Frequently asked questions

FlexiProject is a PPM system: software for managing projects and project portfolios. For each project you run the schedule, budget, resources and risks in it, and at the organization level you compare projects in portfolios, reports and strategic goals. You use it in a browser, in the cloud or installed on your own server. See how our project management software works.

For organizations that run many projects at once and want to see them in one place: from one person’s tasks to the project portfolio and strategic goals. It is used by project managers, project management offices (PMOs), executives and the people who carry out tasks. On our website we describe how it is used in more than 30 industries, including manufacturing, energy, finance, healthcare, public administration and IT: see PPM software for your industry.

FlexiProject doesn’t impose a single methodology. In one organization you can run waterfall projects with phases and milestones, agile projects on the Kanban board in the system, and hybrid projects that combine both. Elements known from PRINCE2 or Stage-Gate, such as the project charter, approval workflows, the risk register and project products, can be set up in project templates.

The FlexiProject interface is available in 28 languages: English (British and American), Bulgarian, Chinese, Czech, Danish, Dutch, Estonian, Finnish, French, German, Greek, Hungarian, Indonesian, Italian, Japanese, Latvian, Lithuanian, Norwegian, Polish, Portuguese, Romanian, Russian, Slovak, Slovenian, Spanish, Swedish, Turkish and Ukrainian. Each user chooses a language in their profile, and email notifications arrive in the language of the recipient.

Yes, for iOS and Android. In the mobile app you see the tasks assigned to you across all projects, update their progress, add comments and attachments, and log your working time. Project planning, budgets and reports are available in the browser. The mobile app is included in the license price.

FlexiProject combines running a single project (schedule, budget, resources, risks) with the project portfolio, approval workflows and the organization’s strategy in one system. People who only carry out tasks use it free of charge, and the system runs in the cloud or on your own server. To see how it compares with specific tools, go to the FlexiProject comparisons with other systems.

The whole project: the project charter, the schedule with a Gantt chart, the budget, resources, risks, products and working time. At the organization level you have project portfolios and programs, scoring, approval workflows, reviews, reports, and strategy with goals and measures. See, for example, the project schedule module.

Yes. A portfolio groups projects so you can assess, compare and monitor them together. It has a summary, a project list, a shared schedule and a simulation, plus the budget and risks once those modules are enabled. One project can belong to several portfolios. See how the project portfolio management software works.

Yes. Reports are built from your organization’s live data, so they show the current state each time. You see only the projects you have access to. The project report also has a Gantt view and a summary, and you can export the results to Excel. The reporting module comes with the Full license.

Yes, without any programming. An administrator sets up project charter templates, custom attributes for projects and tasks, approval workflows, project roles, statuses and workspaces, for example a separate one for each company or branch. You can do it yourself or together with us during the rollout: see how to configure the system to match your own standards.

AI prepares a draft project from a description written in your own words: the name, description, start date and a task hierarchy with durations. The tasks go into the schedule, where you correct them and add risks, the budget and dependencies. In the cloud the feature is on by default and free of charge, and we turn it off on request. When installed on your own server, you can connect your own AI service.

Three: a List in the WBS layout, a Gantt chart and a Kanban board. They all show the same tasks and milestones, so a change made in one view is immediately visible in the others. The schedule consists of tasks, phases (summary tasks) and milestones.

Four: Finish to Start, Start to Start, Finish to Finish and Start to Finish, each with a lag counted in working days. The “Fixed lag” option keeps the gap between tasks when they are moved. You can also type dependencies as a shortcut in the Predecessors and Successors columns, for example 4SS+2.

Yes. In the Gantt view, the “Chart” button opens settings with a “Critical path” switch, which is off by default. Once it is on, the chart highlights the tasks and dependencies that determine the project end date. The path is based on the dependencies you have entered, so add them first in the Gantt chart tool.

Yes. Dragging a bar moves the task in time, the left edge changes the start date, the right edge changes the finish date, and the arrow below the bar sets the progress. You create a dependency by dragging the dot from one bar to another. If the dates differ after the dependencies are recalculated, a message tells you the dates were updated.

Yes. The progress of a phase, or of any task with subtasks, is calculated from the progress of its subtasks. The phase starts on the earliest start date of its subtasks and ends on the latest finish date. Marking a summary task as done completes all of its subtasks. Progress is the percentage of completion of the tasks.

Partly. In the schedule list, the finish date of a task whose deadline has passed and whose progress is below 100% turns red. The project summary shows the number of delayed tasks, and you can add a widget with the “Delayed” criterion to the Dashboard. A delayed milestone gets a red diamond in the Milestones column. We do not highlight task bars on the Gantt chart.

Yes. The project plan module stores the approved schedule dates and budget amounts as a baseline. The “Planned start” and “Planned finish” columns and the variances show how the current dates differ, and on the Gantt chart you switch on the “Baseline” bar. Later changes to the schedule do not alter the plan, only the variance from it.

Through a “Plan change” in the Plan tab. The request has a name, a description, a justification, the alternatives considered, and the requested project end date and budget with the variance from the baseline, and it then goes through the approval path you choose. That way a single place records what changed, why, what it costs and who agreed.

Not directly. Variances are calculated against the first and the last approved plan. Each further approval is saved as a “Plan change”, and you can open the earlier plans in the plan window. Once at least two plans are approved, the “Show diagram” button charts how the project end date and costs have changed.

Yes. You set working days and holidays separately for each project, under Settings, Working days: you tick the days of the week and add days off with a name and a date. A new project has Monday to Friday as working days and no holidays. After you save, the dates of all tasks and milestones are recalculated, and this change cannot be undone with the “Undo changes” button.

Yes. You can add a dependency to a task in another project, provided you have permissions for that project. The dates are recalculated only after approval in the program, which groups projects and shows a combined schedule, so the change does not take effect immediately.

Yes. The team works on the same project in the browser, without the project being locked and without file copies. You can see who is active in the schedule. When someone makes a change, the others get a message naming the author and load the new data with a button, because other people’s changes are not refreshed on their own.

Yes, schedule attributes do that. An administrator defines them in System settings by giving them a name and a type, for example a list with colored options or a number that can be summed. In a project you switch an attribute on as a list column and a field in the task panel, color the Gantt chart bars by it, and add it as a column in task reports.

