Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
- Project Management
- Identity directory
- Calendar
- Messaging
- File storage
Project Management · Available now
Example screen with sample data
Keep each project plan and its delivery record together.
Project Management keeps an internal initiative's plan, people, work and progress in linked records. A Project Manager sets a project owner, manager, team, visibility, start and target end dates.
- No per-user fees
- Manual work is free
- Configure it in Proto
OverviewOverdue Tasks×
Project Management · Tasks
New task
Overdue Tasks
Tasks in one list
Tasks in view
6Not started
2In progress
2Blocked
1Not started2
Confirm floor plan with facilitiesOffice relocation plan
30 Oct
Assign count zones to staffNew hire onboarding refresh
15 Oct
Add
In progress2
Rewrite first week checklistOffice relocation plan
29 Oct
Gather vendor scorecardsCustomer help center update
02 Nov
Add
Blocked1
Collect department prioritiesQuarterly planning cycle
23 Oct
Add
In review1
Review top support articlesField team training rollout
27 Oct
Add
Confirm floor plan with facilitiesTasks · TSK-96228
Not startedDue date30 Oct
ProjectOffice relocation plan
Days overdue0
Review statusTSK-96228 · Confirm floor plan with facilities
Project manager approves the status account for sharing.
Waiting for Project manager
ApproveReturn
- Tables, ready to use
- 19
- Saved views
- 15
- Roles with set permissions
- 5
- Reports and dashboards
- 8
Features
Work from the project plan
Every feature works on the same records. Pick one to see the screen your team works in.
Project setup
Give every initiative a named owner, working team, visible dates and clear access scope.
- Ownership
- Membership
- Reference choices
- Projects
- Project members
- Project templates
- Teams
- Priority levels
OverviewMy Projects×
Project Management · Project setup
New
My Projects
Projects
| Project number | Name | Status | Start date | Target end date | Project manager | |
|---|---|---|---|---|---|---|
| PRJ-36181 | Office relocation plan | Planning | 03 Nov | 08 Nov | Mila Novak | |
| PRJ-15943 | New hire onboarding refresh | Active | 21 Oct | 30 Oct | Mila Novak | |
| PRJ-46535 | Quarterly planning cycle | Completed | 29 Oct | 31 Oct | Mila Novak | |
| PRJ-80336 | Customer help center update | Planning | 30 Oct | 05 Nov | Elias Haddad | |
| PRJ-53876 | Inventory count preparation | Active | 01 Nov | 07 Nov | Abena Mensah |
6 of 6 records
Office relocation planProjects · PRJ-36181
PlanningStart date03 Nov
Target end date08 Nov
Project managerMila Novak
Task planning
Break a project into dated tasks, relate predecessors and make the schedule readable.
- Hierarchy
- Order
- Schedule
- Tasks
- Task dependencies
- Projects
- Milestones
OverviewMy Tasks×
Project Management · Task planning
New
My Tasks
Tasks
| Task number | Title | Status | Due date | Project | |
|---|---|---|---|---|---|
| TSK-17664 | Confirm floor plan with facilities | Not started | 16 Oct | New hire onboarding refresh | |
| TSK-94690 | Rewrite first week checklist | In progress | 03 Nov | Office relocation plan | |
| TSK-65686 | Collect department priorities | Blocked | 29 Oct | Vendor review program | |
| TSK-91795 | Review top support articles | In review | 17 Oct | Field team training rollout | |
| TSK-94496 | Assign count zones to staff | Complete | 26 Oct | Quarterly planning cycle |
6 of 6 records
Confirm floor plan with facilitiesTasks · TSK-17664
Not startedDue date16 Oct
ProjectNew hire onboarding refresh
Team execution
Give work a primary assignee and keep progress, discussion, files and time beside the task.
- Assignment
- Progress
- Evidence
- Tasks
- Task assignments
- Task comments
- Task attachments
- Task time entries
OverviewTeam Workload×
Project Management · Team execution
New
Team Workload
Task assignments
| Assignee | Task | Is primary | Assigned at | |
|---|---|---|---|---|
| Rohan Iyer | Gather vendor scorecards | 16 Oct | ||
| Leila Hassan | Collect department priorities | 20 Oct | ||
| Elias Haddad | Collect department priorities | 18 Oct | ||
| Jun Park | Review top support articles | 20 Oct | ||
| Henry Walsh | Check renewal owner assignments | 11 Oct |
6 of 6 records
Gather vendor scorecardsTask assignments · TA-86168
AssigneeRohan Iyer
Assigned at16 Oct
Milestones
Keep dated checkpoints tied to the project and the task that demonstrates completion.
