The Project Plan in GUIDEcx serves as the operational hub for managing and executing your projects. It provides a clear, organized view of phases, milestones, and tasks - empowering teams to stay aligned, track progress, and deliver successful outcomes. With flexible views, powerful filtering tools, and intuitive editing capabilities, users can efficiently manage every aspect of a project lifecycle.
Accessing the Project Plan
To navigate to the Project Plan:
Open a project in GUIDEcx - you'll be dropped off at the Plan view by default.
Otherwise you can select the Plan tab from the top navigation bar.
From here, you can view, edit, and manage all of a project's activities in real time.
Admin + Managers can view any and all project plans. All other license types (Guide, task owner, contributor, customers, and third-parties) can only see project plans they've been invited to.
*Customers with Full Project view have access to the different Project Plan Views. If you grant them Portal access they won't have this view. Learn more about the Portal here.
To learn how to set different views for customers, check out this article.
Project Plan Views
GUIDEcx offers multiple views to help provider and customer teams (with Full Project View) visualize and manage their work in the way that best suits their needs.
All users can toggle between the different views as they prefer! Just click the buttons found on the Project Plan.
All users can toggle between the different views as they prefer! Simply click the buttons found on the Project Plan (shown below).
List View
Displays tasks in a structured, hierarchical format.
Ideal for reviewing details, dependencies, and timelines.
Best suited for users who prefer a spreadsheet-style layout.
Board View
Presents tasks in a Kanban-style format organized by phase and milestones.
Enables easy progress tracking
Ideal for agile workflows and visual project management.
Gantt View
Provides a timeline-based visualization of the project schedule.
Displays task durations, dependencies, and milestones.
Helps teams monitor timelines and proactively manage delays.
📚 Learn More: Refer to the dedicated articles on List, Board, and Gantt Views for step-by-step instructions. (coming soon)
Searching and Filtering
Search
Use the search bar to quickly locate specific tasks, milestones, or phases within the project. *Not available on Gantt view - however you can use the keyboard shortcuts cmd+F (mac) or ctrl+F (windows)
Benefits:
Saves time when managing large projects.
Instantly narrows down results.
Filtering
Refine your view using filters to display only relevant project information. *Not available on Gantt view
Common Filter Options:
Assignee
Status
Tags
Task Visibility
Responsibility
You can also leverage the "is not one of" and "is one of" filter options:
When filtering by one Filter Type with multiple values (i.e. assignees) the filters will use OR logic and the results will show all tasks that match ONE of the criteria.
If you're filtering by multiple Filter Types (i.e. assignees and tags) the filters will use AND logic and the results will show all tasks that match BOTH of the criteria.
For example - If you want to see all tasks that USER A is assigned to that have a "Critical" tag. Then you should filter by the assignee filter along with the tag filter.
If you want to see all tasks that USER B is assigned to. Then just use the assignee filter.
If you're filtering by multiple assignees and tags then the results will show anything where both filter conditions are met. *Remember that the more specific you make the filtering the better*
Adding and Removing Items
Users can easily modify the project structure as needs evolve. *Not available on Gantt view.
Add Items
To add phases, click on the '+' by phases
To add milestones, tasks or subtasks hover around until a blue line appears. It will prompt you to add a Milestone (if you're hovering between milestones), a Task (if you're hovering between tasks), and Subtasks (if you're hovering below a task, but not in between tasks)
Permissions: Who can add items?
Only Admin + Managers can add phases, milestones, tasks, and subtasks to any project, independent of if they're invited to it.
Guides can add phases, milestones, tasks, and subtasks to any project that they are assigned to and invited to.
Task Owners can only add tasks and subtasks to any project that they are invited to.
Contributors and Observers cannot add any items to any projects.
Customers and Third Party users can duplicate tasks and reassign them, but cannot create tasks from scratch.
Remove Items
Open the item’s 3 dot menu.
Select the Delete option from the action menu.
Type Delete and confirm deletion.
⚠️ Note: Deleting items may impact dependencies and timelines.
Learn more about Project Tags in this article. (coming soon)
Permissions: Who can delete items?
Admin + Managers can delete phases, milestones, tasks, and subtasks from any project, independent of if they're invited to it.
Guides can delete phases, milestones, tasks, and subtasks from any project that they are assigned to and invited to.
Task Owners, Contributors, Observers, Customers and Third Party users cannot delete any items from any projects.
Adding and Removing Project Tags
Users can add Project Tags to unlock more powerful reporting. Adding project tags will allow you to filter by region, company size, etc.*Not available on Gantt view.
Add Project Tags
To add project tags, either add them on the Project List or within the project itself (see GIF above)
Permissions: Who can add project tags?
Only Admin + Managers can add project tags to any project, independent of if they're invited to it.
Guides can add project tags to any project that they are assigned to and invited to.
