Understanding the Gryffin Hierarchy

Project & Task Management for SEO & Digital Marketing Agencies

Gryffin is different from other software used for digital marketing project management.

It was developed by a team of experienced marketers with 20 years in the industry, who understood the dynamic nature of the internet marketing space.

Let’s break down the hierarchy of how Gryffin works:


A workspace is a collection of projects.
It is essentially like a spreadsheet on steroids. The fields that belong to a workspace create the workspace template, and every project belonging to a workspace has the exact same fields. These fields become the workspace template.

We offer a library of premade workspace templates that can be downloaded with a click of a button, and customized to fit your team’s needs.


A project is where the magic happens. A project has the fields belonging to the workspace that it’s a part of.

The “Details” tab includes the customizable fields, which will typically include the name/title of the project due date, project owner, project notes, and any other field deemed necessary.

But it doesn’t end there. Projects also include.


What stage is your project at?
Pending, In Process, Completed?
These can be customized for each workspace.


The actions that need to completed to finalize a project. Other project management systems only track tasks. In Gryffin, tasks belong to a project and are the steps necessary to complete that project.


If you use Gmail, you can connect your inbox to Gryffin, and send and archive emails to a project. This way, you can track all of the feedback, conversations, and requests about a project sent via email, and archive theme together.


You can upload files to Gryffin, and get an instantly shareable URL for your files. This functions just like Dropbox, but the files are stored at the level of a project to improve organization.


You can link, or associate, projects to each other. If a project is dependent or related to other projects, by linking them together it's easy to navigate between theme and reference projects to each other.


Any questions, comments, requests or feedback about a project can be left on the project chat. This keeps all of the conversations centralized and can save dozens of hours scrolling through endless slack or skype feeds that are not threaded.

Time Tracking

Track time spent on a task belonging to a project, or assign the time tracking entries to the project itself. The time tracking tab shows you the time tracking entries from all users so you can always know how much time your team is spending on a particular project.


Track all of the expenses of a project to always keep track of your costs. Expenses can be based on one-time costs, or time spent on a project by hourly or salaried employees If your team uses the time tracker, these are recorded at the project level and can be converted into dollar values so you can always track project expenses and stay under budget.


If a project has major milestones, you can record these on the milestones tab and keep track of when these milestones are achieved.


Use the SEO tab to assign a keyword to a project, track keyword and visibility data, and more.


Tag projects so they are easily grouped and easy to retrieve.


View the tasks belonging to a project as a calendar so you can visualize due dates.


See all changes made to a project in the project field, including when stages were changed, chat comments left, tasks completed, and more.

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As you can see, a project is extremely comprehensive and allows you to
keep track of absolutely EVERTYHING related to a deliverable.

It empowers your team to keep everything organized and together to reduce wasted time and budget.


Workflows are a series of stages and tasks that are required to complete a project.

In the example to the left, you can see the stages needed to complete a project (in this case, it’s for a blog editorial calendar). On the right side is a list of the tasks that need to be completed, each belonging to a particular stage.

As each task is completed and marked done, the project automatically moves to the next stage and creates the corresponding task automatically.

A workspace can have multiple workflows. This is relevant is you have clients that required different levels of interaction. Maybe a client wants to review all content before it’s published, while another client prefers to review once the articles are live. Having multiple workflows for each workspace gives you tremendous flexibility.

We offer a library of premade workspace templates that can be downloaded with a click of a button, and customized to fit your team’s needs.


The primary building blocks of projects are tasks, which are the actions required to complete a project.

Tasks can be created automatically based on the workflow, or manually if they don’t conform to the workflow steps.

As tasks are marked completed, the stages change and new tasks are automatically created.

This is an innovative way to keep projects moving forward, without overwhelming the team with dozens of tasks that can’t be completed because the previous dependencies are still pending.

Ultimate Scalability

Gryffin’s combinations of workspaces, workflows, projects and tasks creates endless possibilities of automation and organization.

By grouping projects into workspaces, you can see at a glance the status of all of your similar projects, and ascertain which team members are in charge and whether your projects are delayed or on time.

By distilling projects into tasks, team members can check a projects task list, as well as their individual task lists, to always stay focused and productive.

It’s the ultimate way to stay organized as it keeps everything structured and easy to audit.

What are you waiting for?

Try Gryffin and learn how to reduce your overhead, increase
your revenue, and maximize your team’s performance.