Frequently asked questions
Short answers to common questions. Each answer links to the page with the full details. If your question isn’t here, search this manual or see Troubleshooting.
Getting started
Section titled “Getting started”What is VirgilTrack?
Section titled “What is VirgilTrack?”VirgilTrack helps your organisation manage its risks, carry out its strategic plan, follow up tasks and report on work, all in one place. See What is VirgilTrack?.
Why does my invitation email say “Virgilrisk”?
Section titled “Why does my invitation email say “Virgilrisk”?”Virgilrisk is VirgilTrack’s old name. The invitation, “Invitation to Virgiltrack”, still says “Welcome to Virgilrisk!” inside, and the Changelog vX.X.X page in the menu still describes the first version under the old name. It is the same product. To accept the invitation, select Setup Account in the email.
How do I know which role I have?
Section titled “How do I know which role I have?”Select Work Reports in the menu. The page that opens tells you:
| You see | Your role |
|---|---|
| Weekly work report, or “Your reporting line isn’t set up yet” | Employee |
| Team weekly report, or “Reporting hierarchy incomplete” | Manager |
| Executive briefing | CEO |
Administrators see Organizations, Users and Sign Ups in their menu. See Roles and what each can do.
How do I change my role?
Section titled “How do I change my role?”You can’t change your own role. Your CEO or an administrator sets people’s roles under Roles & permissions in the account menu, or in Settings, then Roles & hierarchy, where they also set who reports to whom. See Settings.
Can I use VirgilTrack on my phone?
Section titled “Can I use VirgilTrack on my phone?”Yes, in your phone’s web browser. On a small screen, the menu on the left is hidden: select the “Show sidebar menu” button at the top left to show it.
Is VirgilTrack available in my language?
Section titled “Is VirgilTrack available in my language?”VirgilTrack’s screens are in English. This manual can be read in more languages as translations are added. See How to use this manual.
How do I change my password?
Section titled “How do I change my password?”Select your picture, then Settings, then Sign-in & security. Under Password, select Change password. Type your Current password, then the new one in New password and Repeat it, and select Change password again. Changing it signs you out on your other devices; you stay signed in on the one you are using. See Your profile and sign-in details.
I’ve forgotten my password. What do I do?
Section titled “I’ve forgotten my password. What do I do?”Select Forgot Password ? on the Sign In page, type your email address and select Send the link. Then follow the link in the email. See Reset a forgotten password.
How do I stay signed in?
Section titled “How do I stay signed in?”Your sign-in lasts some hours, whether or not you tick Remember Me. After that, VirgilTrack asks you to sign in again. On a shared computer, select Sign Out in the account menu when you finish. See Sign in and sign out.
I signed in on someone else’s computer. How do I sign out there?
Section titled “I signed in on someone else’s computer. How do I sign out there?”Open Settings, then Sign-in & security and select Sign out on all other devices. You stay signed in on the device you are using. See Your profile and sign-in details.
Why do my reminders come at the wrong time?
Section titled “Why do my reminders come at the wrong time?”VirgilTrack’s regular reminders, such as Due tomorrow, Overdue and event reminders, go out at fixed times by VirgilTrack’s own clock, not by your time zone. Reminders you ask Virgil Copilot for, and quiet hours for texts and calls, follow the time zone under Settings, then Preferences. Check that it is right, and select Save time zone if you change it. See Reminders.
Why can’t I see the Risk Register?
Section titled “Why can’t I see the Risk Register?”The CEO’s menu on the left has no Risk Register, Kanban Board or Risk Repository. The CEO follows risks across the organisation on the CEO Dashboard, and can still open the risk register from the account menu: select your picture, then Risk Register. Employees and managers have all three in the menu. See Who can do what.
Whose risks are in my risk register?
Section titled “Whose risks are in my risk register?”Your own department’s. Each department has its own register. If your account has no department, the register lists the whole organisation’s risks. See The risk register.
How is a risk’s score worked out?
Section titled “How is a risk’s score worked out?”VirgilTrack multiplies the risk’s likelihood by its impact, each from 1 to 5, and turns the result into a score from 1.0 to 10.0. The score gives a level: Low, Moderate, High or Critical. See How risk scores work.
Why can’t I assess a risk?
Section titled “Why can’t I assess a risk?”Only the risk’s owner, the person who recorded or copied it, can assess it. Instead of Assess, you see “Awaiting” and the owner’s first name. See The risk register.
Why can’t I mark a risk as mitigated?
