Frequently asked questions

Plans and pricing

Is Free actually free?

Yes, and it does not expire. No card is required. It includes 3 projects, 50 active tasks, and 1 collaborator.

What does Pro cost?

$10/month, or $96/year annually, which works out at $8/month and saves 20%.

What does Agency cost?

$11 per paid seat/month, or $8.80 per paid seat/month billed annually. See Agency seats.

Which plan do I need?

If you work alone, Free or Pro. If you run a team, or you need to track hours, Agency. See Free vs Pro vs Agency.

Can I change plans later?

Yes, at any time, from Settings → Subscription. See Upgrade your plan.

What happens if I downgrade?

Nothing is deleted. Features above your new plan stop working, and anything over the new limit is kept but frozen. See What happens after a downgrade.

Projects and tasks

How many projects can I have?

Free 3, Pro unlimited, Agency unlimited.

Do completed tasks count toward my limit?

No. The Free limit counts active tasks, so finishing work frees room.

Can I make a task repeat?

Yes, on every plan. Daily, weekdays, weekly, monthly, yearly, or a custom schedule like "the first Friday of every month". See Recurring tasks.

What happens if I miss a recurring task?

By default you get one catch-up task rather than every missed date. This is configurable per series. See Recurring tasks.

Can I move a project into a workspace?

Not automatically. Create it in the workspace instead. Decide before inviting people, since collaborators do not carry across. See Personal vs Workspace projects.

Can I get a deleted project back?

No. Deletion is permanent and removes it for everyone who had access.

Collaborators

How many people can I share with?

Free 1, Pro 5, Agency 5. It counts unique people across all your personal projects, so one person on three projects counts once.

Does a collaborator need a paid plan?

No. They need an account, and the limit is counted against the project owner.

What can a collaborator do?

Whatever level you chose: Full access, Tasks only, or View + complete. See Permission levels.

They did not get the invitation

Almost always the wrong address, or spam filtering. See Invitation problems.

Workspaces and roles

Do I need Agency to join a workspace?

No. You need Agency to create one. Joining is free, and your seat is paid for by the agency.

What are the roles?

Owner, Admin, and VA / Team Member. See Workspace roles.

What happened to Manager and Client Guest?

Both are retired and can no longer be assigned. Existing records keep working and are labelled legacy. Clients now get access through per-project sharing rather than a workspace seat.

Is there a free seat for clients?

No. Every live workspace role occupies a paid seat. To give a client visibility without paying for a seat, share a personal project with them at View + complete. See Invite a collaborator.

Can I belong to more than one workspace?

Yes. Each appears in the switcher with your role beside it, and they stay separate.

Why can a team member not see a project?

Team members see only the projects they are assigned to. Being in the workspace is not enough. See Workspace projects.

Time tracking

Is time tracking on Pro?

No. It is an Agency feature, available inside an eligible Agency workspace. See Time tracking.

Do I need my own Pro to track time at my agency?

No. The workspace supplies the entitlement. You can track time there even if your own plan says Free. See Sponsored Pro.

Why can I not edit my own time entry?

A saved entry is a timesheet record, and members cannot change their own once saved. Ask an Owner or Admin to correct it. See Team timesheets.

Can I track time on a personal project?

No. Time is recorded against workspace projects only.

My timer stopped on its own

That happens when the entitlement behind it goes away, for example an admin turning your tracking off. The work already done is saved. See Can't track time.

Career Vault

Is Career Vault included on Free?

Yes, in full. Only publishing a Career Profile needs Pro.

Does an application kit send my application?

No. It prepares text and files for you to review, copy, or download. You submit through your chosen platform. Applications records your progress and can create personal follow-up tasks.

Will edits change what I already sent?

Kit previews use your current source materials. The What I sent record keeps the text captured when you recorded submission. It does not archive file versions; keep your downloaded ZIP for those. See Application kits.

Can I preview my profile on Free?

Yes. You can edit and privately preview your own profile. Public publishing requires Pro or Agency. A draft preview link works only for its signed-in owner.

Where did Career Vault go on my Agency account?

It is hidden by default on Agency. Turn it on in Settings → Account → Personal Career Vault. See Career Vault and your plan.

Can I hide Career Vault if I do not use it?

On Pro and Agency, yes: turn it off in Settings → Account → Personal Career Vault. Nothing is deleted, and you can bring it back the same way. Free accounts always show it.

Can my agency see my Career Vault?

No. It is private to you on every plan, and a workspace never has access to it.

What happens to my published profile if I downgrade?

It returns to Draft and its public page stops resolving. Nothing is deleted, and publishing resumes when you are back on Pro.

Account

Can I change my email address?

Not from Settings. Your email is your sign-in identity and invitations are bound to it. Contact support.

I signed up with the wrong address

Sign up again with the right one, or ask whoever invited you to re-send to the address you use. The two accounts are unrelated.

How do I change my password?

Use Forgot password on the sign-in screen. Accounts created with Google have no password.

Is dark mode the same as a theme color?

No, they are separate settings that combine. See Themes and personalization.

Everything else

Is there a mobile app?

Not yet. VA To-Do works in a mobile browser, and your data syncs across every device you sign in on.

Is there a Chrome extension?

Not yet. It is marked coming soon in the app.

Does Google Calendar sync work?

Yes, on the Pro and Agency plans. Connect it in Settings → Integrations → Google Calendar to see your Google events alongside your tasks. The sync is read-only, so nothing in your Google Calendar is ever changed. See Integrations.

Is there an API?

Not currently.

How do I contact support?

Email support@vato-do.com, or use Feedback at the bottom of the sidebar, which includes your browser details automatically.