How This Works
A practical guide to managing intake, projects, and tasks without the noise.
Select your role above — workflow steps and tips throughout this page will update to show what matters most to you.
Clear blockers first
Open Needs Attention and remove whatever is stopping work. Blockers older than 7 days cost more than they look like.
Update work in progress
Refresh project status and add notes at least once a week. Stale data misleads everyone downstream.
Finish what's due
Open My Tasks and close out items due this week before starting anything new.
Each page has a specific job. Go to the right one and you'll find what you need in seconds.
Portfolio health at a glance — project counts, statuses, team workload, and upcoming deadlines. Click any metric card to drill in.
Everything that requires action right now — blocked tasks (with reason), overdue items, stale projects. Auto-refreshes every 5 minutes.
Your personal task list. Filter by status, priority, or project. Filters are remembered when you navigate away and come back.
All approved projects with status, lead, and health indicators. Use this to drill into a project and manage its tasks.
Front door for all new work requests. Submit here before a project is formally approved. Managers triage and convert to projects.
Recurring responsibilities that don't fit a project timeline — maintenance, reporting, monitoring. Each item has a review cadence.
Cross-team view of task assignments and workload. Use this to spot over-allocated team members or gaps in coverage.
Portfolio view grouped by agency. Useful for managers overseeing multiple agencies or cross-agency reporting.
Step-by-step procedures for recurring processes. Reference here before starting a major workflow you haven't done recently.
This 5-minute routine keeps the whole portfolio moving without extra meetings.
Open Needs Attention
Scan for blocked tasks — the blocker reason now shows directly in the list so you don't need to click into each one. Resolve or escalate before moving on.
Check Overview metrics
Glance at the metric cards. Click any card to go straight to the relevant page — Blocked goes to Needs Attention, Open Tasks goes to My Tasks, etc.
Triage Intake
Review new requests. Approve, reject, or convert to a project. Keep the queue clear so nothing ages out unreviewed.
Weekly — Project Health Check
Review project statuses. Anything stale for 7+ days will appear in Needs Attention. Mark risks early before they become blockers.
New Request → Project
Intake → Triage by manager → Approve & convert → Set lead/agency → Add tasks → Assign team
Resolving a Blocker
Task set to Blocked + reason added → Appears in Needs Attention with reason visible → PM escalates → Blocker cleared → Status updated → Reason auto-cleared
Weekly Project Update
Review all active projects → Post status note → Update health (On Track / At Risk / Blocked) → Close completed tasks → Plan next week
Intake Denial
Intake received → Reviewed → Denied with reason → Submitter notified → Closed out of queue
Task Completion
Open task → Do the work → Add notes → Mark Complete → System updates project health automatically
Ongoing Work Review
Open Ongoing Work → Find items due for review → Add update → Reset review clock → Overdue items surface in Needs Attention
Work is progressing as planned. No issues or concerns. This is the default healthy state.
A potential issue could affect the timeline or delivery. It needs monitoring and a plan. Don't wait until it becomes blocked.
Work cannot proceed. Always fill in the "What's blocking this?" field — your PM can see that reason directly on the Needs Attention page.
Active work is underway. Task is assigned and being worked.
Task exists but work hasn't begun. Keep this list short — unstarted tasks are invisible to progress tracking.
Work is done and verified. Completed tasks don't show overdue warnings regardless of their due date.
No update in 7+ days. The system flags these automatically in Needs Attention. Add a note to reset the clock.
Projects
Approved, scoped work with a lead, agency, and due date. Project health is tracked automatically based on task status and update recency.
Tasks
Concrete actions that drive daily execution. Each task has a status, priority, assignee, and optional due date. Changes are tracked in task activity history.
Intake
The front door for all new work. Submit a request here before any project is approved. Managers review and convert, reject, or hold pending requests.
Ongoing Work
Recurring responsibilities that don't end — system maintenance, reporting, compliance checks. Each item has a review cadence and surfaces in Needs Attention when overdue.
Agencies
Organizational units that own projects. Access control is agency-based — users see and manage only the projects belonging to their agency (unless they're a manager).
Needs Attention
A live dashboard of everything requiring action across the portfolio. Blocked tasks show their blocker reason. Refreshes automatically every 5 minutes.
Submit a New Request
Not sure if it's a project yet? Start with Intake. It won't create a project until a manager approves it.
New Intake RequestMy Task List
See only work assigned to you, filterable by status, priority, and project. Filters persist between visits.
Open My TasksNeeds Attention
The single most important page to check daily. Everything overdue, blocked (with reason), or stale across the whole portfolio.
Open Needs AttentionHow often should I update my project status?
Weekly at minimum — every Friday is the standard cadence. Projects with no update in 7 days are automatically flagged as "Stale" in Needs Attention. A quick one-line note resets the clock.
What do I do when a task is blocked?
Set the task status to Blocked and fill in the "What's blocking this?" field on the task detail page. Your PM will see that reason directly on Needs Attention without needing to click into the task. Once the blocker is cleared, update the status to In Progress — the reason will be automatically cleared.
How do I request a new project?
Go to Intake and submit a request. Don't create a project directly — intake is the approval gate. A manager will review it and either convert it to a project, deny it, or put it on hold.
Who can see my task updates?
Task details and notes are visible to anyone with access to the project (project lead, agency members, and managers). Task activity history is also logged, so changes are traceable.
Why does Needs Attention still show old data?
Needs Attention auto-refreshes every 5 minutes. The "Updated X minutes ago" label in the top right shows exactly how fresh the data is. You can also click the Refresh button to pull new data immediately.
I navigated away from a task and lost my changes. What happened?
The task detail page will show a "Leave page?" browser dialog if you have unsaved title, description, or notes changes. If you dismissed it accidentally, your changes won't be saved — you'll need to re-enter them. Always hit Save before navigating away.
What's the difference between Projects and Ongoing Work?
Projects have a defined start, end, and outcome — they close when done. Ongoing Work is for recurring responsibilities (monitoring, maintenance, reporting) that don't have an end date. Both surface in Needs Attention when they require action.
Can I filter My Tasks and come back to the same view later?
Yes. Filter selections (status, priority, project) are automatically saved in your browser session. When you navigate back to My Tasks, your last filter state is restored.
How does access control work?
Access is agency-based. You can view and manage projects that belong to your agency. Managers have cross-agency visibility. Documents, tasks, and project data all enforce the same ownership rules — you can't access data from an agency you're not part of.
What does "Stale" mean on Needs Attention?
Stale means the project or ongoing work item hasn't had a status update in 7 or more days. It doesn't mean anything is wrong — it just means someone needs to add a note confirming work is still on track. Adding any update removes the stale flag.
A completed task shows "Overdue" — is that a bug?
No longer. Completed tasks no longer show overdue warnings regardless of their due date. If you're still seeing it, try a hard refresh (Ctrl+Shift+R / Cmd+Shift+R) to clear any cached files.
How do I delete a task or project?
Open the task or project, scroll to the action row, and click Delete. You must own the project or be a manager to delete it — you can't delete tasks or projects that belong to another agency. Deletion is permanent and cannot be undone.