Yes. The “Export” button in the Gantt view saves the chart as a PDF document or a PNG image, with the current filter, columns, appearance settings and zoom. The PDF opens in the browser preview, where you can save or print it. You can also export the schedule itself to Excel and MS Project XML.

Yes, within limits. You can export the schedule to a Microsoft Project (.xml) file, which opens in that program. You import an .mpp file through Settings, Import, From Microsoft Project, choosing “Recalculate dependencies” or “Keep dates”. The new items are added after the existing tasks, and there is no export to a native .mpp file.

Yes. The schedule history records who changed what, and for a change that can be undone, the “Undo changes” button restores the previous state. A user with permission to edit the schedule can undo any change; other users can undo only their own, as long as nobody has changed anything in the project since. Changes to working days and global changes cannot be undone.

We do not set a limit on the depth of the hierarchy or on the number of tasks in a project. A summary task can have subtasks on further levels, and the application assigns the WBS number. You arrange the structure by promoting and demoting levels or by dragging rows.

Yes. When you create a project from a template, you can enter a finish date instead of a start date. The schedule is then laid out backwards from that date, based on the task durations in working days and the dependencies from the template. The finish date must fall on a working day of the project.

The budget consists of budget items: costs and revenues arranged in a tree with groups. To each item you add forecasts, with a date and an amount, and actuals, meaning the amounts actually spent or received. The project budget module has List, Period view and Actuals views, and once a plan is approved it also shows Plan, Variance and Progress columns.

Yes. In the Budget tab the “New cost” button adds a cost, and the arrow next to it lets you choose “New revenue”. A group of items can hold costs and revenues together, and its values are the sum of its subitems. You enter a fixed-fee revenue as an item with a forecast and add the actual to it once the money comes in.

Compare the amount with the plan approved in the project. The Amount column is forecast plus actuals, and once a plan that includes the budget is approved, the list shows Plan and Variance columns, in amounts and in percent. The plan is a snapshot from the moment of approval, so later budget changes alter the variance, not the plan. You can calculate your own indicator with a Function project attribute.

Switch the budget to the “Period view” and choose a scale: month, quarter or year. The “Rows” button selects the series: forecast, actuals, plan and variances. You can type period amounts directly into the cells, and entering an amount in an empty cell creates a forecast. This lets the finance team see when the money will be spent.

Yes. You link an item to a task or a milestone with the “Link to schedule” command. The date of a forecast, for example an invoice due date, is then calculated from the start or the end of the task plus an offset in days or months. When the task date changes, the forecast dates are recalculated with it.

You enter the remaining costs as a forecast with an amount and a date, which corresponds to ETC. The Amount column, meaning forecast plus actuals, shows the expected total cost of the item and of the project, which corresponds to EAC. You compare it with the Plan column and the variance once the plan is approved. The project manager enters the forecast; the application does not derive it from a formula.

Yes, from an .xlsx or .csv file in a wizard: you map the columns to Date, Debit (costs), Credit (revenues) and actual attributes, such as a document number, and you see a preview before you confirm. Mapping rules assign actuals to budget items and suggest the item on later imports. You can also load budget items from Excel into the same budget.

In several ways: by importing an .xlsx or .csv file with mapping rules, or through the REST API, which creates actuals and forecasts with an amount, a date and a budget item. Documents from the accounting system can also arrive in a queue inside the budget, where the project manager assigns them to items. Our team builds that integration to order; there is no standard ERP connector.

Yes. An administrator defines item attributes in System settings, on the Budget tab: text, a list, a number, a date, a link or a function field, for example a gross amount as the net amount times VAT. In a project the attributes appear in the item panel and as list columns, and you can use them in filters and reports. You can add separate attributes to actuals as well, such as an invoice number.

You show the difference between revenues and costs with a Function project attribute. The budget holds planned costs and revenues, and you can place the “Planned costs – last plan” and “Planned revenues – last plan” fields in the project charter. In the portfolio and in reports the Function attribute appears as a column, read-only.

With a Function project attribute. An administrator creates a number attribute, for example “Average hourly rate”, the project manager enters it in the project, and a “Labor cost” attribute multiplies the project’s working time by that rate. The rate is a single number per project, because the application does not distinguish rates by person, and working time is only hours and minutes. The result is read-only and does not flow into the budget.

No. An organization has one currency, which you set in System settings together with the number of decimal places and the way amounts are displayed. Amounts in another currency are converted outside the system, because the application does not store exchange rates.

No, the application does not calculate these figures. You enter them by hand: in a number project attribute, as a benefit measure in Strategy, or as revenues and costs in the budget. In the portfolio model the NPV value is also entered manually, with no calculation.

The Resources module shows employee workload across all projects, along with their availability on a timeline, in hours, percentages or number of tasks. The workload comes from task effort distributed among task owners, and exceeding availability is marked with color. People change the allocation themselves. See how our resource planning software works.

Yes. In the workload table and in the project’s Resources tab, exceeding availability is shown in red, and the task’s “Effort” window shows a red clock icon. The workload panel you switch on below the Gantt chart immediately shows how moving a task changes people’s workload. The application does not block anything, and the manager adjusts the allocation.

Yes. For each user you set a default availability in hours (or man-days) for each day of the week, plus periods with different availability, for example part-time hours. You add leave or training as an exception, where zero hours means absence. An administrator sets organization-wide days off, and workload is calculated against this availability.

Yes, with Microsoft 365, all-day absences from the Outlook calendar are pulled into resource availability. An administrator configures this in the Microsoft Entra ID integration. Only all-day absences are included.

Yes. The effort of a task assigned to a department is spread over the working days of the task and goes into the department’s workload, and the department splits it equally among its members. A department follows from the supervisor set in the profile, so the department tree mirrors the reporting line. This helps when you know which department will do the work but not yet which people.

Yes, in the workload table. Each candidate needs a schedule with effort and with owners or departments, and its status must be one of the statuses counted toward workload (System settings, Resources). The “Department”, “Department > Project” and “Department > User” views then show the total work in the coming months against availability. You decide which project to start.

Equally by default: among the departments and among owners outside those departments, and a department’s share is split further among its members. Each person’s share is spread over the working days of the task, taking their availability into account. In the Resources tab you can change an owner’s total or the value in a chosen range of days by hand. An administrator can also set owners’ effort as the priority, so adding a person does not change the values of the others.