- Checkpoint
- Evidence link
- Context
- Milestones
- Tasks
- Projects
OverviewUpcoming Milestones×
Project Management · Milestones
New
Upcoming Milestones
Approval conditions
| Milestone number | Name | Target date | Owner | Project | |
|---|---|---|---|---|---|
| MLS-17122 | Floor plan approved | 28 Oct | Jun Park | Quarterly planning cycle | |
| MLS-27878 | Onboarding checklist published | 18 Oct | Mila Novak | Field team training rollout | |
| MLS-41502 | Quarterly goals signed off | 27 Oct | Elias Haddad | Customer help center update | |
| MLS-52128 | Help center review complete | 23 Oct | Camila Duarte | Vendor review program | |
| MLS-13789 | Count teams assigned | 17 Oct | Leila Hassan | Inventory count preparation |
6 of 6 records
Floor plan approvedMilestones · MLS-17122
Target date28 Oct
OwnerJun Park
ProjectQuarterly planning cycle
Status communication
Write a dated account of accomplishments, next focus and blockers for project stakeholders.
- Period
- Assessment
- Publication
- Project status updates
- Projects
- Tasks
- Milestones
OverviewDraft Status Updates×
Project Management · Status communication
New
Draft Status Updates
Shared waits for the projectmanager
| Update number | Project | Period end | Overall health | Author | |
|---|---|---|---|---|---|
| PSU-91756 | Inventory count preparation | 25 Oct | Green | Mila Novak | |
| PSU-21313 | Contract renewal cleanup | 14 Oct | Amber | Mila Novak | |
| PSU-28033 | Contract renewal cleanup | 28 Oct | Red | Jun Park | |
| PSU-94999 | Office relocation plan | 20 Oct | Green | Abena Mensah | |
| PSU-61930 | Field team training rollout | 22 Oct | Amber | Rohan Iyer |
6 of 6 records
Inventory count preparationProject status updates · PSU-91756
GreenPeriod end25 Oct
AuthorMila Novak
Portfolio review
Read project progress, overdue work, milestone outcomes and recorded activity together.
- Project summary
- Work detail
- History
- Projects
- Tasks
- Milestones
- Project status updates
- Activity feed
- Task time entries
OverviewProjects at Risk×
Project Management · Portfolio review
New
Projects at Risk
Completion waits for the projectmanager
| Project number | Name | Health score | Overdue task count | At risk milestone count | |
|---|---|---|---|---|---|
| PRJ-44066 | Office relocation plan | 42 | 9 | 25 | |
| PRJ-70072 | New hire onboarding refresh | 58 | 37 | 27 | |
| PRJ-38912 | Quarterly planning cycle | 67 | 37 | 3 | |
| PRJ-36222 | Customer help center update | 76 | 20 | 36 | |
| PRJ-13725 | Inventory count preparation | 88 | 33 | 6 |
6 of 6 records
Office relocation planProjects · PRJ-44066
Health score42
Overdue task count9
At risk milestone count25
Process
From plan to completed work
Plan to close ships ready to use. 2 steps need a named approval before the work moves on: Review status (Project manager) and Close project (Project manager).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
-
Set up project
Name the owner, manager, team and target date.
Confirm floor plan with facilitiesTSK-96228 · Project managerSet up projectBy Project manager -
Break down work
Turn the outcome into tasks, predecessors and checkpoints.
Confirm floor plan with facilitiesTSK-96228 · Project managerBreak down workBy Project manager -
Assign owners
Give each task a primary assignee and visible collaborators.
Confirm floor plan with facilitiesTSK-96228 · Project managerAssign ownersBy Project manager -
Run tasks
Track status, discussion, files and effort beside the work.
Confirm floor plan with facilitiesTSK-96228 · Team memberRun tasksBy Team member -
Review status
Project manager checks the period account before sharing it.
Confirm floor plan with facilitiesTSK-96228 · Project managerReview statusBy Project managerApprovalProject manager approves the status account for sharing. -
Close project
Project manager checks task and milestone outcomes and records the actual end date.
Confirm floor plan with facilitiesTSK-96228 · Project managerClose projectBy Project managerApprovalProject manager approves closure against the final work and checkpoint outcomes.
Inside a record
Keep external handoffs clear
Open any task to see its activity feed, the roles that work on it, its process stages and its approvals on one page.
- 1Record details
Due date, Project and Days overdue.
- 2Activity feed
Each line is linked to this task.
- 3Who works on it
Viewer, Team member and Guest, each with their own permissions.
- 4Process stages
Break down work and Date checkpoints, with the role that acts.
