Projects & Tasks
XBuddy pairs a full project-management suite with a lightweight task tracker. Projects handles planning, budgets, risks, Gantt scheduling, and resource capacity across a portfolio; Tasks gives every team member a personal board, calendar, and my-tasks view for daily execution. Together they connect strategic delivery to individual work, with project time and billing flowing back to Finance.
Two surfaces, one system. Project Tasks (inside a project plan) and standalone Tasks share the same task engine — a task can belong to a project or stand alone, and both appear on the same board and calendar.
Key Features
- Project planning with Gantt scheduling, milestones, and dependencies
- Project Budget tracking against actuals with cost roll-up
- Project Risks register with likelihood/impact scoring
- Portfolio view across all active projects with health signals
- Resource capacity and workload balancing across the team
- Task Board (Kanban), My Tasks, All Tasks, and Calendar views
- Reports and AI Hub on both the Projects and Tasks sides
Important features
Planning a project with Gantt, budget, and risks
A project brings scope, schedule, budget, and risk together in one plan.
Create the project
Go to Projects → Projects (/projects/projects) and click New Project. Set the dates, owner, and budget.
Build the schedule
Open Projects → Gantt (/projects/gantt) to lay out phases and tasks, set dependencies, and mark milestones. Adjusting a predecessor shifts dependent tasks.
Set the budget
Use Projects → Project Budget (/projects/budget) to allocate budget by phase or category; actuals roll up as time and costs are logged.
Track risks
Log threats in Projects → Project Risks (/projects/risks) with likelihood and impact so the highest-priority risks surface for mitigation.
Portfolio and resource capacity
The portfolio view rolls every project into one dashboard; capacity planning keeps the team from being over-committed.
Review the portfolio
Go to Projects → Portfolio (/projects/portfolio) to see all active projects with schedule, budget, and health at a glance.
Balance workload
Open Projects → Workload (/projects/workload) to see each person’s assigned effort and spot overloads.
Plan capacity
Use Projects → Resource Capacity (/projects/resource-capacity) to compare available hours against demand before committing new work.
The task board and my tasks
The Tasks side is where day-to-day work happens — a shared Kanban board plus a personal queue.
Work the board
Go to Tasks → Board (/tasks/board) to drag tasks across columns (To Do → In Progress → Done). Columns reflect status.
Focus on your queue
Open Tasks → My Tasks (/tasks/my-tasks) for just the tasks assigned to you, sorted by due date and priority.
See everything and schedule
Use Tasks → All Tasks (/tasks/all) for the full list with filters, and Tasks → Calendar (/tasks/calendar) to view tasks by due date.
Reporting on delivery
Project reports
Go to Projects → Reports (/projects/reports) for schedule variance, budget burn, and resource utilisation.
Task reports
Open Tasks → Reports (/tasks/reports) for throughput, cycle time, and completion trends across the team.
Full feature reference
Projects
| Nav item | Path | What it does |
|---|---|---|
| Overview | /projects | KPI dashboard — active projects, budget, and at-risk items |
| Portfolio | /projects/portfolio | All projects with health signals |
| Projects | /projects/projects | Create and manage individual projects |
| Project Budget | /projects/budget | Budget allocation and actuals roll-up |
| Project Risks | /projects/risks | Risk register with likelihood/impact |
| Gantt | /projects/gantt | Timeline scheduling and dependencies |
| Project Tasks | /projects/tasks | Tasks scoped to a project plan |
| Resources | /projects/resources | Assign people and roles to projects |
| Workload | /projects/workload | Per-person assigned effort |
| Resource Capacity | /projects/resource-capacity | Available hours vs. demand |
| Reports | /projects/reports | Schedule, budget, and utilisation analytics |
| AI Hub | /projects/ai-hub | Project AI agents and suggestions |
| Workflows | /projects/workflows | Automation rules for project events |
| Settings | /projects/settings | Project module configuration |
Tasks
| Nav item | Path | What it does |
|---|---|---|
| Overview | /tasks | Task KPI dashboard |
| My Tasks | /tasks/my-tasks | Tasks assigned to the current user |
| All Tasks | /tasks/all | Full task list with filters |
| Board | /tasks/board | Kanban board by status |
| Calendar | /tasks/calendar | Tasks by due date |
| Reports | /tasks/reports | Throughput and cycle-time analytics |
| AI Hub | /tasks/ai-hub | Task AI agents and suggestions |
| Workflows | /tasks/workflows | Automation rules for task events |
| Settings | /tasks/settings | Task module configuration |
Integration points
| Integrates with | Direction | What flows |
|---|---|---|
| Finance | Outbound | Project time and costs flow to project billing and invoices |
| Time Tracking | Inbound | Logged hours attach to project tasks for budget actuals |
| Procurement | Bidirectional | Project procurement raises requisitions charged to the project |
| HR | Inbound | Team members and availability feed resource capacity |
Related AI agents
| Agent | What it does |
|---|---|
| Project PM | Monitors schedule slippage and budget burn, flags at-risk projects, and proposes task and resourcing actions |
Common workflows
Launching a project
- Create the project with dates, owner, and budget.
- Build the Gantt schedule with milestones and dependencies.
- Assign resources and check workload for overloads.
- Log risks and begin executing tasks on the board.
Daily execution
- Open My Tasks to see what is due today.
- Move tasks across the board as work progresses.
- Log time so project budget actuals stay current.
Portfolio review
- Open the Portfolio dashboard for cross-project health.
- Drill into any at-risk project’s budget and risk register.
- Rebalance resources via the Workload and Capacity views.
FAQ
What is the difference between Project Tasks and standalone Tasks? They use the same engine. Project Tasks belong to a project plan and roll up to its schedule and budget; standalone Tasks exist on their own. Both appear on the shared board and calendar.
How do project budget actuals get populated? Actuals come from logged time (via Time Tracking) and project procurement/costs. As hours and costs post, they roll up against the budget allocation per phase.
Can a task move between projects? Yes. Reassigning a task’s project moves its effort and cost roll-up to the new project’s budget.
How is workload calculated? Workload sums the assigned effort of each person’s active tasks across all projects, compared against their available capacity in the Resource Capacity view.