Project Management
Complete Feature & Usage Guide
1. Dashboard
The Dashboard acts as the operational workspace for Admin, Manager, and Users. It combines project visibility, personal task execution, standups, and timesheet tracking into one centralized interface.
The dashboard is designed to separate:
organization-level operational visibility,
and logged-in user's personal execution visibility.
This helps managers monitor projects while also managing their own assigned task from the same screen.
1.1. Greeting Header
The top section provides immediate operational visibility for the logged-in user. It displays personalized greeting, current date, execution alerts, quick-access operational actions.
Operational alerts may include:
overdue tasks,
tasks due today,
incomplete timesheet reminders.
The right side of the header contains direct action buttons.
Standup
Start daily standup workflow
New Project
Open project creation workflow
New Task
Open detailed task creation workflow
These actions reduce navigation effort and allow users to start operational workflows directly from the dashboard.
1.2. KPI Summary Cards
The KPI section provides quick operational summaries of the logged-in user. It Displays:
Total and active projects,
Total active tasks,
Tasks due today.
Hours logged
This widget does not display organization-wide logged hours. It helps users track their own execution contribution.
1.3. Project Overview
The Project Overview section displays summarized visibility into active projects accessible to the logged-in Admin or Manager.
The section helps users:
monitor active projects,
review workload distribution,
understand personal involvement across projects,
quickly navigate into project execution.
Visual project indicators improve readability when multiple projects are active simultaneously.
2. Creating and Managing Projects
Projects can be created directly from the Dashboard or Projects section.
After creation, users can:
Add members
Define roles
Configure billing
Create workflows
Create sprints
Create tasks
Projects can remain active, archived, or marked for deletion.
Project roles include:
Project Owner
Project Member
Guest (Guests have view-only access and cannot make changes.)
In public projects, users can create projects, view tasks, update statuses, and collaborate based on their permissions.
In private projects, users who are part of the project can perform project-related activities according to their assigned role.
Users can quickly locate projects based on specific criteria:
Project Name – Search for a specific project by name.
Project Status – View Active, Archived, or To Be Deleted projects.
Visibility – View Public or Private projects.
Project Owner – Display projects owned by a specific user.
These help users manage large numbers of projects efficiently.
3. Creating and Managing Tasks
Tasks can be created from:
Dashboard
My Tasks
Projects
List View
Kanban View
Calendar View
Once created, tasks can be assigned, estimated, scheduled, and tracked until completion. Each task can carry a type (Epic, Task, or Bug), priority, tags, a time estimate, and story points for planning.
Task filters help users focus on relevant work items. Available filters include:
Reviewer
Display tasks assigned for review.
Status
Filter tasks based on workflow stage.
Priority
View tasks by priority level.
Sprint
Display tasks belonging to a selected sprint.
Task Type
Filter Epic, Task, or Bug records.
Tags
Locate tasks using assigned tags.
End Date
View tasks due within a selected timeframe.
These filters improve task visibility and execution management.
4. Managing Work Through My Tasks
My Tasks helps users manage their day-to-day responsibilities from a single workspace.
Users can:
View assigned tasks
Update task statuses
Log effort
Track deadlines
Review priorities
Access task details
Available filters include:
Status
Priority
Due Date
Project
Sprint
Tags
These filters help users focus on the most relevant work items.
5. Managing Work Through All Tasks
All Tasks provide visibility into tasks across projects based on user permissions.
Users can:
Search tasks globally
Monitor task progress
Review assignments
Track priorities
Analyze workload
Available filters include:
Assignee
Reviewer
Status
Priority
Project
Sprint
Task Type
Tags
Due Date
These filters help users monitor and manage work across multiple projects.
6. Planning Work Using Sprints
Teams can group tasks into execution cycles using sprints. Sprints help organize:
Upcoming work
Active work
Completed work
When a sprint ends, incomplete work can automatically move to the next sprint. Sprint filters help teams analyze sprint performance and workload.
