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Freelo glossary for the whole crew

Sometimes terms can be quite confusing, especially when the tool is new to you. We have prepared a glossary of  the most common Freelo terms, names of items and features. It will make your orientation faster. You will find your way through easier. So let’s get started!

1. Structure


Project is the highest level in Freelo’s structure. It is a folder of related To-Do lists, tasks and subtasks. Common topics are: the client you work for or cooperate with, particular company’s departments or your business fields. Invite users to a project, share files and the financial side.

To-Do list

It is a list of tasks that are somehow related. The To-Do list is always located in a particular project. There is an unlimited amount of To-Do lists in each project. Useful features are financial budget of To-Do list and setting user’s access to To-Do list.


It is a particular task that needs to be solved. Task is always located in a particular To-Do list. It is the main space where you discuss task details and move it to the successful completion. Tasks can have an assigned user, due date, priority, attached files and you can track time over the task.

Smart subtask

Smart subtask is the next level in Freelo’s structure. It is a checklist of activities that need to be done within the task or divided activities for users to make the cooperation easier. Subtasks are always located in particular tasks. Smart subtasks can have assigned user, due date, label and also have their own discussion.


It is a detailed structure of the task divided into particular points – subtasks. It is a part of smart subtask as a simple checklist of activities that you do not want to forget. It is great to use them for repeated processes.


Each task and smart subtask has a discussion with comments. It is the most important space where you solve the task, communicate with your colleagues and have the same goal – complete the task successfully.

2. Projects

You can find all the projects you are invited in or created yourself are in the section All projects. Projects are divided into the following groups:

Invited project

This is a project you are invited in by another user. It is most likely your company’s, boss’ or client’s project where you cooperate. This project is not a part of your plan limit.

My projects

In the section My projects you can find all the projects you own. That means you are the project captain and it is counted in your plan limit. Usually these projects are created by you or the Project manager who you appointed.

Project template

Template is a well-prepared project with To-Do lists, tasks and subtasks for repeated activities. Project template is a defined process. Design your own templates from projects and use them with your team. It helps you to keep the same procedures and prevent forgetting.

Archived project

It is a completed project or project you do not need to work on at the moment. Archived project is not active so it does not count in your plan limit. You can have as many archived projects as you like. In case you are the project owner it is possible to restore the project anytime.

Active project

It is a project you are currently working on and counts into your plan limit.

3. Roles

Project captain

The captain alias project owner is the one who the project belongs to. Own projects are within the limit of the captain’s plan. These projects are so called active projects. The number of active projects is related to the purchased plan.

Project manager

It is a user who is appointed Project manager by the project captain. Project manager can create projects under the captain’s plan. The captain can appoint an unlimited number of Project managers when purchasing a Team or Business plan.


The project Admin is related to a particular project and is appointed by the captain. Admin can see all the project details just as the captain and invite users. Admin has access to the financial side of the project – budget, reports, user’s hourly rates and can remove users. Each Project manager can also be an Admin of the projects that he/she creates. The captain can appoint an unlimited number of Admins when purchasing a Team or Business plan.


Each member in Freelo is called the user. Users are invited to a project by the owner or Admin of the project. Each user can add tasks, To-Do lists, comments or reports, change due dates, labels etc.


An assignee is a user who is assigned to a particular sub/task. The assignee is responsible for current sub/task completion. Each sub/task can have only one assigned user at the time. The assignee can be changed anytime. Tasks can be assigned to more users thanks to the subtask assignees.

4. Features


Dashboard is the keyboard of all the tasks and subtasks across the projects. General view is set for sub/tasks assigned to you and sorted by due date. There are filters to create personalized views of the sub/tasks. You can get there via the house icon in the top left corner from anywhere in the app.

Due date

Each task and smart subtask can have a due date. Due date can be a specific day or run for multiple days. Tasks and subtasks with due dates are visible in the Calendar. The assigned user to a sub/task with a due date is automatically notified about the upcoming terms.


Sub/tasks with a due date are visible in the Calendar. It is very simple to plan and change due dates in the calendar. You can use a month, week or day view and filter by projects and users. Thanks to the calendar you have an overview of all the due dates across the projects. You can also export the due dates to Google calendar, Outlook etc.

