color Separation: CMYK PDF layer viewing tool
- PDF Annotation Import: Import Adobe Acrobat/Reader annotations
- Real-time Collaboration: Shared project visibility and status tracking
- Review Status Management: Track approval workflows and feedback
- Robo Proofreader: AI-powered spelling and grammar checking
- Sequential Reviews: Manage who signs off on your projects and in what order.
- Review Types: RoboHead offers two main types of reviews: “Comments/Feedback” for gathering general feedback and “Request Approval” for formal sign-offs with specific approval, rejection, or revision decisions.
- Review Statuses: Reviews have statuses such as “Not Started,” “In Progress,” and “Complete.” A review set to “Not Started” will automatically update to “In Progress” with the first comment.
- Automated Review Completion: You can set a review to “Autocomplete” when certain conditions are met, such as when all reviewers have finished or approved the review.
- Digital Signatures: For formal approvals, you can require digital signatures on documents. Users can either use a default signature or create a custom one in their profile.
- Centralized Collaboration: RoboHead offers a central platform for electronic reviews and approvals, allowing teams and clients to collaborate on creative deliverables. This replaces the need for distributing documents via email or holding meetings to consolidate feedback.
- Supported File Types: You can upload and annotate a wide range of file types, including: 3D Files (.obj, .fbx,.dae, .glb, .gltf, .zae), Images (.png, .gif, .webp, .ai, .arw, .bmp, .cr2, .crw, .dng, .fax, .gif,jp2, .jpc, .jpeg, .jpg, .mrw, .nef, .orf, .pbm, .pcd, .pcx, .pef, .pgm, .pix, .ppm, .psd, .raf, .rle, .tga, .tif, .tiff, .wmf, .x3f, .svg), Adobe files (.pdf, .ps, .eps), Microsoft Office files (.doc, .odt, .pps, .ppt, .rtf, .xls, .txt, .htm, .html, .csv, .docx, .pptx, .xlsx, .dot, .dotm, .dotx, .docm, .odp, .potm, .ppsm, .ppsx, .pptm, .eml, .msg) Zip files (.zip) Video files (.swf, .flv, .mov, .mp4, .m4a, .3gp, .mpeg, .avi, .wmv, .mts, .webm, .ogv, .mpg) Audio files (.wav, .ogg, .aac, .mp3, .mpeg)
- Annotation Toolkit: The annotation toolbar provides various tools for markup, including:
- Add Comment: A tool to add notes on a specific part of a file.
- Drawing Tools: Tools like Free Draw and Draw Shapes (squares, ovals, custom shapes) to highlight parts of the document.
- Text Markup: For rich-text documents like PDFs and DOCX, you can highlight, underline, strikethrough, replace, or insert text.
- Stamps: Pre-set text stamps can be applied to quickly indicate standard approvals or changes.
- Measurement and Color: A measurement tool helps verify dimensions, and a color inspection tool shows RGB and HEX values of selections on images.
- Real-time Collaboration: You can see other users’ names displayed in the annotation tool when they are also reviewing the same file at the same time.
Review Process Management
- Two Review Types: There are two primary types of reviews: “Comments/Feedback,” for informal feedback, and “Request Approval,” for formal sign-offs.
- Sequential/Multi-stage Reviews: You can set up multi-stage reviews that automatically route the review to different users or groups as each stage is completed. For “Comments/Feedback” reviews, subsequent stages can start when all or any reviewers have finished. For “Request Approval” reviews, stages can advance when all or any reviewers have approved. Review stages can also be restarted when another round of reviewing is required.
- Version Control and Comparison: All versions of a file are stored within the review. You can compare any two versions side-by-side to track changes and edits.
- File Status Tracking: You can track the progress of comments and changes using a checkbox system with three statuses: “Not Started,” “In Progress,” and “Complete”. Reviewers with only “View” access can see these statuses but cannot update them.
