Project Plans make it easy for you to build Project schedules in Loopio, so all of your important Project information is in one centralized place. Project Plans provide your Project team with greater visibility into timelines and allow you to monitor your Project progress, all without having to leave the Loopio Platform.
What is a Project Plan?
A Project Plan is a list of Project Milestones that allow you to establish key dates for your Project, define who is responsible for each Milestone, and enable automatic reminder emails before the Milestone due dates to remind Owners of upcoming deadlines.
Project Milestones represent key events and their internal deadlines that need to be completed in order to ensure a Project is on track.
All participants in a Project are able to see a high-level overview of the Project Milestones and their respective deadlines from the Project’s Status Bar at the top of the page.
Clicking “View Project Plan” provides an in-depth look of your Project Plan, including Milestone status, name, description, owner, email reminders, and due date.
Note: Only Project Admins have the ability to edit the Project Plan. Users without Project Admin permissions will not see the options to edit or delete any Milestones.
As a Project Admin, How Do I Create a Project Plan?
Permissions Required: Loopio-wide Project, Level 3 (Full Access) or higher, or Project-specific "Project Admin" permissions are required to create or edit Project Plans, or to edit the status of Project Milestones.
As a Project Admin, you can create and edit Project Plans, add Project Milestones, and edit the status of each Milestone as you progress through your Project.
There are two ways to apply a Project Plan to your Project: Adding a Project Plan Template, or manually creating a Project Plan.
Adding a Project Plan Template
Project Plan Templates are reusable Project Plans that can be used across multiple Projects. When adding a Project Plan, you can select a Project Plan Template to pre-populate the Project’s Milestones and schedule. This is useful if your organization uses the same framework for working through all of your Projects.
If you have already created Project Plan Templates, you will see your Templates listed below the “Use Blank” option when you click Add Project Plan.
If you have not yet created any Project Plan Templates, clicking Add Project Plan will prompt you to create a Project Plan using the Add Milestone button.
Creating a Project Plan Template
Permissions Required: General Administration, Level 1 (Manager) permissions or higher are required to create Project Plan Templates.
- From the top bar, click Admin
- Select “Project Plan Templates”
- Click +Create Template
- Enter your Template Name
- Create your first Project Milestone: Enter name, description, and due date
- Click “+Add Milestone” to create another Milestone, entering the name, description and due date
- Repeat step 6 as needed until all your Milestones have been added
- Click Save
Adding a Project Plan Template to a Project
Once you have created a Project Plan Template, you can add it to your Project.
- Open your Project
- Click “Add Project Plan”
- Locate your Project Plan Template and click Use Template
Note: Due dates for Milestones in a Project Plan Template are determined based on your Project’s due date. For example, if you have a Project due date of June 30 and your first Project Milestone is due 10 days before your Project is due, that Milestone will have a due date of June 20.
Manually Creating a Project Plan
For Projects that require a custom timeline, you can manually create a custom Project Plan.
- Within your Project, click “Add Project Plan”
- Depending on whether you have Project Plan Templates in your account, you will see one of two interfaces:
If you have not yet created any Project Plan Templates: Click “Add Milestone”
If you have created at least one Project Plan Template: Click Use Blank
- Enter your Milestone’s name and description
- Select a Status and a due date
Note: To add a due date to a Milestone, your Milestone must have an Owner.
- Assign Milestone Owner(s)
Note: A Milestone Owner is a User (or set of Users) that will be in charge of completing the task associated with that Milestone. Milestone Owners must have Loopio-wide Projects, Level 3 (Full Access) permissions or Project-specific Project Admin permissions in order to edit Milestones, including changing the status.
- Optional: Configure email reminders to be sent to your Milestone Owner(s) in advance of the Milestone’s due date
How Do I Edit My Project Milestones’ Statuses?
As you progress through your Project’s Milestones, you can adjust the status of each Milestone to provide a visual of the work done to date.
Permissions Required: Loopio-wide Project, Level 3 (Full Access) or higher, or Project-specific "Project Admin" permissions are required to edit Project Milestones, including changing the Status.
Project Milestones have three available statuses, each with a corresponding color reflected in the Project Plan and on the Project Status bar:
- Not Started (white)
Note: By default, all Milestones start as “Not Started”.
- In Progress (blue)
- Complete (green)
Changing Your Project Milestone’s Status
As a Project Admin, you can change the status of your Project Milestones in two ways: By clicking onto the Milestone from the timeline, or by editing the status from the Project Plan.
To update your Milestone’s status from the timeline, hover over the Milestone and click the blue edit pencil, then select the desired status from the dropdown:
You can also edit your Project Milestone’s status from the Project Plan by clicking View Project Plan then clicking the blue pencil icon beside the Milestone. This will open the “Edit Project Milestone” modal, where you can select your Status from the dropdown.