Time tracking

Thanks to a time tracking you can follow the amount of the time related to a particular sub/task. In case you add the hourly rate to users it is multiplied by the time.


Most of the actions in Freelo cause notices to related users. Such as a new comment in the task you follow, completed tasks, new assigned tasks and so on. Freelo sends you the notifications about them also to your email.

Task Label

The labels help you to sort and filter sub/tasks that are somehow related or similar. Labels can be used as a status (Inbox, In Progress, Done), categorizing particular activity or clients. Labels are colourful and are useful when organizing work effectively.

Project Label

In case you have many projects and want to sort them, use project labels. It is only your own tag that no one else can see. It helps you to filter thematic projects and use them when invoicing.

Repeated task

Each task can be set as repeated. It is useful when you do the work regularly. Repeating can be set daily, monthly, quarterly, annually or for example on every first Monday of the month.

Task Reminder

For each sub/task you can set your own reminder. On the specific day and time you receive a notification in Freelo. It is useful when you receive a notification about something but want to get back to it later.

Task Priority

Tasks and subtasks can have none, low, medium or high priority. It is useful to set particular importance of the sub/task and mark some of them as more urgent than the others. The priority is well visible on Dashboard and the project detail.

To-Do lists, the task detail with discussion and notes can be shared with someone who does not use Freelo. Thanks to a generated secret public link you can send the project details to your client or supplier.


History is a sub/task changelog. It shows all the activities since the task creation such as new comments, added subtasks, changed due date, added label and completion. History is in each sub/task detail.

Project sections

Sections are part of each project detail. The section titles are written in red color such as To-Do lists, Pinned items, Notes, Recent activities or Users. You can change their order according to importance or hide some of them.

Pinned items

Pinned items are one of the project sections. You can add the important links such as tasks, notes, external sites or storage related to the project.

Recent activities

Each project has a section Recent activities where you can find everything that happened within the project. For example new added comments, tasks or invited users, changed assignees and due dates or completed tasks.


Each project has a section Files. All the attachments that users add into discussions are located there. Such as pictures, tabs, PDFs and so on.


Each project has a section for Notes – text documents where you invite the users, discuss and share the important information.

5. Reports

Cost reports

Cost reports is a section of time and cost reports. There are overviews of the reported time, costs or completed tasks. You can select the view on a daily, weekly or monthly basis.


The time and cost reports are always related to a particular sub/task. Thanks to them you can control the financial side of the project. You can report manually or use the time tracking.

Daily, weekly and monthly statements

The overview of work reports in the tabs per day, week or month. There are various views and filters such as per user, project, To-Do list, label or particular time period. Reports can be downloaded in the CSV.

Reports to Invoice

All the reports are in a section To invoice. You can use them as details for invoicing to your clients. You can mark them as Billed and Non-Billed.


The list of invoices that you created based on the reports in Freelo.


The section Summaries is a graphic overview of completed tasks and reported time and money. You can use various filters.

Hourly rate

In particular projects each user can have an hourly rate. It is set by the project captain, Admin or the user self. In case the user reports the time over tasks and has adjusted hourly rate it is multiplied.

Project budget

A project budget helps the captain and Admin control the financial side of the project. Each project can have a financial budget and also a time capacity.

6. Advanced

API key

Thanks to API you can link Freelo to the third-party services or program unique superstructure. Find your API key in the Settings.

Imports of projects

You can import projects based on data from your Trello or Basecamp 2 accounts. Thanks to imports the whole implementation is easier and faster.


Trial is a 14days free plan without any limits. Trial has every new registered user. Thanks to unlimited plans you can test Freelo before you decide if you want to purchase a plan or use the Free plan forever.


Changelog site is a list of all the new features in Freelo

7. Security

Multi-factor authentication (2FA)

2FA is a safe login process where you need a code given by the app on your cell phone. Apart from an email and password we will want unique code from the message on your cell phone or Google authenticator.

Current login

In the section Security and Login you can find all the devices you are just login to Freelo. You can log out all the unwanted devices in case you do not use it anymore.

Login listing

List of past logins to your Freelo accounts on all the devices. Check if there are verified devices in your profile.

Everything clear now? If not please let us know and our crew will gladly help you!

Updated on 9.11.2023

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