- Automated Review Completion: Reviews can be set to “Autocomplete” when all reviewers have finished or approved the review, saving time and manual effort.
Communication and Feedback
- Review Notes: You can add general notes to a review to discuss multiple files at once or make overall comments.
- @Mentioning Users: You can notify users about a specific comment by using an @mention in the comment text. This sends an email notification with a direct link to the note.
- Email Notifications: The system sends email notifications for new reviews, when a review is due, and when it’s overdue. Review owners can also be notified on every response submission.
- Consolidated Comments: All comments and feedback are tracked, date and time-stamped, and recorded by the system to provide a clear audit trail and avoid confusion.
External Sharing & Compliance
- External Links: Share files with non-users via external download or annotation links. These links can have expiration dates to control access.
- Digital Signatures: For regulated industries, you can require digital signatures on reviews. The signature is time-stamped, creating a full audit history of approvals. This is especially useful for compliance management.
- Review Summaries: A PDF summary of a review can be downloaded, which includes reviewer status, approval decisions, and a list of all comments for each page. You can also download an annotated PDF version of the file with the comments included.
- AI Proofreading: The “Robo Proofreader” feature can be enabled to automatically check text documents for spelling and grammar errors, with comments labeled as “Robo Proofreader”. It supports a variety of languages:
- English (en-US)
- English (en-UK)
- German (de-AT)
- Dutch (nl-NL)
- French (fr-FR)
- Portuguese (pt-BR)
- Danish (da-DK)
- Finnish (fi-FI)
- Swedish (sv-SE)
- Spanish (en-US)
- Polish (pl-PL)
- Italian (en-US)
File & Asset Management
- Library Module: Centralized document hub with folder organization
- Advanced File Module (Optional):
- Unlimited customizable metadata
- File reporting capabilities
- External sharing links with expiration dates
- Private folder sharing with Contact users
- Multiple File Downloads: Bulk download up to 50 files/250MB as ZIP
- File Versioning: Track and manage file iterations
- File Movement: Transfer files between projects and folders
- Permission Management: Control file access by user/group
File Storage and Organization
- Centralized Library: The Library module acts as a “document hub” or central file repository for all your work-related files.
- Folder Structure: You can create a simple folder structure with unlimited sub-folders to organize files. For ease of use and visual context, it is recommended to keep this structure no more than 6 levels deep. You can drag and drop folders and files to move them within the structure.
- File Locations: Files can be stored in a project’s “Files” tab, a campaign’s “Files” tab, or within the central Library module.
- File Uploads: You can upload files of any type and size, with a recommended maximum of 5GB per file. You can upload files from your computer via a file selection window or by dragging and dropping them into the upload window.
File Information and Metadata
- File Forms (Advanced Module): The optional Advanced File/Library Module includes a File Form feature that allows you to attach an unlimited number of custom metadata fields to files. This metadata can then be used for searching, filtering, and reporting.
- Automatic Metadata: The system automatically captures and reports on standard file information, such as file ID, type (JPG, MP4, etc.), height, width, size, who uploaded it, and the upload date.
File Sharing and Access
- Internal Links: You can create and share internal links to files with other RoboHead users who have permission to view that item.
- External Sharing (Advanced Module): The Advanced File/Library Module enables public file sharing with anyone, including non-users, via external links.
- File and Folder Permissions: Folder permissions can be assigned to users and groups, giving them “Manage,” “Contribute,” or “View” access. Permissions can be set for main-level folders and apply to all sub-folders within them.
- External User Collaboration: The system allows for sharing files and folders with “Contact” users. You can grant them “Contribute” or “View” permissions, allowing them to upload, view, or download files as needed.
- File Download: Users with appropriate permissions can download files from the Library, Projects, or Campaigns. You can also download multiple files at once as a ZIP archive.
File Management Operations
- Version Control: The system tracks multiple versions of a file. You can upload new versions, view all existing versions, and compare any two versions side-by-side to track and highlight changes.