The Organizational structure tab in the Users module shows the department tree with the manager, the number of employees and a breakdown by license. A department follows from the supervisor set in the profile rather than from a manual assignment, so changing a manager moves the whole department with its sub-departments. You can synchronize the structure with Microsoft Entra ID, in which case synchronized data overwrites manual changes to the supervisor and department.

You enter time by hand on a task: the “Log time” option in the task panel or in the Time tracking module opens a window with the time in hours:minutes, a date and a comment. The module shows logged time as a list or a calendar for a selected person and month, and the project’s Time tracking tab shows it by person. See the time tracking module.

Against a task. You log time on a specific task or milestone from the schedule, or on an operational task, in hours and minutes, with a date and an optional comment. The Time tracking tab shows the totals for the project, for people and for a period.

Yes, through operational tasks. You add them in the “My tasks” tab with the “New task” button, you set recurring ones with “Set recurrence”, and you log time the same way as on any other task. In the Time tracking module such entries are marked “Non-project”. Operational tasks do not appear in project schedules.

Yes. In the schedule the Effort (planned) and Working time (logged) columns sit side by side, and for a project there are summary columns, reports and the review. You can see where the time overran and where it stayed within plan. Data from completed projects helps you estimate similar tasks in later ones, including by copying a project with its effort.

Yes. With the “Own and subordinates” permission level for the module, you see the time of your direct and indirect subordinates, based on the Supervisor field in the user profile. You select the person above the list, and the Administrator level shows the time of all users. A supervisor also sees subordinates’ workload in the Resources module.

Partly. An administrator can switch on the notification about missing time on a task in System settings: when you mark a task as done without any logged time, the application asks whether you want to log it. The prompt appears inside the application with a Standard or Full license. We do not send recurring reminders or emails.

The risk register is in the project’s Risks tab. Each risk has a status (Identified, Active, Closed), a probability and an impact on scales set by an administrator, an owner, a category, a description with an action plan, and an impact on the budget and schedule that you enter by hand. The matrix shows the number of risks in each combination of probability and impact. See our risk management module.

Yes. In System settings an administrator sets the probability and impact scales, each with 2 to 10 values, so the matrix can be 3×3, 5×5 or another size. Risk categories are a free-form list that an administrator maintains as well. The risk matrix in projects is built from these scales.

Yes. A risk can relate to one task, milestone or summary task. You set the link in the risk panel, or you add the risk straight from the task panel. In the schedule list, the Risks column shows a triangle icon: a gray circle means identified risks and a red one means active risks. The task panel has a Risks section listing the linked risks.

Yes. The portfolio’s Risks tab shows a table of the risks from all projects in the portfolio, with a probability and impact matrix below it. Clicking a matrix cell narrows the table to the risks in that cell, and each risk opens in its own project. The Risks module is required.

As risks with the Active status, with the corrective actions as tasks in the schedule that have an owner, a deadline and comments. A risk has a description with an action plan and entries for its impact on the schedule in days and on the budget as an amount, and you filter the register by owner, category, probability and impact.

In the risk’s “Description and action plan” field, which is a rich text field: you can write the symptom, the successive “why?” questions, the root cause and the action plan there. You can attach your own diagram to the risk or to the project files. The application does not suggest an analysis structure, and an administrator can name the risk categories after your cause categories.

A product is a project deliverable, for example a document or a software version. It has an owner, a due date, a status (Pending, In progress, Done), a description with acceptance criteria and an optional link to a task or milestone. You attach three lists of files to it: templates, best practices and the final product. See the project products module.

Yes, if you link the product to a task, a milestone or a summary task. The product’s completion date then takes the finish date of that item and follows it. You set the product status by hand, because it does not come from task progress. In the Products column of the schedule list you see the number of pending, in-progress and completed products.

Yes. A project charter is created from a template that defines the sections and fields: project data, attributes, tables and text fields. A charter has the status Draft, In approval, Approved, For revision or Rejected, and you create charter templates separately for each workspace. See how the project charter module works.

Yes. You send a draft charter for approval along the approval path you choose, and after the decision it is Approved, Rejected or For revision and shows the data from the moment it was sent. The Export button opens a print view that you save as a PDF, optionally together with the approval history: levels, approvers, decisions with dates and comments.

In a project document built from a template. The Table field has its own columns of the text, number, date and choice list types, so a stakeholder table can have columns such as person or role, influence, engagement and communication strategy. The team sees it together with the other project data and can approve it in the charter. The application does not classify stakeholders or draw an influence matrix.

In a post-project document built from a project document template: sections, text fields for conclusions and recommendations, a Table field and fields with project data, such as schedule and budget variances. The fields can store values in project attributes, for example the main cause of a delay, which you then compare in reports and in project list filters. There is no ready-made lessons learned report.

In the Files tab. It collects the files and links added directly as well as the attachments of tasks, risks, budget items, products, plans and project charters, showing the linked item. You arrange files in folders, and you can attach a document already in the project to another item with the “Add existing” option. Access to the tab is granted by the “Files” project permission.

Yes. You switch on the Project chat tab in the project menu, under Features. It is a shared conversation for the team: anyone with access to the project can write and read, and the tab shows a counter of new messages. You can format a message and attach a file, and typing @ notifies the person you mention. You can edit or delete your own messages. See the project communication module.

Yes. You add comments in the panels of tasks and milestones, budget items, risks, project reviews, and strategy goals and measures. After typing @ you pick a person from the list of active users in the organization, and they get a notification in the application and an email. You can edit and delete only your own comments. The Free license does not allow adding comments.

You record agreements on a task, risk or budget item in comments with mentions, and decisions in the approval history. You keep the recurring project report in the Review module, and the team settles quick questions in the project chat.

Executives can use Project portfolios, which have the Summary, Projects, Schedule, Budget, Risks and Simulation tabs, as well as Reviews and Reports. The Dashboard is built from widgets (lists, counters, bar and pie charts), but it shows only data assigned to the signed-in person, so it does not replace a portfolio overview. What each person sees depends on license and permissions.

