Everything you want to know

Our AI doesn’t just “write text”—it builds a structured decision-making object based on your input. It bridges your vision with industry-specific logic and your chosen management methodology, ensuring the result is logically coherent and fully actionable.

To begin, all you need is the project’s goal, type, timeframe, and budget. You will get particularly valuable results if you include a reference to a specific law, regulation, or funding measure—this acts as a roadmap for the system to build a project that meets every single requirement to the letter.

Absolutely. Use the AI Enhancement feature during the project creation phase to help make your initial thoughts clearer, more professional, and more logical before the final generation.

AI generation usually takes 2–4 minutes, and the finished plan is also sent to your email. What used to take days — a project description, an action plan and a distribution of roles — is now ready in minutes.

The AI builds on what you give it: the goal, the critical deliverables, the requirements URL and your attachments — the more precise the input, the less it has to assume. Final control and quality assurance always remain in your hands: review the plan and correct the text or tasks where needed.

Standard AI simply generates text. Project Assistant creates decision-ready projects. This means every line is linked to real-world constraints, laws, and methodologies—making it audit-proof and genuinely manageable.

Yes, based on your objectives, the AI generates a logical action plan, suggesting the necessary stages and tasks in accordance with best practices for your chosen field.

Yes. When creating a project you choose one of eight types: IT development, Construction, Production project, Management project, Content creation, Consulting, Culture project or Agriculture. The type determines which field's rules, terminology and best practices the AI applies.

We support six methodologies: Waterfall, Scrum, Kanban, Hybrid, PRINCE2 and Simple project. The methodology shapes how the AI structures the plan and which terms it uses; your project’s core substance stays the same.

Yes. By selecting the relevant field (e.g., construction or IT), the system automatically utilizes the correct professional language and terminology specific to that sector and its associated regulations.

Of course. Project Assistant is your tool, not your replacement. You have full control over all content and can make changes at any stage of the project.

If the project’s foundational data (e.g., budget, legislation, or deadline) changes, you can regenerate the plan. Regeneration replaces the plan text, but tasks, risks, costs and files stay in place, so you do not start from scratch. In the Business plan an earlier version can be restored if needed.

Yes. You change the methodology in the project’s basic data — tasks, risks, costs, decisions and files remain intact. If you want the plan text to follow the new methodology and terminology as well, regenerate the plan.

In every plan, decisions are recorded in the decision log with a date, decision-maker and rationale, and the baseline shows how the schedule and effort have drifted from the original plan. In the Business plan the project audit log records significant changes with who made them and when, and the version history lets you restore an earlier version.

Yes. Every project has a status: Draft, Created, Active, Completed or Archived. Changing the status helps the team stay focused, and archived projects do not count towards the active project limit. In the Business plan the portfolio view gives management one overview of all projects.

The project list has search, filters by status, methodology, type and language, and quick views such as "My drafts" and "Completed projects". The dashboard also provides visual statistics, allowing you to get an overview of key figures in seconds.

Yes, collaboration is built into the core of the system. You can assign different access levels (Viewer, Editor, Admin) to keep your team in sync and ensure clear lines of accountability.

It depends on your plan: up to 3 active projects during the trial, 20 in the Standard plan and 100 in the Business plan. Archived projects do not count towards the limit.

Your data is securely protected. Once your subscription ends, your projects are kept in archive mode—you can still view and export them, but an active plan is required to create new projects or use AI-powered features.

Project Assistant keeps the trail an auditor needs in one place: the decision log (what was decided, when, by whom and why), milestone approvals with the approver and time, and cost lines with status, supplier and invoice number. The Business plan adds the project audit log, version history and an organisation-wide audit timeline.

You have two options: add tasks manually or let the AI generate them automatically. The AI analyzes your project content and industry-specific requirements, prioritizing the most critical activities first so you can start where the impact is greatest.