- File Annotation: Files can be annotated with comments, notes, and markup, whether they are part of a review or stored in a project or library folder. Annotation can be enabled or disabled for a file at any time.
- Final Deliverables Tag: You can mark a file as a “Final Deliverable” with a tag when it is the final version(s) for the Project.
- RoboScripts for Automation: You can use RoboScripts to automate file management tasks. For example, you can automatically copy files marked as “Final Deliverables” to a project or account library or email them to users.
- Searching and Filtering: The Library module has a dedicated search function for finding files based on name, tags, or metadata. The Library view can also be filtered by favorites, selected items, tags, or specific columns.
- Toggle between list view and thumbnail view
Intake & Ticketing
- Request Module: Internal and external project request system
- Customizable Request Forms: Unlimited fields with conditional logic
- Email-to-Request: Create requests by sending emails to dedicated addresses
- Contact User Management: External stakeholder request submission
- Request Forms: You can create custom request forms with unlimited fields and conditional logic to ensure all necessary information is captured from clients or stakeholders at the start of a project. This helps reduce back-and-forth communication and provides a clear roadmap for your team.
- Request Intake: Projects can be initiated from a request form or by email. The system can automatically route email requests into a project, with the email subject becoming the project name and the body text becoming the project description.
- Request Approval: Designated “Request Approvers” can review, approve, deny, or ask for updates on incoming project requests. Once a request is approved, it automatically becomes a new project.
Request Submission
- Request Forms: The platform allows for the creation of new requests through customizable online forms. These forms can include required fields to ensure all necessary information is captured from the start.
- Submitting by Email: Projects can be requested by sending an email to a specific, company-branded RoboHead email address. The email’s subject line becomes the project name and the body text becomes the project description. Any attached files are included as request attachments, with a total size limit of 30MB.
- User Types: The system is designed to handle requests from both internal users and external users, who are classified as “Contacts”.
- Drafts: Users can save a request as a draft before submitting it.
Request Management and Workflow
- Request Approver Queue: “Request Approvers,” typically Account Administrators or Project Managers with specific permissions, can view all submitted requests that have not yet been approved or denied in an “Approver Queue”.
- Approver Actions: From the queue, approvers can take action on a request by approving, denying, or marking it as “Update Required”.
- Automated Alerts: The system sends automated email alerts for key events in the intake process, including “Request Submitted,” “Request Approved,” “Request Denied,” and “Request Update Required”.
- Request Update: If a request is marked as “Update Required,” an email is automatically sent to the requester with a note about what updates are needed. The requester can then modify and resubmit the request.
- Request-to-Project Conversion: When a request is approved, it is automatically converted into a new project, and the user is taken to the “New Project” page to make any final edits before it goes live.
- Requestor Details: When a new user submits a request via email, a new “Contact” user is created with a first and last name. They are sent an email to view the request and are prompted to create an account at that time.
Additional Features
- Request List Views: Users can view their requests in a list format, with different toggles available based on permissions, such as “Requests I Created,” “Archived Requests,” “Approver Queue,” “Closed Requests,” and “All Active Requests”.
- Filtering: The request list can be filtered to narrow down results based on specific criteria, which is especially useful for approvers to filter for the requests they are responsible for.
- Requestor Change: “Request Approvers” can change the requestor on an unapproved request, either for a single request or as a multi-select action.
- Request Duplication: An existing request can be duplicated to save time when creating a new, similar project.
- File Annotation: Requesters can attach files to their requests and provide annotations on them using the same tools available in the review process.
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Communication & Notifications
- Notes System: Add comments to any platform item
- @Mentions: Tag team members for instant notifications
- Notes Inbox: Centralized message hub for @mentions
- Push Notifications: Real-time alerts for mentions and updates
- Email Integration: Reply to notifications to create platform notes
- Activity Stream: User role-based notification preferences
- Rich-text Formatting: Enhanced note creation capabilities
Based on the RoboHead user guide, here is a full list of features for Communication and Notifications:
Internal Communication
- Notes System: You can add notes to any object in RoboHead, such as projects, campaigns, reviews, tasks, files, or clients. Notes allow team members to communicate with each other within the context of a project.