Yes. The same project can sit in a department portfolio and in one that the board reviews, for example. You create a portfolio with “Add portfolio” and, on the Projects tab, add the projects whose settings you can change. Deleting a portfolio removes only the links, and the projects stay.

Yes. The Schedule tab shows the portfolio’s projects as bars from start to end. You can switch on milestones, dependencies between tasks from different projects, dates, project managers, and the first and last baseline bars, and color the bars by progress, status or a project attribute. The chart exports to PDF or PNG.

FlexiProject calculates project progress from the schedule as an average weighted by duration: a summary task takes its progress from its subtasks, and the project takes it from its top-level items, leaving out inactive ones. A portfolio has no single progress figure: the list shows a Progress column for each project, and the totals row does not sum it. A chart on the Summary tab groups projects by delay against the last plan.

Yes. Both projects appear in the portfolio as ordinary rows with the same status, manager, progress and end date. In a project with Jira tasks, progress comes from task statuses (to do 0%, in progress 50%, done 100%), and you add milestones and dependencies in its schedule in FlexiProject. Milestones and baselines of both projects show in the same columns and on the portfolio Gantt chart.

Yes, in a simple form. On the Simulation tab you tick projects and add up their values: planned costs, which are compared with the portfolio costs (with the Budget module), and the scoring result on a Benefits and Complexity chart. Your selections are not saved, and the application does not optimize the portfolio or suggest which projects to pick.

In the project list you filter by name, status, manager, workspace and list-type attributes, and the Group by button arranges projects in sections up to three levels deep. Column layout, sorting and filters are remembered separately for each user. Projects you return to often get a star and appear in the Favorites group in the side menu.

A program groups several related projects so you can review and recalculate them as one whole. It shows a combined schedule of all the program’s projects and lets you recalculate dependencies between tasks from different projects. Programs do not depend on workspaces. See the project programs module.

A program is a group of related projects that together serve one goal, such as launching a product in a new market. It has its own permissions and a combined schedule with dependencies between projects, but no manager, budget or success metrics of its own. A portfolio is a looser group of similar projects, and its tabs bring together schedules, budgets and risks.

Not as a separate role. In practice the program manager is a person with permission to the Programs module: with the Creator level they create their own programs, and with the Administrator level they see and change all of them. In a program they get the combined project schedule and recalculate dependencies between projects, and they give other people access in the program permissions.

Dependencies between tasks from different projects are not recalculated the moment dates change. A person with edit rights runs the recalculation in the program with “Recalculate dependencies” and gets a preview of the old and new dates. “Save” then changes the dates in all affected projects and adds an entry to the schedule history of each one.

The Scoring module rates a project against questions answered by the reviewers you appoint. The answers are turned into points in two dimensions, Benefits and Complexity, and the result shows in a table and on a chart. A scoring template defines the questions, weights and reviewers, and you can assign it to many projects. See the project scoring module.

Yes, but without a separate request object. You create a proposal as a project with its own status from your organization’s status list, for example Submitted, Under review, Approved or Rejected, since the organization sets the names. Scoring assesses it, and plan approval records the decision to launch. The portfolio and the project list let you filter by status.

Yes. In the Strategy module goals form a tree: a goal group, a goal, a subgoal and a metric, the equivalent of a KPI. A metric has entries with a date, a plan and an actual value, and a goal’s progress is the weighted average of the progress of its metrics and subgoals. You link the projects that support a goal to it. An administrator enables the module, and users with a Full license see it. See the strategy module.

A review is a recurring assessment of a group of projects on a chosen day. Each project has a review card built from a template, and the review as a whole has a project table and a chart summary. You create a review by hand or clone it from the previous one, and the project manager gets an email when their project is added. There are no deadline reminders, but you can record the review rhythm in project attributes and see it in the portfolio. See the project reviews module.

An approval path is a sequence of stages in which the people you name decide: the project manager, a chosen user, a member of a project role or the requester’s supervisor. A decision is an approval, a rejection or a return for rework with a comment, and an advisor’s opinion does not close a level. A rejection or “Needs work” ends the approval at once. The Approvals tab collects all decisions. See the project approval module.

A project plan, that is, a plan change, goes through the path. In the plan you choose what it covers: the schedule, the budget and the project card, so you approve a new date, budget or card by submitting the plan. Risks, products, scoring and reviews have no approval path of their own. An administrator can switch on “Require approval path” in System settings, and then a plan cannot be submitted without a path.

Yes. The person named in an approval stage gets read-only access to the project tabs for the duration of that stage, and the access expires when the stage ends. The approver can be the project manager, a chosen user, a member of a project role or the requester’s supervisor. The approver needs a Full license.

Yes. For each stage the system records the person, the result (approved, rejected, needs work), the decision date and the comment. Earlier attempts to approve the same request stay in the history, and you can attach the approval path to the printout of the project card. A recorded decision cannot be changed.

Yes. When the approver’s level of the path starts, they get a notification in the application, and an email if “Pending approval” is switched on in their profile. The requester gets the result when the path ends. There are no repeated reminders or decision deadlines, but the approver sees a red counter next to Approvals and a “Decision Required” marker on the list.

No. The approval path covers part of RACI: the decision maker is accountable for the approval (A) and the person giving an opinion is consulted (C). There is no role for an informed person (I) and no assignment of a responsible doer (R) to a decision, so you cannot build a full matrix. You name the people doing the work as task owners and describe responsibilities with your own project roles.

Yes. A project template is a pattern you create further projects from: schedule, budget, risks, products and files. Instead of dates the template stores day numbers, so it suits a project that starts at any time. You can also create a template from an existing project. See the project templates module.

Yes. When copying you choose the scope: description, attributes, schedule, budget, risks, products, files, project roles and permissions. By default task statuses and budget actuals are not copied. You can also turn a project into a template with “Create project template” in the project menu.

The project gets tasks and milestones with their structure, dependencies, descriptions and attributes, owners and departments, budget items with forecasts, risks, products, and files and links. The schedule is laid out from the start or end date you give, because the template stores day numbers instead of dates. A template does not contain the project team or permissions, the approval path, attribute values, budget actuals or progress.

A template change affects only projects and cards created afterwards. A card copies the template’s fields when it is created, so adding or changing a field in the template does not alter cards that already exist. A project created from a template is not kept in sync with it, and deleting a card template does not delete the cards made from it.