Task Owners, Contributors and Observers cannot add project tags to any projects.
Customers and Third Party users cannot add project tags to any projects.
Remove Project Tags
Users can remove project tags by clicking on the existing tags from the Project List or within the project.
⚠️ Note: Be careful to not delete project tags as that will remove that tag from all projects.
Permissions: Who can remove project tags?
Only Admin + Managers can remove project tags from any project, independent of if they're invited to it.
Guides can remove project tags from any project that they are assigned to and invited to.
Task Owners, Contributors and Observers cannot remove project tags from any projects.
Customers and Third Party users cannot remove project tags from any projects.
Bulk Editing
Bulk editing enables teams to update multiple tasks simultaneously, improving efficiency and consistency. *Not available in Gantt View
Fields Available for Bulk Updates:
Status
Assignee
Start/Due Dates
Duration
To perform a bulk edit:
Select multiple tasks by clicking the task or milestones checkbox
Click Bulk Edit.
Apply the desired changes.
Changes will be automatically saved (there is no way to undo an action so be sure you double check your changes before making them!)
Permissions: Who can bulk edit?
Admin + Managers can bulk edit on any project, independent of if they're invited to it.
Guides and Task Owners can bulk edit anything on any project that they are assigned to and invited to.
Contributors, Observers, Customers and Third Party users cannot bulk edit any items on any projects.
Task Management
The Project Plan serves as the foundation for effective task management. From this view, users can:
Assign owners and collaborators
Update statuses
Set start and due dates
Manage subtasks
Track progress and dependencies
Attach files and notes
📚 Learn More: See the Task Management article for detailed guidance. (Coming soon)
Drag-and-Drop Functionality
GUIDEcx makes it easy to reorganize work with simple drag-and-drop controls.
Users can:
Move tasks between milestones and tasks
Reorder tasks within a phase
This flexibility allows teams to adapt quickly to changing project needs.
Permissions: Who can move tasks around the project plan?
Admin + Managers can drag-and-drop anything on any project, independent of if they're invited to it.
Guides can drag-and-drop anything on any project that they are assigned to and invited to.
Task Owners, Contributors, Observers, Customers and Third Party users cannot drag-and-drop anything on any project.
Changing Project Dates
Project timelines can be updated directly from the Project Plan.
To Modify Project Dates:
Locate the project start and end dates at the top of the Plan tab.
Click the dates.
Select the new timeframe.
Your changes will be autosaved.
Updates automatically adjust associated timelines where applicable.
Permissions: Who can modify project dates?
Admin + Managers can modify project dates on any project, independent of if they're invited to it.
Guides can modify project dates on any project that they are assigned to and invited to.
Task Owners, Contributors, Observers, Customers and Third Party users cannot modify project dates on any project.
Changing Project Status
Project status provides a high-level view of overall progress and health.
To Update the Project Status:
Click the status indicator at the top of the project (e.g., On Time).
Select the desired status.
Save your changes.
Common statuses include:
Pending (for projects that haven't started yet. When projects are in this status they won't appear on invited users Projects List. Additionally invites won't send out until the project is started. Feel free to invite everyone you need to and then start the project!)
On Time
On Hold
Late
Done
Cancelled
Pro-Tip: Use these statuses to filter your project list and save it as a filter to quickly see On Hold, Late, or On Time projects!
Permissions: Who can change a project status?
Admin + Managers can change the project status on any project, independent of if they're invited to it.
Guides can change the project status on any project that they are assigned to and invited to.
Task Owners, Contributors, Observers, Customers and Third Party users cannot change the project status on any project.
GUIDEcx will automatically mark projects as LATE when the project's planned end date has passed.
Best Practices
Choose the Right View for customers. Full project view will allow customers to toggle between List, Project, and Gantt view.
Leverage Filters: Quickly focus on what matters most.
Use Bulk Edit for Efficiency: Save time when updating multiple tasks.
Maintain Accurate Dates: Keep schedules realistic and up to date.
Drag and Drop with Care: Ensure dependencies remain intact.
Review Status Regularly: Keep stakeholders informed with accurate project health indicators.
FAQs
Can I switch between views without losing data?
Yes. All views display the same project information, simply presented in different formats.
Does updating project dates adjust all tasks automatically?
In many cases, GUIDEcx adjusts dependent timelines. However, it’s recommended to review tasks after making changes.
Can I undo changes made in the Project Plan?
You can restore accuracy if needed, but that is manual. There is no revert changes button or action.
Can I move tasks between milestones?
Yes. Tasks can be repositioned using drag-and-drop functionality in supported views. Keep in mind this may affect dependencies. (Users cannot move tasks into different phases. For that use case, templatize the task and then add it to a different phase as needed)
By leveraging the powerful capabilities of the Project Plan, teams can streamline collaboration, maintain visibility, and ensure successful project delivery from kickoff to completion.