User guide · Projects
Projects and the team
A project holds its own work items, sprints, releases, milestones, workflow, settings and team. Its address uses its key, such as /projects/CARD.
The project list
Projects lists the projects you can see: those you are on, those under accounts where you hold a role, or every project for administrators. Search by name, key or description; filter by status or account. Each card shows its account and programme.
Creating a project
Account ownerAccount managerProject managerDelivery managerAdmin
- Choose New project. The wizard has four steps, and Back is always safe.
- Details. Name; Key (2 to 10 uppercase letters and numbers, starting with a letter, suggested from the name); Description; and the shared Workflow it starts from. An administrator also picks the Owner.
- Delivery. Account (required; only accounts you may create under are offered); Programme (optional); Delivery model; Workstreams; Start date and Target end date.
- Integrations. Optional: connect Azure DevOps and import its backlog. The connection is tested before the project exists.
- Review, then Create project. The whole project is created in one step. A refusal, such as a key that is taken, sends you back to that step with nothing half-made.
Workstreams is The project (one workstream) or Each epic. It can't be changed later, because releases and milestones belong to the workstreams it sets.
Delivery model needs organisation-wide portfolio rights (Delivery manager, Workspace manager, administrator). If it is greyed out for you, ask one of them to set it under Settings›General; until then the project is left out of portfolio figures.
Ownership. Whoever creates a project owns it, except an administrator, who names the owner. The owner is the project's admin and lead, and with an administrator the only one who can archive or delete it. Ownership can't be changed afterwards for now.
Project sections
| Group | Section | For |
|---|---|---|
| — | Overview | Health with the reason for each dimension, what needs attention, what lands next, recent changes, each workstream. |
| Work | Board · Backlog · Sprints · Work items · Intake | The daily work. See Backlog, sprints and board, Work items and Intake. |
| Plan | Milestones · Releases · Areas | The plan. See Milestones and releases. |
| Plan | Reports | Weekly status and delivery reports. |
| Plan | Team · Settings | People, allocations and cost; everything configurable. |
You only see a section your role allows. The header shows the page's own action: New work item, New milestone, New release or Add people.
Project roles
| Can | |
|---|---|
| Owner | Everything a lead can, and change someone's role, remove a member, archive and delete. Always leads; their own role can't change. |
| Lead | Run the project: settings, adding members, sprints, work items, everyone's time, reports, intake, allocations, AI usage. |
| Member | Read the project, create and update work items, log their own time, view reports. |
| Viewer | Read the project, its sprints and work items, and view reports. |
Account roles reach projects too: an account Owner works as lead on every project under the account, and an account Admin or Owner can change project roles and remove members. See Account roles.
The Team page
Team shows who is on the project and, for each person, the hours they give this project, how booked they are across all their projects, and what they carry in the active sprint. A line at the top gives headcount, weekly hours and anything that needs attention.
Adding people, with time and cost
OwnerLeadAccount Admin or Owner
- Choose Add people in the project's header.
- Pick someone. When allocating time, those with the most free time are listed first; otherwise search by name or email.
- Project role: what they do here, in words. Defaults to their designation.
- Access: Lead, Member or Viewer.
- Allocate time on this project: Time in hours a week, From and To (empty for ongoing).
- Cost per hour and its currency. The dialog shows what the person costs the project each week. A project has one currency, fixed once the first rate is saved.
- Choose Add to project. The button tells you what will happen:
- Add to project: it fits their capacity and is booked at once.
- Add and send for approval: it would overbook them, so it waits for their manager as an exception. The dialog shows the weeks that run over.
- Not allowed by policy: the organisation's policy refuses it.
Changing an allocation
Select a person's time on the Team page to open their allocation. Change the hours, dates, project role or cost per hour, add a note, or end or cancel it. A confirmed allocation that hasn't started can be edited in place; an open-ended one always gets a review date.
| Status | Meaning |
|---|---|
| Planned | A proposal. Uses no capacity yet. |
| Exception pending | Would overbook the person. Forecast only until their manager decides. |
| Confirmed, Active | Booked. |
| Released, Completed | Finished. |
Team cost
For those who staff the project (owner, leads, the account's Owner, resource managers), the Team page adds Team cost: hours × each allocation's cost per hour.
| Figure | What it is |
|---|---|
| Planned cost | The allocated hours at their rates. |
| Actual to date | Hours delivered on this project's work items, at the rate of the allocation that covered the day. |
| Still to spend | What the plan has left. |
| Blended rate | The team's average cost per hour. |
Then a monthly chart of planned against actual, and a row per person. Nobody else sees an amount.
Staffing advice
A lead can ask AI who should take sprint work nobody owns yet. It suggests; you decide, and nothing is assigned until you do.
Archiving and deleting
To take a project out of the way without losing anything, set its status to archived in Settings›General. Delete project, in the danger zone, removes its work items, sprints and board for good; only the owner or an administrator can do it.