No. The application has no built-in project templates for industries. Your organization builds its own project templates, project cards and approval paths, and industry patterns are set up during rollout.

A PMO maintains the standard indirectly. It assigns templates and paths to workspaces, gives selected people the right to manage them, and marks chosen schedule attributes as always visible (“Required field”). The only thing you can enforce is the approval path when a plan is submitted, with the “Require approval path” switch. The system does not force the use of a template or the filling in of a card.

Yes, partly. Template phases contain milestones, and plan approval runs through a path that the requester picks. You can record a Go or No-Go decision with a list-type schedule attribute and its date with a date-type attribute. There are no rules that route a project to the next phase.

A workspace is a part of an organization, such as a company, branch or business unit, with its own projects, templates and settings. An employee sees only the projects of the workspaces they have permissions in. Every organization has at least one workspace, and an administrator creates them in System settings. See the workspaces module.

There are two ways. Each company can have a separate organization with its own data, users, settings and licenses, and a person with an account in several organizations switches between them in the profile menu. Alternatively, use one organization with workspaces, which separate access to projects, templates and settings. There is no report that combines data from several organizations.

Yes, if its job is to separate access and configuration. A workspace has only a name and a color, so it can stand for a company, a division, a type of project or a process such as product development. A project can belong to several workspaces at once. A workspace is a group of projects, templates and permissions, and it carries no workflow or process rules.

You change a project’s workspaces in the Information panel, in the Workspaces field: adding and removing a workspace are separate changes, and each needs permissions in that workspace. You can move all projects of a workspace at once by deleting it and choosing a replacement workspace, which also takes over its templates and approval paths. There is no bulk change for selected projects from the list.

Yes. Project attributes are custom fields of the types Short text, Long text, Single-select and Multi-select list, Number, Date, Function and Link. They show in the Information panel, on the project list, in reports, on the project card and in reviews. The schedule, budget and actuals have custom attributes too, but risks and products do not.

Yes. A Function attribute (in a project and in a budget item) calculates a formula with the operations +, -, *, / and parentheses on values such as Budget, Costs, Revenue, deviations from plan, Progress, Effort and Work time. The formula has no conditions or comparisons, and the result is read-only.

Yes. Project status is a list your organization sets, for example Pending, In progress, On hold or Cancelled. A new project gets the first status on the list. You can record the reason for putting a project on hold in a comment or a project attribute, because changing the status does not ask for a reason.

Yes. An administrator defines project roles in System settings, and in a project you assign people to them. Roles appear in approval paths and in project permissions. Project permissions can also come from a workspace: a user with full permission to projects in a workspace, with a Full license, has administrator rights in all of its projects.

Yes. In System settings an administrator switches on and off the modules Budget, Risks, Work time, Resources, Review, Scoring, Project cards, Products and Strategy. Switching a module off does not delete data, it only hides the tab. In a project you also choose which modules are visible. The schedule cannot be switched off.

The Tasks menu item gathers every task assigned to the signed-in person in one place, both project tasks and operational ones, and it is the default view after login. It has the tabs My tasks, Delegated (Full license) and Watched. You can watch a task or milestone by clicking the bell icon in its panel, and then you get notified about changes.

Yes. Operational tasks are tasks outside projects. You see them in the Tasks menu item together with project tasks, and the Full license also gives you the Delegated tab with tasks you passed to other people. See the operational tasks module.

Yes. The Set recurrence option in the panel menu lets you choose Weekly (with the days of the week), Monthly (a day from 1 to 28, or the last day) or Yearly. When the task’s progress reaches 100%, the application creates the next one with a new due date: it takes over the name, owners, description, attachments and duration, but starts at 0% progress with no comments or work time. Only operational tasks can repeat.

No. Email is outgoing only: FlexiProject does not accept tasks from email, Slack or Teams. You create tasks in the application, import them from Jira, Excel and MS Project, or generate them from a description with AI.

Yes. Kanban is a view of the schedule: cards for tasks and milestones sit in columns, and a change on the board carries over to the schedule, the list and the Gantt chart. You group the cards by status, owner, end date or a list-type schedule attribute. The board does not show summary tasks.

Dragging a card to another column changes the field the board is grouped by: by status the task gets 0%, 50% or 100% progress, by end date it gets the column’s due date, and by attribute it gets that attribute’s value. When grouped by owner, the person in the target column becomes the only owner and the existing owners are removed. Every change goes into the schedule history.

An Agile team works on the Kanban board and the task list. The application has no concept of sprints or story points, but you can enter priority and story points from Jira by hand as schedule attributes. You set the board columns with the Group by button, for example by status or by owner.

No. There are no WIP limits. Columns come from grouping, for example by status: Pending, In progress and Completed follow the task’s progress, and you change the grouping with the Group by button.

Notifications go to the panel in the application (the bell icon) and by email. You get them about, among other things, being assigned to an item, a task starting, an approaching end date, overdue items, predecessors being completed, mentions in comments, pending approvals, a new review and a scoring update. Starts, deadlines and overdue items arrive in a daily summary. You are not notified about your own changes.

In your profile, on the Email notifications tab, you switch each of 16 message types on or off separately, and the change saves at once. For a task start and an approaching end date you set the lead time: on the day itself or from 1 to 5 days earlier. For risks, only being assigned as owner and a mention in a comment trigger a notification. An administrator has no screen for notification rules.

Yes. When all active predecessor tasks reach 100 percent progress, the owners of the next task or milestone get a notification in the application and by email, even when the predecessors are in other projects. The email depends on the “Predecessor completion” setting in the profile. No notification goes out if the next task is already completed.

In the cloud, yes: each organization has a daily limit on emails, lower for demo organizations than for paid ones, and once it is used up no emails are sent until the next day. On the customer’s own server there is no limit.

Yes. You build the Dashboard, the first menu item, from widgets: lists, counters, bar and pie charts, and a Last viewed list. The widgets show tasks, milestones, products, risks, scoring assessments and approvals assigned to you, and projects only on the Last viewed list. You see deviations from plan in Portfolios, Reviews and Reports.

Yes. “Add dashboard” creates another one, “Clone dashboard” copies an existing one, and “Edit name” renames it. You add widgets with “Add widget” and arrange them on a grid. A dashboard belongs to its user and is not shared with others, so a shared view for executives belongs in the summaries of portfolios, reviews and reports.