- 5Approvals
Review status and Close project, with who decides.
Overdue TasksConfirm floor plan with facilities×
Project Management · Tasks
Log activity
Confirm floor plan with facilities
Office relocation plan · Not started
1
Record details
Due date30 Oct
ProjectOffice relocation plan
Days overdue0
2
Activity feed
Confirm floor plan with facilities
| Action type | Summary | Occurred at |
|---|---|---|
| Created | Facilities approved the revised floor plan | 14 Oct |
| Status changed | Hiring team reviewed the first week checklist | 21 Oct |
| Assigned | Department leads submitted planning priorities | 19 Oct |
- Activity feed
- 6
3
Who works on it
- ViewerView activity feed, Milestones, project members, project status…
- Team memberManage task assignments, task attachments, task comments, task…
- GuestManage task attachments, task comments, Tasks
4
Process stages
- Break down workProject manager
- Date checkpointsProject manager
5
Approvals
- Review statusProject managerApproved
- Close projectProject managerWaiting
Approvals
Decisions that move the project forward
OverviewApprovals×
Project Management · Overview
Approvals
Signed in as Project manager
Waiting for you
4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
- PSU-91756Inventory count preparationGreen2dActions
- PSU-21313Contract renewal cleanupAmber1dActions
- PSU-28033Contract renewal cleanupRed2dActions
- PSU-94999Office relocation planGreen3dActions
Who approves what
| Decision | Approver | |
|---|---|---|
| Review statusProject manager checks the period account before sharing it. | Project manager | |
| Close projectProject manager checks task and milestone outcomes and records the actual end date. | Project manager |
2 approval rules · set per role in Proto
Roles
A workspace for each role
Everyone opens Project Management to the work that is theirs. Pick a role to see what it starts with.
Project manager
Runs one or more projects end-to-end. Record entry on Projects; read-only on Users within own Team for assignment.
This is the first screen this role sees.
OverviewDraft Status Updates×
Draft Status Updates
Project status updates · Project manager
| Update number | Project | Period end | Overall health | Author | |
|---|---|---|---|---|---|
| PSU-91756 | Inventory count preparation | 25 Oct | Green | Mila Novak | |
| PSU-21313 | Contract renewal cleanup | 14 Oct | Amber | Mila Novak | |
| PSU-28033 | Contract renewal cleanup | 28 Oct | Red | Jun Park | |
| PSU-94999 | Office relocation plan | 20 Oct | Green | Abena Mensah | |
| PSU-61930 | Field team training rollout | 22 Oct | Amber | Rohan Iyer |
6 of 6 records
Viewer
Internal read-only stakeholder - executive sponsor, adjacent team lead or PMO observer who needs to see a project but not change it.
This is the first screen this role sees.
OverviewProject Gantt×
Project Gantt
Tasks · Viewer
Not started2
Confirm floor plan with facilitiesOffice relocation plan
23 Oct
Gather vendor scorecardsCustomer help center update
21 Oct
Add
In progress1
Rewrite first week checklistQuarterly planning cycle
19 Oct
Add
Blocked1
Collect department prioritiesInventory count preparation
15 Oct
Add
In review1
Review top support articlesOffice relocation plan
03 Nov
Add
Complete1
Assign count zones to staffCustomer help center update
24 Oct
Add
Team member
Delivery-team contributor. Works assigned tasks, logs time, comments, uploads attachments and updates own task status.
This is the first screen this role sees.
OverviewOverdue Tasks×
Overdue Tasks
Tasks · Team member
Not started2
Confirm floor plan with facilitiesOffice relocation plan
30 Oct
Assign count zones to staffNew hire onboarding refresh
15 Oct
Add
In progress2
Rewrite first week checklistOffice relocation plan
29 Oct
Gather vendor scorecardsCustomer help center update
02 Nov
Add
Blocked1
Collect department prioritiesQuarterly planning cycle
23 Oct
Add
In review1
Review top support articlesField team training rollout
27 Oct
Add
Guest
External collaborator - agency staff, vendor contact or customer-side counterpart invited to specific projects with limited access.
- Manage task attachments, task comments, Tasks
- View Milestones, project members, Projects
Admin
Maintains project configuration, user access and reference data.
- Manage Users, Teams, project templates, priority levels, Tags, custom fields
- View Projects, Tasks, Milestones, project status updates
Reports
Read progress and exceptions
Answer delivery questions from project dates, task progress, milestone outcomes and recorded effort.
