Projects guides
Triostack Projects gives teams boards, lists, and Gantt-style timelines for planning and tracking work, with time logging and workload views to keep delivery realistic. Because it's connected to CRM, a closed-won deal can become a delivery project with the client and scope already attached.
The Free plan covers basic task and board management with up to 2 active projects and 3 users. Starter adds timelines and milestones and unlimited projects (up to 25 users); Business adds workload views, client and deal linking, and unlimited users; Enterprise adds advanced reporting and permissions.
Before you start
- The project's scope, key dates, and milestones.
- The team members working on it.
- The CRM deal or account the project belongs to, if it's client work.
1. Create a project and choose a view
Organize work as a Kanban board, a list, or a timeline — all three are views of the same project, so the team can switch between them without re-entering anything. A board with To do, In progress, and Done columns is the quickest way to start.
2. Break work into tasks
Add tasks with an owner and a due date. Clear ownership is what makes the board useful — everyone can see what they're responsible for and what's blocked.
3. Plan the timeline and milestones
On Starter and above, lay out project phases on the Gantt-style timeline and mark milestones — the key delivery dates — so progress can be tracked against deadlines rather than just task counts.
4. Log time against tasks
Log hours against the tasks they belong to. Time data shows where effort actually goes and, with Triostack Finance, feeds project cost and profitability.
5. Balance team workload
On Business and above, workload views show each team member's capacity as a percentage, so you can see who is overloaded before a deadline slips and rebalance tasks. AI highlights at-risk timelines and workload imbalances early.
6. Link projects to CRM deals
On Business and above, connect a project to the CRM account or deal that created it. When a deal is marked closed-won in CRM, a delivery project can be created with the scope and client already attached, and every project for that account stays visible from one place.
7. Report on delivery and cost
Reporting tracks delivery metrics such as on-time completion and team throughput by project. With Triostack Finance, you can track project costs and billing against actuals to see each project's margin. Enterprise adds advanced reporting and permissions.
Best practices
- Set milestones for outcomes the client cares about ("design approved"), not internal activity.
- Keep tasks small enough to finish within a few days — large tasks hide delays until it's too late.
- Check the workload view before agreeing to a new deadline.
- Run a short retrospective after each project using on-time completion and throughput, then adjust your templates.
Plans & availability
What each Triostack Projects plan includes. Some steps in this guide need a specific plan — check here before you start.
Free
Get started planning work for a small team.
- Up to 3 users
- 2 active projects
- Basic task & board management
- Community support
Starter
For teams planning timelines and milestones across projects.
Everything in Free, plus:
- Up to 25 users
- Unlimited projects
- Timeline & milestones
- Standard support
Business
Most popularFor delivery teams that need workload visibility and CRM links.
Everything in Starter, plus:
- Unlimited users
- Workload views
- Client & deal linking
- Priority support
Enterprise
For organizations running delivery across many teams at scale.
Everything in Business, plus:
- Unlimited users & projects
- Advanced reporting & permissions
- Custom onboarding & implementation
- Dedicated support
Connected apps
How Triostack Projects works with the rest of TriostackOne.
Frequently asked questions
Can a won deal create a project automatically?
Yes. A closed-won deal in CRM can spin up a delivery project with the scope and client attached. Client and deal linking is included from the Business plan.
Which views are available?
Kanban boards, lists, and Gantt-style timelines — all on the same project data. Timelines and milestones are included from the Starter plan.
Can I see project profitability?
Yes, with Triostack Finance. Logged time, project costs, and billing come together so you can see cost and margin per project.