PlanSmooth: How to set up your first workflow

Workflows in PlanSmooth help you organize projects, track backlog items, and automate invoicing. Here’s how to set up your first workflow in just a few minutes:

1️⃣ Create a Project

• Go to Projects → New Project.
• Enter your project name (e.g., Website Redesign).
• Define a prefix (e.g., WR) to identify backlog items quickly.
• Save the project — a default board will be generated automatically.

2️⃣ Configure Your Board

• Each project comes with a Kanban-style board.
• Columns represent statuses (e.g., To Do → In Progress → Resolved → Done).
• You can rename or add up to 4 columns.
• Choose which column counts as “Done” for reporting & invoicing.

3️⃣ Add Backlog Items

• Open your project board.
• Click Add Item to create a backlog task.
• Fill in:
  • Title (short description of the task)
  • Description (optional details)
  • Points (use Fibonacci sequence for estimation)
  • Priority (Low / Medium / High / Critical)
  • Deadline (if applicable)
• Items will appear in the first column by default.

4️⃣ Track Progress

• Drag and drop items between columns.
• When tasks move to Done, their time spent is automatically counted for reporting.
• (Optional) Mark tasks as “Ready for Invoice” for billing later.

5️⃣ Automate Invoicing (Optional)

• Go to Project Settings → Invoice Settings.
• Select which column (e.g., Done) should feed into invoices.
• Alternatively, check tasks manually with “Ready for Invoice”.

✅ That’s it!

You now have a workflow:

• Project → Board → Backlog items → Invoicing automation.

From here, you can:

• Export invoices & reports
• Add sprints for agile planning
• Use reporting (burndown charts, time tracking)