- Public vs. Private Notes: Notes can be either public or private. Public notes are visible to anyone with access to the object. Private notes, or “Private Message Notes,” are only visible to the individuals or groups you select. The creator of a private conversation is always included in the list of participants.
- Rich Text Formatting: When creating a note, you have the option to use a rich-text editor to enhance your message with features like bold and italics, bullet points, hyperlinks, and emojis.
- Attachments: You can attach files to both public and private notes by dragging and dropping them or by selecting files from your computer.
- Notes Inbox: All public and private messages that specifically mention you will appear in your RoboHead Notes Inbox, accessible via the @ icon in the top menu bar.
Notifications
- Email Notifications: RoboHead provides email notifications for various activities. You can directly reply to some email notifications, and your reply will be added as a note in RoboHead. Attaching a file to your reply will also add it to the note.
- Notification Preferences: Each user has a profile where they can manage their notification preferences. You can choose to receive notifications via an “Activity Stream,” “Immediate Email,” “Daily Email,” or “Weekly Email” for a variety of events.
- Default Notifications by User Role: An Account Admin can configure default notification settings by user role for Account Admin, Project Managers, and Project Members.
- Hard-Coded Notifications for Contacts: “Contact” users receive automated email alerts for activities such as “Request Submitted,” “Request Approved,” and “New Review.” These alerts cannot be turned off.
- Activity Stream: Notifications can appear in the “Activity Stream” section of your Dashboard, providing a narrative of recent activity for projects you are associated with.
- Push Notifications for @mentions: RoboHead offers web browser push notifications for notes that include you in an @mention. These notifications are for
@mentions only and provide instant updates without relying on email. - Review Reminders: You can send manual reminders to reviewers who have not yet responded to a review. The system also offers an optional daily digest email with all pending reviews.
Direct User-to-User Communication
- @mention System: By typing the @ symbol followed by a user’s name in a note, you can send an immediate email notification and a Notes Inbox alert to that specific user. This functions as a direct message system within the platform.
- Out-of-Office Visibility: When you send a note to a user who has marked themselves as “Out of Office,” the system appends an “OOO” tag to their name and displays a warning, letting you know they may not respond immediately.
Reporting & Analytics
- Comprehensive Reporting: Reports on campaigns, projects, tasks, reviews, expenses, time, activities
- Automated Reports: Scheduled daily/weekly/monthly report delivery
- Report Sharing: Send reports to users and non-users via email
- Time Reports: Detailed time tracking analysis
- Financial Reports: Expense and time & expense reporting
- RoboHead Data Direct: PowerBI and analytics tool integration
- Work Volume Reports: Project workload analysis
- Capacity Reports: Resource utilization tracking
- Strategic Planning Metrics: Projects behind schedule, over-budget, budget variance
Report Creation & Customization
- Multiple Report Types: You can create reports for various areas of the platform, including campaigns, requests, projects, tasks, reviews, approvals, expenses, time, and activities.
- Custom Report Fields: You can add fields to your reports by dragging and dropping them from a list of available options. The order in which fields appear in the report can also be customized.
- Filtering: You can apply filters to reports to pull out specific data you need, such as filtering by task assignee, project status, or client. The guide provides examples of useful filters, like “Projects Due This Week” and “Overdue Tasks”. Filters can be combined with “AND” logic to create very specific reports.
- Sorting and Grouping: You can sort your report by one field and group your data by a specific field, such as by client name. For numeric fields, you can calculate the sum, average, minimum, or maximum values.
- File Reporting (Advanced Module): The optional Advanced File/Library Module includes a dedicated File Report that allows you to summarize and search file metadata that you’ve added to a file form. This report includes files from projects, campaigns, and the Library.