Yes, you are in full control. You can add, edit, or delete tasks, as well as set precise deadlines and priorities for them.

A specific person in charge can be assigned to every task. This ensures a transparent chain of accountability—all team members know exactly what their responsibilities are and when the deadlines are.

A convenient “check-off” system and a visual progress bar show in real-time how much of the project is completed. This provides a quick overview without requiring you to dive into every single detail.

Your dashboard lists your tasks with deadlines, grouped into overdue, today and this week, and the project’s Attention signals block highlights overdue tasks and high risks. In the Business plan you can also subscribe to task deadlines in Google, Outlook or Apple Calendar via a calendar feed.

Yes, every task has a detailed description field. You can add specific instructions, expected outcomes, or notes to ensure that the person in charge has all the necessary information readily available.

The AI proposes a logically optimized path, but you are the expert. You can review all AI-generated tasks and remove or rephrase anything irrelevant with a single click.

Yes. The methodology shapes which phases and tasks the AI creates and which terms it uses. In every project you can work with the same tasks in the task list, the Gantt schedule and the Kanban board.

Yes. On the Kanban board you can search tasks, filter by owner and priority, and show only overdue tasks. This way, you can quickly find exactly those activities that require immediate intervention.

In the Gantt schedule you set a predecessor for each task (finish-to-start dependency) — for example, that equipment installation cannot begin before the equipment is delivered. Dependencies are drawn as arrows, and the critical path calculation shows which tasks determine the project end date and how much slack each task has, preventing unexpected bottlenecks.

All you need to do is enter your colleague’s email address. The system sends them an invitation, and you can immediately define which access rights apply to them within that specific project.

We offer three levels of access: Viewer (can view the project and add comments), Editor (can edit tasks and files) and Admin (manages sharing and all project settings). In the Business plan, role profiles can restrict individual modules further. This ensures that information is accessible while changes remain controlled.

Yes. Everyone the project is shared with works in the same project — adding tasks, marking them done, moving Kanban cards and leaving comments.

Yes. As the project owner, you have full authority to manage access. You can modify user permissions or revoke access entirely with a single click.

For the sake of security and data protection, sharing is restricted to specific users. This ensures that your project’s strategic content only reaches those to whom you have personally sent an invitation.

Yes, to ensure data security and a clear chain of accountability, all users must be identified. To edit a project, an active subscription is required, which provides access to all the smart features.

Since the entire project logic, action plan, and regulations are in one place, the team doesn’t have to search for information in emails or different file versions. Project Assistant serves as your organization’s “single source of truth.”

The dashboard’s Recent activity shows new projects, completed tasks, comments and shares, and the decision log keeps key decisions. In the Business plan the project audit log records significant changes with who made them and when, and the version history shows which fields each version changed.

They appear automatically on your dashboard in a separate section called “Shared with me.” This gives you a clear overview of both the projects you have created and those you are involved in.

Currently, sharing is project-based, meaning a team member can see the project as a whole. This is necessary to ensure that the person completing the task understands the connection between their actions and the project’s broader goal and decision logic.

Yes. If you set "Needs additional funding" when creating the project, the AI includes funding-related activities in the plan. In the Funding application block you enter the programme name (e.g. EAS, Horizon Europe) and the AI drafts a structured application from the project plan, which you can edit and track through its statuses (Draft, In review, Submitted, Approved, Rejected). The AI funding application is included in the Standard plan (3 applications per month) and the Business plan (unlimited); it is not available during the trial.

Yes, if you provide them. Enter the scheme's web page in the "Project Requirements Web Address" field — the AI reads the page and uses it when building the plan. You can also attach the scheme conditions, a regulation or other source documents as files. Final eligibility is still decided by the funder, so always review the result.

Yes. You can generate several applications for different programmes from one project. The "Previous applications" section lists every version with its programme, status and date.

Yes, if it is part of your input. Describe the application, decision and disbursement timeline in the goal or attach it as a file — the AI uses it when ordering activities and allocating the budget.

