AI-Powered Project Management System

Project Scope and Work Breakdown Structure

Define exactly what the project includes, who is responsible for each part, and how much time has been approved.

Key Features · 12

• Create a detailed project scope document.
• Define deliverables, milestones, activities, and acceptance criteria.
• Specify included and excluded work.
• Divide the project into phases, tasks, and subtasks.
• Assign a responsible owner and supporting team members to each work item.
• Define estimated effort for each task and subtask.
• Allocate approved hours by employee, role, department, or project phase.
• Set planned start and end dates.
• Record assumptions, dependencies, constraints, and risks.
• Maintain scope versions and approval history.
• Require approval for scope changes that affect cost, effort, or deadlines.
• Record additional work as an approved change request rather than silently expanding the original scope.

Scope control: Work should be tracked against approved deliverables and allocations. If additional work is needed, the project manager can approve a revised scope, timeline, or hour budget before the team proceeds.

Task and Subtask Management

Break projects into manageable activities and track each one from assignment to completion.

Key Features · 14

• Create tasks and subtasks within a project.
• Assign an owner, contributors, and reviewer.
• Add descriptions, requirements, priorities, and due dates.
• Define estimated hours and approved time budgets.
• Add checklists, dependencies, and acceptance criteria.
• Set task statuses such as To Do, In Progress, In Review, Blocked, and Completed.
• Track time separately for every task and subtask.
• Add comments, attachments, and progress updates.
• Record reasons for delays or blocked work.
• Notify responsible members of new assignments and approaching deadlines.
• Review and verify completed tasks.
• Maintain task history and changes.
• View overdue work, incomplete subtasks, and pending approvals.
• Create recurring tasks and reusable project templates where required.

Scope Guardrails and Hour Consumption Alerts

Control scope creep and prevent unapproved effort from going unnoticed.

Key Features · 11

• Set approved hours for the entire project and each work item.
• Set individual allocations for each team member.
• Display consumed hours, remaining hours, and percentage used.
• Configure alerts at defined thresholds, such as 75%, 90%, and 100%.
• Notify the owner and project manager when budgets are nearly exhausted.
• Flag attempts to log time against completed, unauthorised, or out-of-scope tasks.
• Require approval for extra hours, scope changes, or additional deliverables.
• Block new time entries when a hard limit is reached, if configured.
• Allow approved exceptions for urgent work and overtime.
• Maintain an audit trail for overrides and budget changes.
• Generate reports showing where projects exceed their planned effort.

The system should distinguish between recording time already worked and authorising future work. If a limit is reached, it should not erase or hide legitimate time already spent; instead, it should flag the overrun and apply the configured approval process.

Meetings and Project Calendar

Plan meetings and maintain their records alongside the project.

Key Features · 11

• Schedule project meetings and reviews.
• Invite internal team members and permitted external participants.
• Add agendas, objectives, and supporting documents.
• Record meeting date, duration, and related project or task.
• Maintain minutes of meetings and decisions.
• Create action items directly from meeting notes.
• Assign owners and deadlines to action items.
• Track decisions, unresolved issues, and follow-ups.
• Attach recordings or transcripts where supported and authorised.
• Send meeting invitations and reminders through configured channels.
• View project deadlines, meetings, milestones, and tasks in a calendar.

Email Directly from the Project Management System

Manage project communication without constantly switching to a separate email application.

Key Features · 12

• Connect authorised company email accounts.
• Compose and send emails from a project, task, meeting, or ticket.
• Send to team members, clients, vendors, and approved contacts.
• Use reusable email templates.
• Attach project documents and relevant files.
• Save sent emails against the relevant project record.
• View supported incoming and outgoing email history.
• Reply to conversations and maintain email context.
• Create follow-up reminders.
• Generate AI-assisted email drafts where enabled.
• Track delivery or engagement events where supported by the email provider.
• Apply email permissions and audit controls.

Email sending, synchronisation, attachments, and delivery tracking depend on the configured provider and integration.

Project Ticket and Issue Management

Manage questions, defects, service requests, and blockers through a structured ticketing process.

Key Features · 13

• Create tickets linked to projects, tasks, customers, or team members.
• Categorise tickets as bugs, change requests, support issues, risks, or general requests.
• Set priority, severity, owner, and target resolution date.
• Assign tickets to individuals or teams.
• Track status from Open through In Progress, Pending, Resolved, and Closed.
• Add comments, files, screenshots, and supporting URLs.
• Record root cause, resolution, and closure notes.
• Link related or duplicate tickets.
• Escalate overdue or high-priority issues.
• Define response and resolution targets where required.
• Convert approved tickets into tasks or change requests.
• Maintain a full history of ticket activity and decisions.
• Generate reports on open tickets, resolution time, recurring issues, and workload.

Team Collaboration and Project Updates

Give everyone a shared view of progress and responsibilities.

Key Features · 10

• Project discussion and activity feeds.
• Task comments and team mentions.
• File sharing and collaborative document links.
• Project announcements and change notifications.
• Status updates from team members.
• Blocker and risk reporting.
• Review comments and approval decisions.
• Notifications through the application, email, or WhatsApp where configured.
• Team workload and availability views.
• Clear ownership of deliverables and action items.

Roles, Permissions and Audit Controls

Give users the access they need without exposing everything to everyone.

Key Features · 8

• System administrator, project manager, team lead, contributor, client, and read-only roles.
• Project-level and task-level permissions.
• Restrictions on hour budgets, timesheets, documents, vault access, and communications.
• Approval controls for scope changes and extra hours.
• Record of changes to project plans and allocations.
• Audit history for time entry edits and approvals.
• Controlled sharing with external clients.
• Project closure and archival permissions.