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Report Automation & Sharing
- Scheduled Reports: You can save a report and schedule it to be sent on a regular basis (daily, weekly, or monthly) as a link or a downloadable Excel file. These automated reports can be sent to both RoboHead users and non-users.
- Forwarding Reports: You can forward a report to anyone with an email address as an Excel attachment.
- Sharing Reports: Report configurations can be shared with other users in RoboHead. Shared reports appear in the “Reports Shared with Me” section. A shared report cannot be modified by the recipient, but they can copy it to their personal list to make changes.
- Data Access and Permissions: Reporting is permissions-based. Users can only see data for objects they have access to unless they have “View All” or “Manage All” extended permissions.
Analytics & Business Intelligence
- Dashboard Integration: You can select reports to be displayed as tabs in the “Reports” section of your Dashboard, providing a “mini dashboard” for key data at a glance.
- Project and Task Metrics: The platform computes metrics automatically, such as project duration, budget variance, and the number of overdue tasks.
- Project and Campaign Financials: You can report on project expenses, labor costs, estimated revenue, and budget variance. This allows for a detailed summary of financial information for a project or campaign.
RoboHead Data Direct (RDD): This module allows you to integrate RoboHead data with business intelligence (BI) tools like Power BI and Tableau. RDD provides direct access to RoboHead data, enabling you to create dynamic, intuitive dashboards and reports to visualize and analyze your creative workflow data.
Financial Planning & Business Intelligence
- Budget Management: Track budgeted vs. actual expenses
- Labor Cost Tracking: Automatic calculation using user rates and hours
- Rate Management: Assign rates by Task Role or individual User
- Expense Tracking: Add and monitor project expenses
- Financial Dashboards: Overview of project financial health
- Project Budgeting: The Finances tab provides an overview of a project’s budgeted and actual expenses. You can add budgeted expenses by type, such as printing costs or freelancer fees.
- Expense Tracking: You can track actual expenses against the budgeted amounts, including vendor/supplier information and invoice numbers.
- Labor Costs: Labor costs are automatically calculated based on the hours worked on tasks and the user’s assigned rate, which can be set by task role or individual user.
- Budget Variance: The system calculates and displays the variance between the total budgeted cost and the total actual cost, with red text indicating the project is over budget.
Financial Management
- Project Budgeting: You can track both estimated and actual expenses for a project using the Finances tab. This includes adding a Budgeted Expense for items like printing costs or freelancers, with a description and a dollar amount. You can also track Actual Expenses and see the variance between the budgeted and actual amounts.
- Labor Cost Calculation: RoboHead automatically tracks labor costs by multiplying the hours worked by a user’s assigned rate. Rates can be assigned to either a Task Role or an individual User. Task Role rates take precedence over user rates.
- Budget Tracking: The platform provides a summary of financial information at the project level and for a campaign as a whole. The project summary page displays a Budgeted Cost, a Total Cost, and the Budget Remaining. The campaign summary page also includes a metric for Projects Over Budget and Campaigns Over-Budget.
- Expense Management: The Finances tab allows you to add detailed information for actual expenses, including the Expense Date, Invoice Info, and Vendor/Supplier.
Reporting and Business Intelligence
- Financial Reports: RoboHead offers dedicated reports for financial data, including an Expense Report, a Time Report, and a combined Time & Expense report. These reports can be used to summarize and combine data about time, labor, and expenses.
- Customizable Reports: You can create detailed reports by selecting which fields to include, such as expense types or suppliers. You can also filter, group, and calculate data within the reports to gain specific insights.
- Dashboard Metrics: The Dashboard includes a “Reports” section where you can display customized reports as tabs for at-a-glance visibility. It also features a “Project Summary” with metrics like Projects Over-Budget and a “Campaign Summary” with metrics for Campaigns Over-Budget.
- External BI Tool Integration: RoboHead offers a feature called RoboHead Data Direct (RDD) that can be used to integrate data with business intelligence tools like PowerBI and Tableau. This allows you to create dynamic dashboards and reports using your creative workflow data.