Permits and approvals are not add-ons; they are a natural part of the project. If you reference a law, regulation or required permit in your input or attach the requirements as a file, the AI reflects them in the plan and its risks. In the risk register you can manage each permit or approval as a risk with an owner, a due date and a mitigation plan.

You can tie requirements to milestones — when a milestone is approved, the approver and time are recorded. The baseline shows when the schedule or effort has drifted from the original plan, and the Attention signals block highlights delays and high risks.

You can export the project document as PDF or DOCX using one of five design templates (Aurora, Ember, Emerald, Graphite, Nordic), with a preview before download. The DOCX file can be edited further in Word.

Yes. You can upload project files (PDF, DOCX, XLSX, PNG, JPG, TXT; up to 25 MB per project) and keep everything in one place. Files added when creating the project are also used by the AI when building the plan.

We take data security with the utmost seriousness. We use modern encryption methods and rigorous security standards to ensure the confidentiality and integrity of your project data.

Your data is stored on secure servers that comply with strict European data protection standards (GDPR). This ensures the highest possible level of privacy and data availability.

Currently, it is possible to export comprehensive project descriptions and action plans. The separate export of tasks is a feature we are considering for future development phases based on user feedback.

Yes. In accordance with GDPR regulations, you have the right and the ability to permanently delete your account and all associated data at any time, directly through your account settings.

Our team is here to support you. If you need assistance or notice any issues, please contact us through the support form located on the platform, and we will respond to you as soon as possible.

The user interface is available in Estonian, English and Russian. The language for generating the project plan is chosen separately for each project, so the same team can produce documents in different languages.

Yes. The web environment is built with a responsive design, meaning you can conveniently manage and monitor your projects through the browser on your smartphone or tablet.

We support secure login and recommend using unique, strong passwords.

Engage team members and partners with precisely controlled roles. Choose whether you want to grant view-and-comment access, let people edit tasks and files, or delegate the right to manage sharing and settings. Your project’s strategic information is always protected and shared only with those who need it.

Stop wasting time searching through emails and different file versions. Keep all critical files, official documents, and daily tasks securely in a single environment. This ensures your team always has the latest information and a clear objective in sight.

Your dashboard shows overdue and upcoming tasks, recent activity and statistics at a glance, and in the Business plan the portfolio view shows the health of all projects. Track progress, identify bottlenecks, and contribute to teamwork without unnecessary meetings. You will see the scale, feel the rhythm, and make data-driven decisions faster than ever before.

A project plan is a document describing a project's objectives, scope, activities, schedule, owners, resources, budget, risks and expected results. Its job is to give a decision-maker or a funder enough to launch the project, fund it and later close it out. A longer guide with the structure and an example: project plan guide.

Project management is planning, delivering and closing time-bound, goal-directed work within an agreed scope, budget and deadline. Day to day it is mostly about preparing decisions: in which order the work happens, who is responsible for what, and what to do when things go differently than planned.

Project management software is a system where a project's plan, schedule, budget, risks, team and reporting live in one place and are connected — a change in one place flows into the others. Unlike a task manager, the goal is not only tracking tasks but being able to make a decision about the project at any moment. See the overview.

An action plan answers "what are we doing" — a list of activities, owners and deadlines. A project plan adds objectives, scope, budget, risks and metrics, which is what lets you decide and apply for funding. The action plan is one part of the project plan.

A Gantt chart shows the project schedule as a bar chart: each task is a bar on a timeline whose length is its duration and whose position shows start and end dates. Dependency arrows show what has to finish first. See the Gantt view.

The critical path is the longest chain of dependent activities, and it sets the shortest possible duration of the project. If an activity on the critical path slips by a day, the end of the whole project slips by a day — other activities have float, critical-path ones do not.

