RiOrganise | Your notes, your team, and your tasks

Everything you need to know about RiOrganise

Most of us spend our workday jumping between five different apps just to figure out what we’re supposed to be doing. You have your personal to-do list in one place, the team’s project plan in another, and a dozen conversations happening in a chat app somewhere else. RiOrganise is our attempt to put all of that in one room so you can stop hunting for information and just get to work.

Your private work and the team space

One of the biggest headaches in project management is the overlap between what you’re doing and what the team is doing. Usually, you either have to keep your own private notes somewhere else or risk everyone seeing your messy "in-progress" thoughts.

We solved this by splitting the app into two zones: Personal and Team. Your Personal Zone is yours. Anything you put there—boards, notes, or calendars—is private by default. It’s like your own little office. The Team Zone is the shared space. This is where the team project boards, notice boards, and team calendar lives. It makes it very clear where the boundaries are, so you don't have to worry about accidentally sharing a half-finished idea with the whole company. If you do have a board that isn't for the whole team but needs a few eyes on it, you can set it to "Shared" and invite specific people as either Editors or Viewers.

Organising tasks with Workboards

The Workboard is the heart of the app. It’s a structured list, but you have total control over how it looks. You can organise tasks into groups—like "In Progress" or "Backlog"—and give each group its own colour. It makes it much easier to keep on top of things when you can see exactly where every task sits just by looking at the colours.

If there's a board you use every single day, you can star it as a favourite. These starred boards live in a dedicated "Favourites" section at the very top of your sidebar, so they are always one click away. You can also resize your columns just by dragging their edges, and the task name column will dynamically shift to fill the remaining space.

The real power is in the columns. You aren't stuck with just a checkbox. You can add specific column types for Status (which you can customise per group), a Person column to assign someone, a Date picker for deadlines, and columns for plain text or numbers.

If you need to get into the weeds, you just click a task and a detail panel slides in from the right. This is where you can write long descriptions, move the task to a different group, or link a shared note directly to it. You can even handle file attachments and full comment threads right there in the panel. If you need to reorganise things, you can move or copy an entire group of tasks from one board to another. When you're done with a project, you have two choices: you can "Archive" it to hide it from your active list while keeping it safe, or move it to the "Trash." Boards in the trash can be restored individually, or you can empty the whole thing to delete everything permanently. If you need to get your data out, you can export a whole group to Excel with one click, or if you’re coming from a spreadsheet, you can just paste your data straight into the board.

Keeping things moving with Kanban

Kanban is a visual way to track a workflow. Instead of a list, you have cards in columns—usually representing stages like "To Do," "In Progress," and "Done." You just drag and drop the cards as the work moves forward.

Just like workboards, both Kanban and Gantt have distinct Personal and Team sections in the sidebar, complete with a count of how many boards are in each zone. They also have the exact same sharing options: keep it Private, share it with specific Editors or Viewers, or open it to the Whole Team.

It’s great for daily work because you can see at a glance if one stage is getting backed up. Each card can hold the full story: the assignee, the deadline, custom labels, and any files or comments associated with it. If a project finishes, you can archive the board to keep your sidebar clean, but the history stays there if you ever need to go back and check something.

Seeing the big picture with Gantt charts

For projects where the timeline is the most important part, we use Gantt charts. Think of this as a big horizontal map of your project. Your tasks are shown as bars that stretch across the calendar, so you can see exactly how long a phase is going to take and how they all overlap.

The bars show the full span of the work, with the assignees listed right there on the timeline so you know exactly who is responsible for what. We’ve also included clear visual markers for major milestones, which act like goalposts so you can see exactly how close you are to the finish line. The best part is tracking dependencies—basically knowing that Task B can’t start until Task A is finished. It helps you realise how a two-day delay on a small task early on can end up pushing a major milestone back by weeks. Like everything else in the app, you can keep these private, share them with specific people, or open them up to the whole team.

Notes that work how you think

Note-taking usually goes one of two ways: a giant list of titles you can't remember, or a mess of digital sticky notes. We let you do both. You can look at your notes in a standard list, or switch to a "Board view."

To help you find things, there’s an instant-filter search bar that sorts through your titles as you type. You can also sort your list by when they were last updated, the date created, alphabetically, or by "Favourites first." Just like boards, you can star your most important notes to keep them at the top.

The Board view is a pinboard where your notes look like physical sticky notes. You can drag them around, change their colours, and even set them to different sizes—Small, Medium, or Large—depending on how important the idea is. We even gave them a slight rotation so they feel a bit more natural. If you’re brainstorming, you can switch to a free-form layout and put them anywhere on the canvas. If you need to change something, you just double-click to edit the text right on the card. When a note turns into a project plan, you can mark it as "Shared" and link it directly to a task on your Workboard.