- Proving Value: Custom reports enable your team to demonstrate how much was accomplished, who was served, and how efficiently work was executed over a period of time. This can be used to justify headcount or advocate for team growth.
Automation
- Automated Project Summaries: AI-generated project overviews
- Robo Proofreader: AI proofreader to catch spelling and grammar mistakes, with multiple languages supported and option to add custom dictionary.
- Workflow Automation: Streamline repetitive processes
- Zapier Integration: Connect with external automation platforms
- RoboScripts are rules that can be set up to affect tasks, reviews, and projects in a variety of ways. They are designed to automate actions based on specific triggers.
- Automate Feedback: You can set up RoboScripts to automate the feedback process, for example, by automatically sending client satisfaction surveys after a project is completed.
- Update Project Status: A RoboScript can be configured to automatically update a project’s status based on the completion of a specific task.
- Clean up Projects and Tasks: When a project is canceled, a RoboScript can automatically complete all associated tasks to clear them from user work queues. Similarly, you can set a script to archive a project when its status is updated, which removes the project and its tasks from user screens.
- File Management: RoboScripts can be used to automatically copy files marked as “Final Deliverables” to a campaign’s Files tab or the account’s Library. You can also configure them to send files via email or FTP.
- Automate Reviews: RoboScripts can be used to set up automated reminders for proofs that need to be reviewed.
- Here are triggers/actions for RoboScripts.
- Triggers
- When Project is Created or Modified
- When Project status is changed
- When Project Start or Due Date Arrives
- When Project is Archived or Unarchived
- When Task is Created or Modified
- Actions
- Send Email
- Copy, Email or FTP Final Deliverables
- Invoke Webhook
- Award Kudos
- Send Survey
- Copy Project Files
- Shift Schedule
- Archive or Unarchive Project
- Update Task, Review Feedback and Review Approval Statuses
- Triggers
Integrations and Third-Party Automation
RoboHead can connect with thousands of other business tools to streamline communication and reduce redundant work. This is often done through Webhooks and Zapier.
- Zapier: This integration allows you to create workflows that connect RoboHead with other apps without needing to write any code. It works by using a “trigger” in one app to initiate an “action” in another.
- Integration Examples:
- Chat Tools: Receive notifications in Slack or Google Chat when a project status changes or a new project is created in RoboHead.
- File Management: Automatically create a Google Drive folder when a new project is created.
- Spreadsheets: Create projects in RoboHead from new rows in a Google Sheet.
- Calendars: Generate projects in RoboHead from new calendar events in Microsoft Outlook or Google Calendar.
- Adobe Creative Cloud Plugin: This feature allows users to manage their projects, update statuses, and respond to feedback directly within Adobe applications like InDesign, Photoshop, and Illustrator, without ever leaving the program.
AI-Powered Automation
- Robo Proofer: This AI-powered tool automatically checks text documents for spelling and grammar errors during a review. The AI-created comments are labeled “Robo Proofreader” and can be deleted by a review owner if needed.
- Automated Project Summaries: RoboHead’s AI automatically generates project overviews based on recent project information, enhancing visibility without requiring manual effort. The overview provides a quick analysis of the project’s state, such as whether it’s “On Schedule” or “Past Due/Over Budget”.
- More coming soon
Administration & Security
- User Profiles: Personal contact info, password, and notification preferences
- Permission Management: Granular user and group access controls
- Form Customization: Custom fields and layouts for Account Administrators
- Multi-select Field Configuration: Enable bulk editing capabilities
- Default Settings: Configure role-based notification defaults
- Single Sign-On (SSO) integration
- Two-factor authentication
- Advanced audit logging
- Compliance tracking features
- Audit trail management
- Data retention policies
Based on the RoboHead user guide, here is a full list of features for administration and security:
User Management & Customization
- User Roles and Permissions: The platform uses a role-based permission system with user roles such as Account Admin, Project Manager, and Project Member. Permissions can be customized for each user, granting different levels of access, such as “Manage,” “Contribute,” or “View” to projects and campaigns.