7. Managing Work Through Kanban & List Views
Kanban View helps teams manage workflow visually.
List View helps teams manage work operationally through filters, grouping, and bulk visibility.
Teams can switch between views without losing information.
Available filters in Kanban and List Views include:
Status – Display tasks in selected workflow stages.
Assignee – View tasks assigned to specific users.
Reviewer – Filter tasks awaiting review.
Priority – Focus on high-priority work.
Sprint – Display tasks from selected sprints.
Task Type – Filter Epic, Task, or Bug records.
Tags – Locate tasks using assigned tags.
Due Date – View tasks based on deadlines.
These filters help teams quickly identify work requiring attention.
8. Scheduling Work Through Calendar View
Calendar View is used for timeline planning.
Teams can:
Schedule tasks
Adjust timelines
Review sprint schedules
Monitor upcoming deadlines
Unscheduled tasks remain visible until planning information is added.
Available Calendar View filters include:
Sprint Filter – Display tasks from selected sprints.
Status Filter – View tasks based on workflow status.
Assignee Filter – Display tasks assigned to specific users.
Task Search – Search for tasks by name or keyword.
Date Navigation – Move between months to review schedules.
These filters help users focus on relevant timelines and schedules.
9. Conducting Daily Standups
The Standup feature provides a dedicated workspace for daily team discussions and progress reviews.
Instead of opening project boards or navigating through multiple views, teams can open the Standup module, select the relevant team, and conduct their daily standup directly from a single screen.
During a standup, users can:
Review daily progress across team members
Discuss completed and ongoing work
Add work logs
Create new tasks
Update existing tasks
Change task assignees
Add comments and updates
Review task status changes
Track what was completed during the day
The Standup view provides a consolidated snapshot of team activity, making daily meetings faster and more productive.
Standup summaries can be:
Saved for future reference
Downloaded as an image
Downloaded as a PDF
Shared with stakeholders as meeting records
This helps teams maintain accountability, improve communication, and keep a documented history of daily progress.
10. Tracking Time & Effort
Time can be logged against individual tasks.
Logged effort contributes to:
Timesheets
Project costs
Billing calculations
Resource reports
Tasks can also be planned with story points and time estimates, giving teams both a planning estimate and a record of actual effort.
This creates a direct connection between execution and effort tracking.
11. Managing Team Members & Access
Projects support member-based access.
Organizations can define Project Owners, Project Members and Guests.
Permissions can be controlled at both organization and project levels.
Guests have view-only access and cannot make changes.
12. Configuring Billing & Costing
Projects can inherit organization-wide billing rules or define project-specific billing structures.
Billing can be configured at the organization, project, and individual member levels, using non-billable, time-based (hourly), fixed, or mixed models. Costs are calculated from approved timesheet time. This provides flexibility for internal and client-facing projects.
Billing and cost configuration is enabled per organization. Generating and sending invoices directly from the project interface isn't yet available.
13. Creating Automated Project Workflows
Workflow automation reduces administrative effort.
Organizations can automate:
Sprint creation
Sprint completion
Task movement
Status transitions
This improves consistency across teams.
14. Syncing Projects with Jira
Projects can be synchronized with Jira so that tasks, worklogs, and fields stay aligned between We360.ai and Jira.
The integration supports:
Two-way, inbound-only (Jira → We360.ai), or outbound-only (We360.ai → Jira) sync
Mapping Jira projects and users to their We360.ai equivalents
Field mapping, including summary, status, assignee, due date, comments, worklogs, and story points
An optional real-time webhook so Jira changes appear immediately
The Jira integration is in Alpha and under active development. See Integrations for connection and sync setup.
15. Managing Archived Projects & Tasks
Inactive projects can be archived.
Projects can be moved into the ‘To Be Deleted’ state for permanent removal (manually).
Archived tasks remain available historically while staying hidden from operational views.
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