Planning

The Planning tab is a project's roadmap hub. It is where you create and run the three planning objects that sit above individual tasks:

• Milestones — dated roadmap moments, such as Design sign-off or Handover.
• Epics — large bodies of work, optionally grouped under a milestone, such as Lighting & electrical.
• Sprints — time-boxed cycles of work with optional capacity, such as Sprint 1, 3–14 Nov.

Below them the Backlog lists open work that is not yet planned into a sprint.

Use Planning when you want to agree what will be delivered by when, group work into themes, and run the team in short cycles. Project managers and administrators build and maintain the plan; everyone else on the project uses it to see what is coming and how far along each part is.

Planning shares its data with the Timeline tab (schedule bars, baseline, critical path, burndown) and with the project Calendar. A milestone you create here appears there, and the reverse.

Where to find it

Who sees the tab:

• Everyone who can open the project sees Planning in the project sidebar. There is no role restriction on viewing.
• Milestones are available on every plan, including Free.
• Epics and sprints are a Standard-plan feature (also Professional, Premium and Enterprise). On Free you can still see the Epics and Sprints sections, but creating, editing, completing or starting an epic or sprint is refused (see Plans).

Screen tour

The page is a single column of cards.

Header card

What the risk chips count:

While the page loads you see placeholder lines. If loading fails you see "We couldn't load planning data." with a Retry button.

Milestones card

Title Milestones — Roadmap moments and their progress. A count badge at the top-right shows how many milestones exist.

Each milestone is a card:

Milestones are ordered in the order they were created (each new one goes to the end), then by due date.

Empty state: No milestones yet — Create a milestone to start the roadmap.

Epics card

Title Epics — Large bodies of work, optionally grouped under a milestone. Count badge at the top-right.

Empty state: No epics yet — Group related work into an epic.

Sprints card

Title Sprints — Cycles, velocity, and lifecycle. Count badge at the top-right.

The card shows up to four sprints: the active sprint first, then planned sprints, then completed and cancelled ones, each group by start date. Older sprints drop off this card once you have more than four; the Sprints stat in the header still counts them all.

Empty state: No sprints yet — Plan a sprint to organise the next cycle.

Backlog card

Title Backlog — Open work not assigned to a sprint. The badge shows how many open tasks are outside every sprint (counted up to 25).

The backlog lists up to 12 tasks: tasks in the Backlog status first, then by due date (undated last). Done and cancelled tasks never appear.

Empty state: Backlog is clear — All open tasks are already planned into a sprint.

Backlog rows are read-only here. To plan a task into a sprint, open it from Tasks (see Link a task to a milestone, epic or sprint).

Tasks

Create a milestone

1. Open the project and click Planning in the sidebar.

2. Click Milestone (top-right of the header card).

3. Fill in New milestone:

   Field	Required	Rules / defaults	Notes
   Name	Yes	Up to 160 characters.	Use a business moment: Design sign-off, Handover.
   Status	No	Planned (default), Active, Completed, Cancelled.	Usually leave Planned.
   Start date	No	A date.	Shown on the card and used for the Timeline bar.
   Due date	No	On or after the start date.	Drives the Timeline bar and overdue flag. A milestone without a due date is listed as Unscheduled on the Timeline.

4. Click Create. You see Milestone created. and the milestone appears at the end of the Milestones card.

If a rule fails, the dialog stays open with the problem listed at the top and next to the field (for example "The due date field must be a date after or equal to start date."). Click Cancel to leave without saving.

Edit a milestone

1. On the milestone card click Edit.
2. Change Name, Status, Start date or Due date in Edit milestone.
3. Click Save. You see Milestone updated.

You can clear a date: empty Start date or Due date and save, and the milestone becomes unscheduled. (Until 5 October 2026 clearing a date silently kept the old one.)

Complete a milestone

1. On the milestone card click Complete.
2. Confirm Complete milestone — "This milestone will be marked as completed."
3. You see Milestone completed. The badge changes to Completed, the completion time is recorded and the Complete button disappears.