Staying in sync with the Calendar

We’ve included two separate calendars because your life is more than just your job. Your Personal Calendar is for your own appointments and reminders that stay private. Whether it’s a reminder for your sister’s birthday so you don't end up on the family blacklist for another six months, or a notification for a 7:00 AM gym class that you deep down know you’re going to sleep through, it stays between you and the calendar. Nobody else is going to see it.

Then there’s the Team Calendar. This is for the stuff that affects everyone: company holidays, project deadlines, and meetings. It’s there as soon as you open the app, so you aren't going to forget that Tom is on holiday for two weeks right when you need him for a deadline. When you click on a day, you get a detail panel showing everything scheduled for that date. We also took the upcoming events for the next 30 days and put them on the Team Notice Board, colour-coded by urgency. Between the two of them, you’re basically never going to have an excuse for forgetting anything ever again.

Chatting where the work happens

The problem with apps like Microsoft Teams or Google Chat is that the conversation is always miles away from the actual work. You end up having a great discussion about a project, and then three days later, nobody can remember what was decided because it's buried under five hundred other messages.

In RiOrganise, you can message your team directly where the boards are. You can have one-on-one private messages or set up group chats for specific teams, complete with custom icons you can upload and crop directly in the app. You'll also see two separate live badges in the header: a blue one for unread messages and a red one on the bell for notifications. They update automatically every 10 seconds and refresh the second you return to the tab, so you always know exactly what’s waiting for you.

Because it's all in one place, you can attach files or shared notes directly to the conversation. If you’re talking about a proposal, you attach it right there. Nobody has to go hunting through folders or switch apps to find the context. It keeps the conversation exactly where it belongs.

The Team Notice Board

The Team Notice Board is the central spot for the whole organisation. It gives you some quick stats like the total number of members and how many active boards the team is running, but mainly it’s for communication.

Admins can post a "Team Notice" here—which is basically a general announcement or a set of instructions that everyone sees as soon as they visit the page. It's also where the admin side of things happens, like seeing the full member list and roles. We use a three-tier system for roles: Members handle the daily work, Admins manage the organisation (like uploading the company logo, setting a tagline, or posting notices), and Super Admins handle the platform-level administration.

From the member list, Admins can promote someone to Admin, demote an admin, or remove a member entirely—all of which require a confirmation click to avoid accidents. It’s worth noting that the secure invite links generated here are the only way anyone joins the team—there’s no "open door" policy, so your workspace stays secure. You can see a list of active invite links and revoke them individually if you need to cancel an invitation before it expires. Those links stay active for 7 days before expiring, so you don't have to worry about old invitations sitting around forever.

Notifications

To make sure you don't miss anything important while you're busy, the notification system keeps a quiet eye on things. You'll see a little badge on the bell icon in the header whenever something needs your attention.

It triggers if someone assigns you to a task, leaves a comment on a project you're involved in, or attaches a file you need to see. Each of these has its own icon so you know if it's an assignment, a comment, or an attachment before you click. The best part is that you don't have to go looking for the work—one click on the notification takes you straight to the right board and automatically opens the detail panel for that specific task. If things get too busy, there's a "Clear all" button to empty the list at once. You’re in, you do the work, and you’re out.

Managing your account

This is your personal corner for getting things set up. You can update your display name and upload a profile photo so people know who is actually assigning them work or leaving comments.

We’ve also put your security settings in here. You can update your password whenever you need to, and we’ve included Two-Factor Authentication (2FA). This is entirely optional—you choose whether to enable it yourself—but it adds a second verification step to your login, which is just a sensible way to ensure your private boards and late-night notes stay for your eyes only.

Built for your team (and your phone)

It doesn’t matter if you’re a two-person startup or a large organisation; the app is built to handle the scale. And because work doesn't just happen while you're sitting at a desk, the app is fully responsive. It has a dedicated mobile menu so you can check your boards or reply to messages from your phone while you're on the move. We’ve even included a dark mode toggle, because sometimes you’re finishing a project late at night and you don't need the white screen burning your retinas.

Exploring the Demo

We know that moving your whole workflow into a new app is a big ask. That’s why we built a demo environment called "The Demo Company." It’s already filled with realistic boards, tasks, and notes so you can see how the app handles a heavy workload and helps you stay on top of things. It’s a read-only space, so you can click around and explore everything—from the Gantt charts to the message history—without worrying about breaking anything. It’s the easiest way to see if the app fits the way you work before you commit.

Try The Demo!

Software that actually fits you

What you see in RiOrganise is an example of how we think software should work, but we don't really believe in "off-the-shelf" solutions. Every company has a different way of doing things, and we don't think you should have to change your workflow to fit into an app.

If this is the sort of thing you’re looking for, but you have specific needs that aren't covered here, get in touch with us. We can create a version of this platform especially for your company. If there are features missing that would make your life easier, we can build them in. If there’s stuff in here you’ll never use, we can take it off. Our whole philosophy is about creating software that fits you, the customer, perfectly, rather than making you change the way you work to fit the software.