Reports are queries against the organization’s current data, shown as a table: the same report opened a week later shows a different state. You build them from conditions and columns, including project attributes. A Projects report also has Gantt and Summary views. A saved report is visible only to its owner until they share it. The Reports tab needs a Full license.

Yes. A report shows only the projects and items the user has access to, and only from workspaces where they have permissions. The result always comes from current data.

Yes, with users who have a Full license. The owner and anyone with Edit permission share a saved report through the Share item in the report menu. The View level lets people see and export the result, and Edit also lets them change filters and columns and share further. People you add get a notification.

Yes. The Export button in the list view saves the report as an Excel (.xlsx) file with the visible columns, and the file name is made of the report name and the date. Export is also available with View permission. You save the Gantt view of a report with its own Export button as a PDF or PNG image.

A team member updates tasks and enters work time from their phone. They browse tasks from all projects (with a filter), open details and subtasks, change progress, finish a task together with its subtasks, add tasks, including operational ones, and rename them. They can also comment with formatted text, add photos and files, and choose the app language.

You open your task list covering all projects and enter work time by hand: hours and minutes, plus a title and a description for the entry. You can edit the entry later. The time you enter is saved in FlexiProject, and the project manager and the team can see it.

Yes. Changes are saved in FlexiProject, and the project manager and the team can see them, for example a changed task progress and entered work time.

With a FlexiProject, Google or Microsoft account. If two-factor authentication is switched on for the organization or the user, you also enter a code sent to your email address, as there is no authenticator app. The account must exist in the organization, because an administrator creates user accounts.

No. Planning, budget, risks and reports are available only in the browser, as is the schedule with the Gantt chart. The mobile app handles tasks and work time.

The app is in the App Store, where it requires iOS 16.0 or later, and in Google Play. Planning, budget and reports are in the browser, in the project management app, while the mobile app is for everyday work on tasks.

Yes. The app is in the Teams Store as a personal tab. You sign in with your Teams account without a separate password, provided you have an account with the same email address in FlexiProject.

You install the FlexiProject app from the Teams Store and open it as a personal tab. You sign in with your Microsoft account without a separate password, as long as an account with the same email address exists in your FlexiProject organization. An administrator should therefore make sure the email addresses match in both places.

An account with the same email address must exist in the FlexiProject organization. If it does not, the app shows a message that the Microsoft account does not exist in FlexiProject. Payments and trial information are not visible in Teams.

Yes. Tasks from Jira (Cloud and Data Center) appear in the FlexiProject project schedule next to the other tasks. A project can pull tasks from one or several Jira projects, and you can narrow the list by issue type or a JQL filter. The integration works one way, so you edit those tasks in Jira. See the Jira integration page for details.

Yes. The REST API lets other systems read and change your organization’s data, for example to feed reports in a BI tool. Calls use a personal token that a user with the Full license creates in their profile, and the API returns the same data that person sees in the app. Webhooks can notify other systems when a project is created or deleted and when an approval starts or ends. Endpoints are described in the API documentation.

Yes. Users can sign in with a Microsoft account, including Microsoft Entra ID, or with a Google account. With Microsoft Entra ID you can also synchronize users and their absences from the Outlook calendar, and the FlexiProject app is available in Microsoft Teams. When installed on your own server, users can be synchronized with a local Active Directory. See the full list on the FlexiProject integrations page.

Yes. You can load a schedule from an Excel or CSV file in a wizard with column mapping, or from an MS Project file (.mpp). The budget and actuals can be imported from Excel. During the rollout we help you move your existing projects free of charge, and we agree the scope of that help in the agreement.

The title, status, parent task, labels, assignee, issue type and description. Dates and estimates do not come from Jira, and priority is not carried over, but you can enter it by hand in a schedule attribute of the list type. Tasks from Jira are pulled in a cyclical synchronization.

In Jira. In the FlexiProject schedule, the name, description, progress, owner and hierarchy of such a task are locked, and so are deleting and cloning it. You do log working time in FlexiProject, and changes made in FlexiProject do not go back to Jira.

Yes, provided the Jira user is linked to a FlexiProject user (you can also load the links from a CSV file). The task then has an owner, but only the effort you enter by hand in FlexiProject counts towards workload, because Jira sends neither dates nor estimates. You can also link a Jira task by a dependency to a FlexiProject task or milestone.

Yes, with Microsoft Entra ID and, when installed on your own server, also with a local Active Directory through LDAP. The synchronization adds new accounts and updates names, email addresses and the organizational structure, so your IT team does not have to keep a list of users in two places.

The account in FlexiProject is marked as deleted: the user loses the license (it changes to Free) and any administrator permissions, while their history stays. If the account is unblocked in the directory, it returns to the active ones.

The API requires a personal access token, which a user with the Full license or an administrator creates. A token expires after up to 365 days, no more than 10 can be active at once, and you can revoke one at any time. It works with the permissions of its owner, so through the API you see only the data that the owner sees in the app.

Yes. The public API lets you create, change, delete and read a project’s budget actuals (amount, date, budget item and actuals attributes) and the forecasts of items. Our team builds an integration with your accounting system to order.

Yes. An administrator with organization permission downloads the entries from one day with the GET api/logs command and the date parameter (today in UTC by default). The log records the creation, change and deletion of items such as projects, portfolios, users, project roles, templates, attributes, webhooks, workspaces, reviews, risks and products. Each entry has an item type, name, operation, description, user and date.

Four: project created, project deleted, approval started and approval finished. A webhook sends an external system a POST request with JSON data, and one webhook ties one event to one address. An administrator sets it up in System settings.

Yes. Every request is signed with the HMAC-SHA256 algorithm using a secret that you see only once, when you save the webhook, so the receiver can verify the sender. The Test button in the webhook window sends a test request.

No, there are no ready-made connectors for these tools. You can pull data into Power BI with your own query to the REST API and export report results to Excel. To connect an automation tool such as Zapier, Power Automate or Make, use the REST API and webhooks. Notifications arrive by email and in the app panel, and FlexiProject is also available as an app in Microsoft Teams.

