Video - How to setup Requests for the task system Hive Projects

Note: Hive Projects is a 3rd party integration. This video has been provided by the developer.

The Request System inside HIVE PROJECTS allows you to collect ideas, suggestions, improvement requests, or support tickets from your team, your customers, or your sub-accounts. Requests submitted through your form appear directly on your HIVE board, allowing you to manage them just like tasks while giving the submitter visibility on progress.

This guide walks you through setting up categories, building the request form, adding the request board to sub-accounts, and using external request links.

1. Understanding How Requests Wor

A Request Board is simply a HIVE PROJECTS board that has been enabled to accept requests.

Whatever layout you build inside your HIVE board (columns, colours, structure) is exactly what the requester will see on their side.

For example, if your board has:

• Ideas

• Considered

• In Progress

• Review

• Completed

Your users will see the same stages when tracking their request.

2. Creating Your Request Board

Start by making a normal HIVE project and setting up the columns you want to use.

Example (as shown in the video):

• Ideas

• Started

• Considered

• In Progress

• Review

• Completed

You can create any structure you like — simple or advanced.

3. Setting Up Categories and Subcategories

Requests must be organised using Categories and Subcategories.

To configure them:

1. Open your project

2. Go to Settings

3. Select Requests

Here, create:

• Categories – broad areas (e.g. Suggestions, Bugs, Improvements)

• Subcategories – more specific topics (e.g. Future Builds, Interface Changes, Tuition Notes)

• Assign each category to a user (who will manage requests in that category)

Example setup:

• Category: Suggestions

  • Subcategory: Improvements

  • Subcategory: Future Builds

• Category: Books

  • Subcategory: Books Only

Assign each category to the appropriate team member.

4. Building the Request Form

Next, go to Forms inside the Request setup area.

Create your form by adding fields such as:

• Title

• Category (automatic)

• Subcategory (automatic)

• Loom video link (optional or required)

• Description (required)

• File Upload (images, screenshots, documents)

You only need to build the form once — you can copy it across all subcategories.

To copy the form to every subcategory:

1. Open the form

2. Select Copy to All Subcategories

3. Save

Now all categories and subcategories use the same form structure.

5. Enabling Requests for Sub-Accounts

If you want your sub-accounts to submit requests through their own menus:

1. Copy the Internal Request Link from the Request settings

2. Go to Agency Settings → Custom Menu Links

3. Create a new menu item (e.g. Submit a Request)

4. Paste the link

5. Assign it to all sub-accounts (or only some)

Your sub-accounts will now see a new menu option leading directly to your request submission page.

You can rename it to anything you like, such as:

• “Submit a Request”

• “New Idea”

• “Support Ticket”

• “Feature Suggestion”

6. How Users Submit Requests

From the sub-account, users will see the menu item you created.

When they click it, they can:

• Choose a category

• Choose a subcategory

• Add a description

• Upload files

• Add a Loom video

• Submit the request

Submitted requests appear immediately on your HIVE board.

7. Viewing and Managing Incoming Requests

Once a request is submitted:

• It appears on your board in the first column

• You can drag it through your stages (Ideas → In Progress → Completed, etc.)

• The requester can see the progress in real time

Each request is marked clearly as a Request, different from manually created tasks.

Internal vs External Comments

Inside the request card:

• Internal Comments – visible only to your team

• External Comments – visible to the requester

This lets you communicate privately inside your team while still updating the requester as needed.

8. External Request Links (For users not inside MSM)

If some of your clients are not using My Studio Manager, they can still use your Request System through an External Link.

Here’s how:

1. Copy the External Request Link from the Request settings

2. Send this link to any external client

3. They will enter a PIN to access their own private request dashboard

Generating a PIN

To generate a PIN for a client:

• Enter their name

• Enter their email

• Choose a source (e.g. “External”, “Facebook”, etc.)

• Click Generate PIN

The client will use this PIN to access a branded, grey-label request interface (no My Studio Manager branding).

9. Summary

With HIVE PROJECTS Requests, you can:

• Collect ideas, suggestions and tickets

• Organise them with categories and subcategories

• Allow sub-accounts to submit requests right inside their dashboard

• Use external links for clients not inside MSM

• Track progress visually

• Send private or public comments

• Keep all communication and updates in one place

It’s a powerful way to manage ongoing improvements, support requests, or customer ideas directly inside your project workflows.