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FAQ & glossary

Quick answers to the questions people ask most, and plain-language meanings of the terms you'll see in the app.

Frequently asked questions

Why can't I see a menu item or project tab that a colleague has?

Menus and tabs follow each person's permissions. If something is missing, your role does not include it. Ask your administrator if you need it for your work.

I changed a task on the board. Do I need to update the timeline too?

No. Each work item is stored once. The board, list, timeline, calendar, My Work, and reports all show the same item, so they update together.

Can I rename a project key?

No. The key is permanent because every work item number (such as APL-42) is built from it. You can change the project's name at any time.

Why can't I edit some costs in Financials?

Costs imported from the ERP (such as SAP) are read-only, because the ERP is their source of truth. Costs entered by hand can still be edited, if you have permission to manage finance.

I moved a task, but the baseline didn't change. Is that a bug?

No, that's intended. A baseline is the approved plan and only changes through an approved change request. Moving a task changes the live plan, and the timeline shows the slip against the baseline.

Why is the earned-value area empty?

Earned value needs an approved budget spread across months, and progress percentages on the work items linked to budget lines. Until both exist, the app shows an empty state instead of guessing.

I'm not getting notifications on my phone.

Check Settings → Notifications → Channels and your quiet hours. On iPhone and iPad, first install the app on your Home Screen, then enable notifications from inside the installed app. Also make sure your phone allows notifications for it.

Does adding someone as a stakeholder give them access?

No. Stakeholders and project board roles are records for planning and accountability. Access is only granted through roles and project membership.

Can the Assistant see projects I can't?

No. The Assistant only reads what you are already allowed to read. It doesn't invent financial figures, and it never approves decisions for you.

Is my Progress score public?

No. By default only you see it. The weekly board is off unless an administrator enables it, and even then you only appear if you choose Show me.

I completed the closeout checklist, but the project still says Active.

That's expected. Completing closeout locks the checklist, but it doesn't change the status. Set the status to Completed from the project center.

I forgot my password.

Contact your administrator to reset it. Once you are signed in, change it under Profile → Security.

Glossary

Work item: A unit of work, such as a task, bug, or deliverable, numbered with the project key.
Project key: A permanent short code for a project, used to number its work items.
Sprint: A short time box with a goal, used by teams that work in cycles.
Backlog: Work items that are not yet planned into a sprint.
Dependency: A rule that one item must wait for another to start or finish.
Critical path: The chain of items with no slack. If one is late, the project is late.
Milestone: An important point in time, such as go-live, shown as a diamond on the timeline.
Baseline: An approved snapshot of the scope, schedule, or budget, used to measure change.
Change request: A formal request to change a baseline, with impact assessment and an approver's decision.
Cost breakdown structure: The tree of budget lines. Also called the financial WBS. It is separate from the task tree.
Commitment: Money promised (for example on a purchase order) but not yet spent.
Actual cost: Money actually spent, entered manually or imported from the ERP.
Earned value (EV): The budgeted value of the work actually completed so far.
CPI / SPI: Cost and schedule performance. Above 1 is better than planned. Below 1 is worse.
EAC / ETC: Estimate at completion (likely final cost) and estimate to complete (what is still needed).
ERP: The company's finance and resource system, such as SAP. It is the source of truth for actual costs.
Stage: A management section of the project, ending in a go / no-go gate.
Tolerance: How far time, cost, scope, quality, risk, or benefit can drift before escalation.
Highlight / exception: A progress report while within tolerance / a report raised when a tolerance will be breached.
Product: Something the project must deliver, with its quality criteria. It is separate from the work items that produce it.
Stakeholder: Anyone affected by or able to influence the project, whether or not they use the app.
Role / permission: A permission allows one action. A role is a bundle of permissions given to people.
Quiet hours: A daily window in which non-urgent external notifications are held until later.
Portfolio: A combined view across all projects you can access.

Still stuck?

Press ⌘ K / Ctrl K to search this guide, or contact your project manager or administrator.