From an .mpp file, the import brings tasks and milestones with their hierarchy, dependencies with lags, progress, dates, calendar days off and baselines, which land in the Baseline tab as approved plans. Resources become task owners when their email matches a user in your organization. Custom fields and views do not come over: schedule attributes are the equivalent of fields, and you set up columns and filters again in the app.

Yes, to an MS Project XML file (.xml). So export works through an XML file, and import through an .mpp file.

The schedule to Excel (.xlsx) and to MS Project XML, the Gantt chart to PDF and PNG, and report results, the budget, resources and time tracking to Excel.

A schedule or budget file can be up to 10 MB, and a larger one has to be split. The schedule import wizard shows a preview and maps the columns Name, Start, End, Duration, Description, Progress, WBS and “Owner – email”. Data other than the schedule and budget, such as the risk register, you enter in the app.

You pay for Standard and Full licenses, per user, monthly or annually, and annual billing is 20% cheaper. Free licenses, meant for people who carry out tasks, cost nothing and are unlimited. The pricing doesn’t limit the number of projects or tasks either. Current prices and a license comparison are on the FlexiProject pricing page.

The Free license costs nothing: people who only carry out tasks see their tasks and change their status at no charge, and you can have as many such licenses as you like. The Standard and Full licenses are paid; they are for people who view projects, track time or run projects. You can also try the whole system free of charge during the 30-day trial.

The Free license is for people who carry out tasks, the Standard license adds a view of the project and time tracking, and the Full license is for project managers, the PMO and administrators: it lets you run projects and portfolios, approve projects, and use reports, strategy and the API. You can combine all three types in one organization, and the table on the pricing page shows the full list of features.

Yes. The free trial lasts 30 days and covers all of the system’s features, with no commitment and no payment card required. You set up the account yourself: launch a test environment, which comes with sample projects, and invite as many colleagues as you like. If you need more time to evaluate it, get in touch and we’ll extend your trial.

Yes, the demo is free. Tick in the contact form that you’d like one, and we’ll send you a calendar link where you pick a time that suits you. If you send us sample data from your projects, we’ll show the system on that data.

Licenses are counted by role. People who only carry out their own tasks and change their status get the Free license at no charge, while people who view a project’s schedule, budget and risks or log working time need the Standard license. The Full license is for people who run projects, approve, use Reports and Strategy or administer the system. For example, in a team of 85 where 5 people run and settle projects and 80 carry out tasks, only those 5 need paid licenses, and the others can stay on the Free license as long as they do not log time.

There is no minimum number of licenses to buy. Every environment, test and production alike, does need at least one active Full license.

Yes, on request. For larger teams and for installation on your own server we prepare an offer, and there is no license-count threshold above which an offer becomes custom. Get in touch and we will prepare one for your organization.

They see the tasks and milestones assigned to them, gathered from all projects under Tasks in the menu, and change their status. They have no view of the project itself, so the Free license is meant for people who carry out tasks.

It gives a view of the project tabs: Schedule, Budget, Risks, Products, Resources, Time tracking, Scoring, Baseline, Reviews, Documents and Files. The user manages the items assigned to them and logs working time on tasks. In a project you can give them View as the highest level.

It lets you give any permission level in a project, including project administrator. Only the Full license includes, among other things, Reports, Approvals and Strategy, the Delegated tab under Tasks, changing resource availability and personal API tokens.

The Free license is enough if the subcontractor only needs to see and update their own tasks. The Standard license adds a view of the project and time tracking. The subcontractor works on their own account in your organization, because there is no anonymous access without signing in.

An administrator changes it in the user’s card. After a license is downgraded, the user loses their previous permissions and access, and the app shows a warning before the change.

No. You cannot change the license type of the system administrator, whose permissions come from the administrator role and cover all items and the administration area.

The app shows the message “The number of licenses exceeded”. In the cloud, an administrator raises the number of licenses in the Payments module and clicks “Accept and pay”: the increase is charged pro rata for the rest of the period and takes effect as soon as the payment goes through. On your own server, a contact form opens instead of the Payments module.

Yes. A reduction takes effect from the next billing period and cannot go below the number of users who hold that license. An administrator changes the number of licenses in the Payments module.

The Payments module manages your organization’s subscription: the number of licenses, the billing cycle, the payment method, invoice details and invoices. It is available only in the cloud and only to organization administrators. When installed on your own server, the app answers with the message “You do not have access to payments”.

Yes. An organization administrator cancels the subscription in the Payments module, access to the service stays active until the end of the paid period, and no further charges are made. You can undo the cancellation.

No. After you cancel, access to the system continues until the end of the paid period, but we do not refund the unused part of it.

In the cloud, yes. After the deadline the app blocks access and shows the message “Access to FlexiProject has been blocked” with a request to get in touch.

We carry out the rollout together with you, remotely or at your site. Free of charge, we configure the system for your company’s processes (project structures, fields, permissions and templates), train your team and help you move your existing projects. In the cloud you can start working as soon as your environment is created, and moving data from your current systems usually takes up to a month, depending on how much there is. Installation on your own server typically takes about a month. We agree the scope of the rollout in the agreement.

Yes, for all customers, including during the trial. We help in English and Polish on business days from 9:00 to 17:00 CET and usually reply within a few hours. You can send a request by email, through the form on the technical support page or directly from the app.

The user guide with videos is free and open to everyone. In the app, the help button opens a list of guides for the screen you are working on. We can also arrange individual training for your team, remotely or at your site, in English and Polish. We agree its scope in the agreement.

The minimum is a system administrator who sets up the organization: System settings, users, licenses and workspaces. Standards, meaning templates, attributes, project charters and approval workflows, are maintained by people with configuration permissions in a workspace, usually from the PMO. Project managers run the projects, and everyone else gets the license that fits their role.

No. Once you confirm your email address, you can create your first project and invite colleagues right away. Statuses, roles, templates and approval workflows are set up by an administrator later in System settings, when the organization needs them.

We help with that during the rollout, free of charge, and we agree the scope in the agreement. You can also do it yourself: load the schedule from Excel, CSV or an MS Project file, pull tasks in from Jira, and import the budget and actuals from Excel. Data other than the schedule and budget, such as the risk register, you enter in the app.

The user guide and the training videos are free. We organize individual meetings and training on request, and for agreements with larger customers a package of training hours is included in the price. We agree the scope of training in the agreement.