Overview×
Project Management · Overview
Project Management dashboard
This quarter
Project status updates in view
6Green
2Amber
2Red
2Tasks by status
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Not started | 26 | ||
| In progress | 13 | 50% | |
| Blocked | 9 | 69% | |
| In review | 6 | 67% |
Number of tasks by status
Sample counts per stage
- 01Project delivery progress
Compare each project's Status, percent complete and target end date.
- 02Overdue work by project
Group Tasks by Project and inspect due date, Status and days overdue.
- 03Milestone exceptions
Group Milestones by Project and compare target date, completed date and Status.
- 04Time against estimates
Compare task estimated hours with task actual hours.
- 05Team task ownership
Group task assignments by Assignee and Task with is primary.
- 06Status update history
Group project status updates by Project and period end with overall health.
- 07Project activity
Group activity feed by Project, occurred at and action type.
- 08Completion timing
Compare project target end date with actual end date for completed projects.
Who it's for
Built for internal initiatives
See how Project Management fits your kind of team.
Controls
Keep dates and ownership visible
Each stage of plan to close names the role that acts and the status it records, so a change is never anonymous.
OverviewPlan to close×
Project Management · Process
Plan to close
Each stage, the role that acts and the status it records
Process stages
10Approval steps
2Roles involved
2Tables touched
11Start delivery
Project managerStatusPlanning → Active
RecordsProjects
Run tasks
Team memberStatusNot started → in progress → in review → Complete
RecordsTask attachments, Task time entries, Task comments
Review statusApproval
Project managerStatusDraft → Shared
RecordsProject status updates, Projects
- StartProjectsStart deliveryPlanning → Active
- StepTask attachmentsRun tasksNot started → in progress → in review → Complete
- ApprovalProject status updatesReview statusDraft → Shared
- StepMilestonesResolve milestonesUpcoming → Hit
- ApprovalMilestonesClose projectActive → Completed
AI agent
Help your team prepare the next step
Use Proto to help prepare project records and review delivery questions with a person in charge.
It can
- Project manager: Draft a project plan from the agreed outcome, then ask the manager to check dates, owners and dependencies.
- Team member: Find assigned work and prepare a concise task update for the member to review.
- Viewer: Summarize shared project updates and identify the source task or milestone behind an exception.
Stays with a person
- The owner decides what the project promises.
- A project manager checks shared updates and closure after reading the actual work.
- People should check a drafted plan against current commitments and confirm access before inviting an external collaborator. See roles.
Show my assigned tasks in the rollout project and draft a progress note for the one due next. Include its current status and due date so I can check the wording.
The owner decides what the project promises.
Data model
Your data, in tables you can change
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 19 tables19tables
- Project setup5
- Task planning4
- Team execution5
- Milestones3
- Status communication4
- Portfolio review6
Implementation
Roll out one team at a time
Start with one team and one process, then add the rest once the basics are running.
Choose the pilot
Select an active project with a named owner, manager, team and meaningful target date.
Set up the people
Prepare users, teams and project membership; test each person’s access.
Build the plan
Add tasks, dependencies, assignments and milestones from the current agreed work.
Run a cycle
Have contributors update tasks, discuss work, attach a deliverable and record time.
Review the result
Prepare a project status update, compare it with task and milestone states, and share it with a Viewer.
Pricing
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
- No per-user or per-seat fees
- Viewing, editing, approving and exporting records in the app is free
- Pay only for machine work: API calls, imports, workflows and AI agents
- Prepaid credits from $5. Purchased credits never expire
Machine work rate card Included per $1 of credit
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
How do I get started?
Click Get started, then use Proto to configure Project Management for your business. Begin with one active project, its team, a short task plan and the next milestone.
Can we begin from a project template?
Yes. A project can reference a template. Enter and review the current tasks, dates and owners before kickoff.
How do people see their own work?
Use My Tasks for assignment context and the Tasks page for the project board, status Kanban and Gantt timeline.
Can several people work on one task?
Task assignments can link several people to a task and identify the primary assignee.
How do we show a blocked handoff?
Mark the task Blocked, explain the missing input in its comments and inspect its predecessor and due date with the project manager.
Where do files and discussion go?
Use task comments for discussion and task attachments for the relevant deliverable or supporting file.
Can contributors log time?
Yes. A task time entries record contains a date, hours, task, project and user, with optional notes.
How are project checkpoints tracked?
Milestones have target dates, owners, status and an optional completing task. Review the task before recording the checkpoint outcome.
How do stakeholders get a progress account?
The project manager prepares a dated project status updates record, checks the task and milestone picture, then shares it.
Can external collaborators participate?
A Guest role and project membership record support invited work. Test that person's access to the intended project and an unrelated private project before sharing work.
Set up Project Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.