Completing a milestone does not change its tasks or epics.

Create an epic

1. Click Epic (top-right).

2. Fill in New epic:

   Field	Required	Rules / defaults	Notes
   Name	Yes	Up to 160 characters.
   Status	No	Planned (default), Active, Completed, Cancelled.
   Priority	No	None (default), Low, Medium, High, Urgent.	Shown on the card when not None.
   Milestone	No	— No milestone — (default) or any milestone in this project.	Groups the epic under that milestone; the milestone card counts it.
   Start date	No	A date.
   Target date	No	On or after the start date.	Shown as Due … on the card and used as the end of the Timeline bar.

3. Click Create. You see Epic created.

Edit an epic

1. On the epic card click Edit.
2. Change the fields and click Save. You see Epic updated.

The Edit epic dialog opens with Milestone already set to the epic's current milestone, so saving other changes keeps the link. Choose — No milestone — only if you want to unlink it. (Until 5 October 2026 the dialog always opened on — No milestone — and a save silently unlinked the epic.)

Complete an epic

1. Click Complete on the epic card.
2. Confirm Complete epic — "This group of tasks will be marked as completed."
3. You see Epic completed.

Create a sprint

1. Click Sprint (top-right).

2. Fill in New sprint:

   Field	Required	Rules / defaults	Notes
   Name	Yes	Up to 160 characters.	e.g. Sprint 1.
   Goal	No	Up to 5,000 characters.	Shown on the sprint card.
   Status	No	Planned (default), Active, Completed, Cancelled.	Leave Planned and use Start later (see below).
   Start date	Yes	A date.
   End date	Yes	On or after the start date.
   Capacity points	No	0 to 9,999, steps of 0.5.	Story-point budget. Blank = no point cap.
   Capacity minutes	No	Whole minutes, 0 to 100,000, steps of 15.	Time budget; the card shows it in hours (e.g. 4,800 min → 80h).

3. Click Create. You see Sprint created.

Plan tasks into a sprint

Sprints are filled from the tasks themselves:

1. Open Tasks and click a task to open its drawer.
2. In the Planning section choose the Sprint. Only Planned and Active sprints are offered, shown as Name (status).
3. Click Save planning. The button changes to Planning saved.

The task leaves the Backlog card and is counted on the sprint card (planned tasks, planned pts). A task belongs to at most one sprint of the project at a time; choosing a different sprint moves it.

Start a sprint

1. On a Planned sprint click Start.
2. Confirm Start sprint — "This sprint will become active under the existing planning rules."
3. You see Sprint started. The sprint becomes Active, moves to the top of the Sprints card and is shown as Active sprint in the header. If the sprint had no start date, today is used.

Only one sprint can be active per project. If another sprint is already active, the start is refused, the sprint stays Planned, and an error notice shows the server's message (in English "Only one active sprint is allowed per project."; in Arabic the equivalent sentence). Complete the running sprint first.

Complete a sprint

1. On the Active sprint click Complete.
2. Confirm Complete sprint — "This sprint will be marked as completed."
3. You see Sprint completed. The badge changes to Completed, Active sprint returns to None, and Start becomes available on other planned sprints.

Completing a sprint does not move its unfinished tasks. They stay in the completed sprint and are shown as carryover. To carry them forward, open each task and choose the next sprint under Planning (completed sprints are no longer offered there).

Edit a sprint

1. Click Edit on the sprint card.
2. Change Name, Goal, Status, dates or capacity. On edit the dates are not mandatory, and you can clear a date or a capacity (points or minutes) by emptying the field; the sprint then has no date or no cap. (Until 5 October 2026 a cleared value was ignored and the old one kept.)
3. Click Save. You see Sprint updated.

Use Start and Complete rather than changing Status in this dialog: only Start checks the one-active-sprint rule and only Complete records the completion time.