Section titled “Why can’t I mark a risk as mitigated?”The risk still has controls to do. On the risk’s page, a line under the buttons says how many are left: “Finish the … remaining control(s) to mark this risk as mitigated.” In the risk register, VirgilTrack says “Not yet” and “This risk still has controls to implement.” Controls the AI suggested and nobody accepted don’t count. See Risk controls.
What’s the difference between Mitigated and Archived?
Section titled “What’s the difference between Mitigated and Archived?”Mitigated means the risk has been dealt with and is under control. Archived means you’ve put the risk away without that, for example because it no longer applies. Archived risks move to the Archived group of the risk register; nothing is deleted. Neither a mitigated nor an archived risk can be edited. See Managing risks.
Strategy and tasks
Section titled “Strategy and tasks”Why does Execution say “No Active Strategic Plan”?
Section titled “Why does Execution say “No Active Strategic Plan”?”Your organisation’s strategic plan hasn’t been approved yet. Pages such as KPIs, Objectives and Budget need an approved plan. If your organisation has no strategic plan at all, Execution opens on Strategy Execution & Management instead, where the plan’s PDF is uploaded. See Bring in your strategic plan.
How do I get an Execution page I don’t have?
Section titled “How do I get an Execution page I don’t have?”Ask your CEO. The CEO can give anyone else extra pages, such as Budget or KPIs, under Execution, then Manage. See Find your way around Execution.
What do the numbers next to Tasks and From your email mean?
Section titled “What do the numbers next to Tasks and From your email mean?”- The red number next to Tasks counts your tasks that need you: tasks given to you that are overdue, and tasks given to you or delegated by you that have messages you haven’t read. Point at the number to see how many of each.
- The number next to From your email counts work found in your email that is waiting for you to confirm.
See Tasks and Tasks from your email.
Who can see my tasks?
Section titled “Who can see my tasks?”Anyone in your organisation can open a task and write in its conversation. Only the person it is for and its leads can change it. See Who can do what.
Reports and people
Section titled “Reports and people”Who reads my weekly report?
Section titled “Who reads my weekly report?”The person you report to in your organisation’s reporting hierarchy, usually your manager. The top of your report says who: “Reporting to” and their name. Managers pick the most important points from their team’s reports for their own report. See Work reports and records.
Will VirgilTrack remind me about my weekly report?
Section titled “Will VirgilTrack remind me about my weekly report?”Yes. If you’re an employee and your report for the week is still a draft, VirgilTrack reminds you on Friday afternoon, and again on Monday morning if last week’s report is still open. A manager whose report for last week is still a draft gets a reminder on Monday morning, which also says how many of their team have submitted. You can switch these emails off in Settings, then Notifications, under Weekly report reminders and Team report reminders (managers). See Work reports and records.
Who sees my weekly check-in?
Section titled “Who sees my weekly check-in?”Only you, unless you tick Share this with my manager. Your manager sees the team’s average, Team pulse, last 30 days, only once at least 5 people have answered. Your answer counts in that average whether or not you share it. See Emotional intelligence.
How do I invite a colleague?
Section titled “How do I invite a colleague?”The CEO and administrators invite people with the green plus button, “Invite a team member”, in the Team: bar under the header. If you aren’t the CEO, ask your CEO. See Invite team members.
How do I leave, or close my account?
Section titled “How do I leave, or close my account?”Open Settings, then Your account, select Ask to close my account, add anything they should know under “Anything they should know (optional)”, and select Send the request. Your CEO or an administrator hands your work over and closes the account. Accounts aren’t deleted from Settings, because your work belongs to your organisation. See Settings.
Virgil, the AI assistant
Section titled “Virgil, the AI assistant”What is Virgil?
Section titled “What is Virgil?”Virgil Copilot is VirgilTrack’s AI assistant. Open it with the round Virgil Copilot button in the bottom-right corner, or press Ctrl + K (Cmd + K on a Mac). Ask it about your tasks, reports, risks and strategy, or where to find something. See AI assistant.
Does Virgil change things without asking me?
Section titled “Does Virgil change things without asking me?”No. When Virgil prepares a change, such as a new task, it shows it to you as a card first. Nothing changes until you select Confirm. Select Not now to leave it. See AI assistant.
What is the quick bar?
Section titled “What is the quick bar?”A box for delegating work or setting a reminder in one sentence. Press Ctrl + J, type something like “Brandon, prepare the Outjo WIP schedule by Friday”, check the card and press Enter. See AI assistant and Keyboard shortcuts.