- Extended Permissions: Admins can grant “extended permissions” like “View All Projects” or “Manage All Campaigns” to specific users, overriding standard project-level permissions.
- User Profile Management: Users can manage their own profiles to update contact information, change passwords, and set their user picture (avatar). Account Admins can modify other users’ profiles and settings.
- Default Notifications by Role: Account Admins can configure default email and activity stream notifications for different user roles, ensuring consistent communication preferences across the organization. These defaults can be reset for existing users.
- Task Role and User Rates: Account Admins can manage and set hourly rates for task roles or individual users, which are used to calculate labor costs for projects.
- Client and Group Management: Admins and Project Managers can manage client lists and create review groups to streamline project and communication management.
Security and Compliance
- Access Control: You control who can access your files and information. Permissions are applied at the project, campaign, and folder levels to restrict access to sensitive information.
- Digital Signatures: The platform supports digital signatures for reviews, which can be required for compliance purposes. These signatures are time-stamped, providing a clear audit trail for approvals.
- Data Security: RoboHead maintains a high level of security, including a Soc2 certification. It is a cloud-hosted application that uses Amazon’s Elastic Computing Cloud (EC2), which distributes application functions across different availability zones to ensure reliability and prevent data loss. Your data is backed up with a combination of log archives and nightly snapshots. Network access to servers is protected by firewalls, and dual security keys are required to access any of the servers or data within the AWS environment.
- Single Sign-On (SSO): RoboHead supports Single Sign-On (SSO) to allow users to log in to multiple services with one set of credentials. This enhances the user experience by reducing the need for multiple passwords and improves security by centralizing password management. SSO can be enforced for all users in an account.
- Audit Trails: The system creates a clear audit trail for reviews and approvals. The activity stream and reporting features also help track user activity on the platform.
- Soc2 certified
Integration
- Calendar Export: Google, Outlook, Apple calendar synchronization
- API & Webhooks: Developer access for custom integrations
- RoboHead Data Direct: Business intelligence tool connectivity
- Email Integration: Seamless email-to-platform communication
- Adobe Creative Cloud: Direct integrations for all your creative tools
- Business Intelligence (BI) Tools: Through RoboHead Data Direct (RDD), RoboHead
- Zapier: RoboHead can be connected with thousands of other business tools via Zapier. This integration allows you to create automated workflows, such as receiving notifications in Slack or Google Chat when a project’s status changes. You can also use Zapier to create projects in RoboHead from other applications, like a new row in a Google Sheet or an event in Outlook Calendar
User Experience
- Customizable Workspace: Personalize left-hand menu and dashboard layout
- Multiple Browser Support: Optimized for Firefox and Chrome
- Performance Optimization: Built-in tips and recommendations
- Dashboard Configuration: One or two-column layout options
- Mobile Version: Available wherever you are on all your devices
- Custom Colors for work so you can organize your way
- Display/hide options so you can see what’s important to you
- Customizable Workspace: You can personalize the left-hand menu by hiding modules you don’t use and reordering them to fit your workflow. The dashboard layout can also be configured into one or two columns to better accommodate different screen sizes.
- Light and Dark Modes: The entire application is available in both light and dark modes, which you can toggle from your profile menu.
- Intuitive Navigation: The interface uses a variety of navigation methods, including a side menu, breadcrumb trails, and notification bubbles. Navigation within the application is self-containe
- Visual Cues: The system uses visual cues to provide quick information:
- Notification Badges: A numbered badge next to a module name indicates the number of new items, such as tasks or requests.
- Task Status Icons: Icons and colors indicate the state of a task, such as “Overdue,” “Blocked,” or “Complete”.