Cancel a milestone, epic or sprint

There is no delete button. To drop an item from the plan, open Edit, set Status to Cancelled and click Save. Cancelled items stay visible with a Cancelled badge so the history is kept.

Link a task to a milestone, epic or sprint

1. Open the task drawer from Tasks.
2. In Planning choose Milestone (or No milestone), Epic (or No epic) and Sprint (or No sprint).
3. Click Save planning. The section header shows linked once anything is set.

The task's own dates, estimates and progress are not changed. If you cannot edit the task, the section shows the current Milestone, Epic and Sprint read-only (or None). Errors: "You can't change task planning." (no permission) or "Could not update task planning."

Statuses and lifecycle

Milestones, epics and sprints share four statuses:

Rules:

• One Active sprint per project (enforced by Start).
• Due/end/target dates must be on or after the start date.
• A milestone's and epic's progress is calculated from their tasks; you cannot type it.

Permissions

The Milestone, Epic and Sprint buttons and the Edit, Start and Complete buttons on the cards are shown only to people who may edit the project (the roles marked Yes in the table). Members, guests and Managers who are only project Members see the tab read-only, with no create or edit controls (since 5 October 2026; before that the buttons were shown to everyone and refused on save with "You do not have access to this action. Contact your workspace administrator."). An explicit restriction set for you on this project in the Portal always wins.

Plans

On Free, saving an epic or sprint is refused and you see the dialog's error notice (for example "Could not save the epic." or "Could not save the sprint."). If your paid plan has expired, the same applies until you renew; existing epics and sprints stay visible.

Worked examples

Example 1 — Add a milestone (everyday)

Sara Khan manages Al Noor Showroom Fit-out (ALN-FIT) for Al Noor Trading LLC. The client asks for a snagging walk-through before handover.

1. Sara opens Planning and clicks Milestone.
2. Name Snagging walk-through, Status Planned, Start date 8 Dec 2026, Due date 10 Dec 2026 → Create.
3. She sees Milestone created. The header now shows Milestones 1/4.
4. In Tasks she opens ALN-21 Prepare snag list and ALN-22 Fix snag items, sets Milestone = Snagging walk-through and clicks Save planning on each.
5. The milestone card reads Dec 8 → Dec 10 · 0 epics · 2 tasks and 0%. When ALN-21 is Done it shows 50%.

Example 2 — Plan and run two sprints (full scenario)

Omar Haddad plans the fit-out from 2 November to 15 December 2026 on the Standard plan.

Set up the roadmap

Plan the work. The Backlog shows 14 open tasks. Omar opens eight of them and sets Sprint = Sprint 1 (planned): estimates total 34 points. The Backlog badge drops to 6 and Sprint 1 reads 0/8 tasks · 0/34 pts and Capacity 34/40 pts.

Run Sprint 1. On 2 Nov he clicks Start → confirms. Active sprint shows Sprint 1. When he tries Start on Sprint 2 by mistake, nothing changes — Sprint 1 is still active.

Close Sprint 1. On 13 Nov six tasks (26 points) are Done and 92 hours were logged:

Omar clicks Complete → confirms → Sprint completed. He opens the two carryover tasks and sets Sprint = Sprint 2, then clicks Start on Sprint 2. He completes Design sign-off with Complete → Milestone completed. The header reads Milestones 1/3, Active sprint Sprint 2.

On Timeline the burndown now follows Sprint 2, and the Activity tab lists Sprint 'Sprint 1' completed and Milestone 'Design sign-off' completed.

How it connects

Tips and common problems

Good practice:

• Keep one milestone per client-visible commitment and link tasks to it so its progress is meaningful.
• Give every sprint task a story-point estimate so velocity and capacity are useful.
• Capture a baseline on Timeline after the plan is agreed.

Related

• Timeline · Calendar · Tasks · Projects
• Reports · Time tracking · AI
• Team access · SolaProjects overview