In 11 languages: English, Polish, Czech, German, Spanish, French, Hungarian, Italian, Portuguese, Romanian and Ukrainian. The help button in the app opens the guide in the user’s language, and when there is no guide in that language, it shows the English version. The app interface itself is available in 28 languages.

Yes, the training videos are free and are made in English and Polish. In the app, the help panel leads from the current screen to the online guide, and items with a play icon take you to a guide with a YouTube video. You cannot play the video inside the panel, because the guide page opens instead.

A test account does not turn into a paid one by itself. You switch to a paid plan by adding a card in the Payments tab or under a separate agreement, and the data from the test moves to the production environment.

No, the paid version is for organizations, that is, companies and institutions. Individuals without a business can use only the test account.

After you send the contact form on the sales page, we get back to you within 24 hours. Technical support requests are handled separately: through the form on the website and in the app, or by email, in English and Polish.

Both options are available. In the cloud, FlexiProject runs on Microsoft Azure, and we take care of updates and backups. You can also install the system on your own server: the modules and license types are the same, and in both cases users work in the browser. The differences are few; for example, the Payments module works only in the cloud, and synchronization with a local Active Directory only when installed on your server. Pricing for installation on your own server is agreed individually.

Yes, the modules and license types are the same. There are four differences: the Payments module works only in the cloud, synchronization with a local Active Directory through LDAP works only on your server, and the daily limit on organization email notifications and the enforced sign-in code for administrators apply only in the cloud. So installation on your own server is not a version with fewer features.

Typically about a month, depending on your environment and infrastructure. We give the technical requirements when you order, together with the purchase model and the way we install and update the system. The license types are the same as in the cloud, and we agree the price individually.

The AI service we use in the cloud is not available there, but the system can be configured to use your company’s own AI service. You choose the provider in the installation configuration, and the “With AI” option, which drafts a project from a description, appears when you create a project only once the service is configured.

No. FlexiProject runs in a browser, with nothing to install on the computer, both in the cloud and on your own server. For work on a phone there are also mobile apps, and in Microsoft Teams you can open FlexiProject as an app.

On a computer: Chrome and Edge from version 108, Firefox from 101, Safari from 15.6.1 (macOS) and Opera from version 87. If the browser is older, the app shows a message with the list of supported browsers. Internet Explorer is not on the list of supported browsers.

Yes. On iOS, Safari, Chrome, Firefox, Brave and DuckDuckGo work, and on Android, Chrome, Firefox, Opera, Edge, Samsung Internet, Brave and DuckDuckGo. On a narrow screen some views are simplified, for example Kanban switches to a list. There is also a mobile app for everyday work with tasks.

In the cloud, we store data on Microsoft Azure in the European Union region. Data is encrypted both in transit and where it is stored. We make backups daily, test them regularly and keep them in Azure data centers in the EU. Our privacy policy says more about how data is processed.

Users sign in with a login and password or with a Microsoft or Google account. An administrator can allow sign-in with Microsoft or Google accounts only, and can turn on two-factor authentication for the whole organization: after entering the password, the user types a one-time code sent by email. What a person sees in the system depends on their license and their permissions for workspaces and projects.

Yes. Until we sign a separate agreement, the FlexiProject service terms serve as one under Article 28 of the GDPR. The list of subprocessors is published in an annex to the terms, and we report a personal data breach within 36 hours of discovering it.

When your subscription or agreement ends, we block access to the environment and keep your data for another 90 days. During that time you can ask us to export it. After 90 days we delete the data, backups expire within the following 30 days, and on request we confirm the deletion.

As a rule, yes. If data is ever transferred outside the EEA, we apply standard contractual clauses and technical measures. The privacy policy lists services from Microsoft, Google and LinkedIn as possible transfers, and these relate to the website and SSO sign-in.

The list of entities that process data on our behalf is public and forms Annex 1 to the terms. It covers these categories: email, service tickets, CRM, Microsoft cloud, Microsoft licenses, infrastructure management and invoicing. If a new entity is added, you can object to it.

Yes, in several places. The change history of the schedule and items shows in the app who changed what and when, and a change can be undone. The approval history records the person, the outcome, the date and the comment of every decision. The event log records the creation, change and deletion of many objects, and an administrator reads it through the API.

Yes. In System settings, on the Organization tab, an administrator chooses Login methods: “Password + SSO” or “SSO only”. With “SSO only”, employees sign in solely with a Microsoft or Google account, and before the change the app warns that people without such an account will lose access. With SSO, the second authentication factor is set up with the identity provider.

After entering the correct password, the user receives a 6-digit code by email, valid for 5 minutes, and types it in the sign-in window. A new code can be sent after a minute, and the number of attempts to enter a code is limited. An administrator turns on two-factor authentication for the whole organization, and a user can turn it on for themselves in their profile.

In the cloud, yes: an administrator signs in with an email code even if the organization has not turned on two-factor authentication. On your own server, administrators are not required to use the code. With SSO sign-in, the email code does not apply.

No, the second factor is the code sent by email. If you sign in through SSO (a Microsoft or Google account), you set up the second factor, including an authenticator app, with your identity provider.

A password must have at least 8 characters, including a lowercase letter, an uppercase letter, a digit and a special character. Users change their password in their profile, and a password reset works through a link sent by email.

Yes. The app counts failed password sign-in attempts and locks the account once the number set in the installation configuration is exceeded. An organization administrator cannot change that threshold, because the app has no such setting.

Access depends on the license, on permissions for workspaces and modules, and on permissions in the project. In a project, permissions are given separately for each tab at the View or Admin level, also through project roles and user groups. The Free license gives no access to a project, and the Standard license gives View at most.

Yes. The Users module has a Groups tab, where a group has members, global permissions and permissions for workspaces. In a project you can also give permissions to user groups and project roles.

Yes. The budget is a separate project tab with its own project permission (View or Admin), so people without that permission do not see it. You can also turn off the Budget module for the whole organization or for a single project.

The account is marked as deleted: the user loses access, the license and personal API tokens, but their history and comments stay. A deleted user is struck through on approver lists and cannot own tasks. Complete deletion of their data is requested by an administrator of your organization, and we carry it out in the database.