👋 Getting started with Upbase

Welcome to Upbase 👋

Upbase started with a simple idea: client work shouldn’t feel scattered across five different tools. If that sounds familiar, you can read the full story here: Our story

Before you dive in, we wanted to share one small thing that’s been useful for us.

Like most teams today, you’re probably using AI tools pretty often: ChatGPT, Claude, Gemini…

And sometimes the answers feel generic, slightly off, or require re-prompting.

To help with that, here’s one simple resource we use everywhere:

👉 The CARE Framework: An Effective AI Prompt System for Agencies (copy & reuse)

It’s not related to the Upbase platform, but it’s been genuinely useful for us, so we wanted to share it with you.

Now, let’s get your workspace set up.

1️⃣ Add your first client

Clients in Upbase are companies.

If you plan to collaborate with a client in Upbase, invite their users as guests from the client’s Details tab. They’ll receive an email invite to join your workspace.

Good to know:

• Client projects belong to a client, but you can also create internal projects that aren’t linked to any client.
• You don’t need to assign guests to a project yet. You’ll do that after the project is created.
• If you’re managing projects internally only, you can skip inviting guests for now.

2️⃣ Create a project under that client

When creating a project, choose your default guest visibility:

• Share tasks, docs, and files with guests by default
• Or keep everything internal unless you choose to share

(Chat and Links are always visible to guests.)

3️⃣ Invite your team (and guests) to the project

Add internal teammates to the project.

If you’ve already invited client users as guests in Step 1, you can now add them to this project.

4️⃣ Setup your project workflow

Use sections or custom fields to set up a workflow that matches how your team works.

👉 Learn more: How to setup your project workflow 🧩

5️⃣ Share (or unshare) work with guests

Once a project has at least one guest, you’ll see a guest-sharing toggle in tasks, docs, and files. Use it to control what clients can see—at any time.

Helpful guides

Navigate Upbase and customize your sidebar

Workspaces, Folders and Projects in Upbase

👥 Working with guests/clients in a project