Creating a project plan in Projektiassistent: video guide

Creating a project plan in Projektiassistent runs through a three-step form: you supply the basics and the AI builds the project plan and documentation from them. The video guide above walks the whole process using one example project — “Webshop integration module” — and stops at the places people get wrong most often.

The video runs five minutes and is split into thirteen chapters, so you can jump straight to the step you care about. Everything below says the same thing in writing: it is meant for later, when you want to check one detail without watching the video from the start again.

Where creation starts

A new project can be started from two places: the menu, under Projects → Create new project, or the dashboard, right at the top. Creating a project plan is included in every plan. During the trial you can create up to three projects and make twenty AI requests in total; if your plan's project limit is full, creation will not start and a message appears with a link to upgrade.

Step 1: the basics

The project template is optional, but it saves time. A template pre-fills the methodology, type and key deliverables, and creates starter tasks when the project is launched. There are two to choose from: funding application and operational project. The example in the video uses no template — the fields are filled in by hand so you can see what each one actually changes.

Keep the name short and recognisable: you will see it in the project list every day.

Methodology determines how the AI structures the plan. This is not a cosmetic choice — it changes the plan's structure and vocabulary:

If you are not sure which one fits, read the methodology comparison first. Type sets the domain rules and terminology used in the plan — IT development in the example.

Needs additional funding — answering “Yes” adds funding-related activities to the plan: the application, the reporting and their deadlines. Language determines the language the project plan and documents are produced in; that is not the same as the interface language.

The objective is the most important field on the form

Write at least three sentences and cover four things: what problem you are solving, for whom, what result you expect, and what the constraints are. The difference is bigger than it looks:

Too thin: “We'll build a new module for the webshop.”

Usable input: “Our webshop does not talk to the warehouse system, so stock levels are inaccurate and orders get cancelled. We will build a module that synchronises stock in real time. Success measure: 30% fewer cancelled orders. Constraints: €25,000 and a 30 October deadline.”

Next to the objective there is an AI suggestion button, which offers a more precise and more formal wording based on your own text — one click to adopt it.

Step 2: schedule and content

Pick a start and an end date; the duration in days is calculated automatically and you do not fill that field yourself. The total budget is not just a number in a report: it feeds resource planning and later becomes the basis of the project's budget block.

Key deliverables go one per line. The most common mistake is to write activities here. A deliverable is a result you can point at and say “this exists”:

Activities: testing · development work · meetings

Deliverables: MVP version 1.0 in production · warehouse integration validated · user training delivered

There is an AI suggestion button here too, to help complete the list. If the requirements live on a web page — a grant scheme page, for example — put the address in the requirements URL field: its content is taken into account when the plan is built. The notification email is pre-filled with your account address, and the finished plan is sent there.

Step 3: files and confirmation

Drag in the brief, the technical requirements or an earlier analysis. PDF, DOCX, XLSX, PNG, JPG and TXT are accepted, up to 25 MB in total. File content improves the accuracy of the plan more than any other field on this form — if you already have a document, attaching it is the most profitable minute of the whole process.

On the right is the live summary that has been with you the whole time, showing your choices. Check it, because the plan is generated from exactly these inputs. Then press Create project.

What happens after “Create project”

Five steps run on screen: checking files, uploading, saving the data, AI generation and sending the notification. Generation usually takes two to four minutes, and the project's status is Creating while it runs. You can leave the page and come back later — the work continues in the background.

When the plan is ready, the project appears on the Projects page and the plan is emailed to you. If something went wrong, the status becomes Failed: open the project and press Generate again — you do not have to enter the inputs a second time. Every project has two buttons: View opens the reading view of the plan, and Manage opens the worksheet where the day-to-day work happens.

Four things that separate a good plan from a mediocre one

1. The objective carries the plan. Say why, for whom, and how success is measured.
2. Deliverables are results, not activities — something tangible whose existence can be confirmed.
3. Attach the documents you already have. No other field improves accuracy as much.
4. Choose methodology and type deliberately — they change the plan's structure and terminology.

Where to go next

The written chapter on the same topic, listing every field, is in the user guide: Creating a project plan. If you are still working out what belongs in a project plan at all, start from the guide Project plan: structure, example and template. For the AI side of the story, see the project plan generator page.