A milestone is a point in the schedule where something is checked or approved: a phase completed, a deliverable handed over, a decision made. A milestone has no duration, and a good one is unambiguously verifiable — "contract signed", not "work ongoing".

A WBS splits a project into hierarchical parts: project → phase → task → subtask. The goal is to reach a level where each piece of work can be estimated, assigned and tracked. Only at that level can you build a realistic schedule and budget. See tasks and work breakdown.

A risk register is a table where each row is one risk with its description, impact and probability score, priority, mitigation and owner. It is updated throughout the project, not only at the start. See risk analysis.

A grant application is the document submitted to a funder, following that programme's structure and terminology. Its substance comes from the project plan: objectives, activities, budget, indicators and risks. If the plan is in order, most of the application already exists — see writing a grant application.

Besides generating the plan, on every plan the AI writes a status summary, generates tasks and suggests sharper wording in forms. On the Standard and Business plans it drafts a funding application from the project plan. The Business plan adds the AI project manager summary, recommendations (missing activities, overload, risk hotspots), what-if simulation and turning meeting notes into actions.

What-If shows what happens to the project end date when one task slips: pick the affected task, enter the delay in days and see the shift at the end of the project. Each simulation is saved to a history so you can compare scenarios later. What-If is on the Business plan.

Yes, on the Business plan. Paste the text of your meeting notes and the AI finds the actions (tasks), decisions and risks. If you choose, the items are added to the project straight away; you review the result first.

Yes. The budget becomes an active management object: every cost line is counted against the remaining balance immediately. You see in real time how much budget is still free, plus a warning if costs exceed the budget.

Yes. Every cost line has separate net, VAT rate, VAT amount and gross fields — VAT and gross are calculated automatically. Important for public-sector and partially-deductible-VAT projects.

Yes. When active costs exceed the budget, the budget block shows a warning. Total budget, Reserved, Used and Free balance update with every cost line, and the AI status summary takes the project's current state into account.

Yes, on the Business plan: personal API tokens (scopes, expiry, Bearer), project webhooks (event, target URL, secret token, delivery history and retry), Slack and Teams notifications and a calendar feed.

Yes, on the Business plan. Create an incoming webhook in Slack or Teams and paste its URL into Projektiassistent — notifications about major project events go to the project owner's channel.

Yes, on the Business plan. Add the iCal calendar feed link to Google Calendar, Outlook or Apple Calendar as a subscribed calendar — task deadlines appear in your calendar.

Yes, on the Business plan. A workspace is the environment of an organisation or department that holds its projects and members. If you belong to several workspaces, you switch the active one in one click, and the project header shows which workspace a project belongs to.

Every plan has three access levels when sharing a project: Viewer (views and comments), Editor (edits tasks and files) and Admin (manages sharing and settings). On the Business plan you can also create role profiles that set the level for each module (risks, audit, AI, webhooks, export, workflow): none, view or manage — for example an accountant has audit access but not AI.

We offer a Standard plan (€29/month: up to 20 active projects, 100 AI requests/month, AI funding application 3 times a month) and a Business plan (€99/month: up to 100 projects, 500 AI requests/month, unlimited funding applications, portfolio, resource planning, integrations, workspaces and role profiles). VAT is added. Payment is via Stripe, and a cancelled subscription stays active until the end of the billing period.

Yes. A new account gets a 14-day trial period, no credit card required. During the trial you can create 3 projects and use 20 AI requests in total; all features included on every plan (AI project plan, Gantt, Kanban, risks, budget, export, sharing) are available. The AI funding application and Business features are not included in the trial.

Yes. For regularly recurring work (monthly reports, quarterly reviews, annual audits) you set the frequency and the next cycle date and choose whether a new cycle clones the project or uses a template. The Create new cycle button creates a new project with its dates shifted to the next period.

Yes, on the Business plan. Version changes show which fields each version changed, and the Restore button takes you back to an earlier version. On other plans regeneration replaces the plan text, but tasks, risks, costs and files are kept.