- AI Overview: An AI-generated overview provides an instant analysis of a project’s state as “On Schedule” or “Past Due/Over Budget”.
Communication and Feedback
- Rich Text Editor: Notes can be created using a rich-text editor that supports bolding, italics, bullet points, hyperlinks, and emojis, making communication more expressive and clear.
- Email Integration: You can reply to certain RoboHead email notifications directly from your email client (like Outlook or Gmail), and your response is automatically added as a note in the application.
- Notes Inbox: The dedicated Notes Inbox, accessible from the top menu bar, centralizes all your @mentioned notes, allowing you to read and reply to them without navigating away from your current work.
- Push Notifications: For immediate updates, the platform offers web browser push notifications specifically for @mentions.
Workflow and Collaboration
- Streamlined Reviews: The annotation screen is designed for ease of use, with a streamlined toolbar that only shows tools relevant to the file type you’re reviewing.
- User Profiles: The user profile page is where you can see an account summary, including your user and review groups, and metrics about your active projects and tasks.
- Favorites: A “Favorites” feature allows you to bookmark frequently visited objects (projects, reports, etc.) for quick and easy access from a menu at the top-right of the screen.
- “My Work” Module: This module provides a single, personalized view of all your assigned tasks, reviews, and private to-do lists, helping you stay organized and focused.
Client & Stakeholder Management
- Client Management: Comprehensive client overview with activity metrics
- Contact Users: Unlimited external stakeholder accounts
- Kudos System: recognition and notification system
- Client Reporting: Status summaries and project visibility
Client Management
- Client Organization: Clients are the entities you do work for in RoboHead. You can organize your projects and campaigns by client, department, division, or business unit.
- Client Dashboard: The Clients tab provides a dashboard view with valuable summary information on each client. It includes key metrics about the status of their projects and campaigns, summary expense data, and a graph showing project and request activity over the past month.
- User-Client Association: You can associate users with specific clients. The user list can be filtered to display only those users assigned to a particular client.
- Project and Campaign Management: From the client’s detail page, you can view a list of all projects and campaigns associated with that client. You can also perform actions like creating new projects or adding new campaigns directly from this page.
- Communication History: The Notes tab on the client’s detail page shows a list of all notes associated with that client, helping to maintain a clear communication history.
Stakeholder Communication & Collaboration
- Client-Specific Project Intake: The platform streamlines the intake process for any full-seat users or external stakeholders (“Contacts”) by providing a dedicated request form or email address for project submissions.
- Email Integration: You can reply to certain RoboHead notifications directly from your email client, and your response will automatically be saved as a note on the relevant item in RoboHead. This ensures that all communication with stakeholders, whether they are internal or external, is tracked in one place.
- Review & Approval: The Reviews module is a central place for clients and other stakeholders to provide feedback and approvals on project deliverables. You can send out “Comments/Feedback” reviews for initial feedback or “Request Approval” reviews for formal sign-offs.
- Digital Signatures: For formal approvals, you can require stakeholders to provide a digital signature, creating a clear audit trail for compliance.
- External File Sharing: You can share files with external stakeholders who don’t have a RoboHead account via external download links and annotation links. These links can be managed and given expiration dates to control access.
- Shared Folder Access: With the Advanced File/Library module, you can share private Library folders with Contact users. You can grant them “Contribute” permissions to upload files or “View” permissions to only see and download files.
- Automated Notifications: The system sends automated notifications to clients and stakeholders for key request events, such as when a request is submitted, approved, or denied.
- Satisfaction Surveys: You can send client satisfaction surveys after a project is completed to gather feedback.
- Kudos: If a survey respondent selects a user to receive kudos, the user will get a notification, which can be viewed in their user profile.
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Customer Support
- Multi-channel Support: Phone (888-ROBO-123), email (roboheadsupport@aquent.com), chat
- Performance Guidance: Browser and system optimization recommendations
- 24/7 support
- Monthly training webinars
- Onsite training available
- Annual user conference, Converge
