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Planning assistants

Routes: /org/tasks?ai=notes · Project → Roadmap · Permissions: Plan with AI (notes → tasks, sprint planning), AI assist on tasks (release notes), Edit member capacity (capacity table) Module: Task Management · Entry points: Tasks → From notes · Roadmap → sprint → Plan sprint · Roadmap → milestone → Release notes

What this is. Three assistants that act across many tasks: turn meeting notes into tasks, fill a sprint against real capacity, and write release notes from a finished milestone. What it is for. The planning meeting, the sprint boundary and the release announcement. The problem it solves. Action items stay in minutes, sprints are filled by feel, and release notes are written from memory. Each assistant proposes; you review and apply.

1. What the assistants are​

AssistantInputOutputApplied as
From notesPasted meeting notes / minutesProposed tasks with owner and due-date hintsThe Plan with AI tree review → Create N tasks
Plan sprintThe sprint, the backlog, each member's hours per weekWhich tasks fit whom, what is left over, and whySets the sprint (and assignee) on the chosen tasks
Release notesThe milestone's completed workAdded / Changed / Fixed sections for a customer or internal audienceCopy or download as Markdown

2. How they fit together​

3. Using the assistants — step by step​

From notes​

Figure 1 — From notes: 1 pasted notes, 2 Generate, 3 proposed tasks with owners and due dates.
  1. Tasks → From notes.
  2. Paste the notes, add optional guidance (only the backend actions), Generate.
  3. Only genuine action items become tasks; decisions and FYIs are left out. Owners are matched by name to project members; a due date is set only when the notes state one ("by Friday").
  4. Review the tree exactly as in Plan with AI, then Create N tasks.

Plan sprint​

Figure 2 — Plan sprint: 1 capacity, 2 backlog, 3 proposal, 4 Apply.
  1. Project → Roadmap → a sprint → Plan sprint.
  2. Capacity: each member's hours per week (defaults shown as such). Adjust and Save if you can edit capacity.
  3. Backlog: the open tasks not yet in a sprint, with estimate, priority and dependencies.
  4. Propose plan. The proposal fills each member to at most 90 % of their available hours, in priority order, never picking a task whose dependency is still open and not also chosen. Each pick and each leftover item carries a reason.
  5. Change any assignee, untick anything, then Apply N assignments and confirm. The tasks move into the sprint; assignees are notified once.
Capacity is per project

Hours per week live per project member and feed the sprint planner (and the risk radar's load view). A member without a row uses the project default.

Skills and location — who the planner prefers​

Figure 4 — Project → Team → 1 Skills & Location: add a skill, choose its level, Add. Optional, and a hint rather than a filter.
Figure 5 — Profile → Where you work. Your own, no permission needed; a preference, not a rule.

Capacity answers "who is free". On its own that produces suggestions nobody can act on: the electrical work lands on whoever happens to be free, and field work in Pune lands on someone in Chennai. Two optional facts fix that.

Record a skill. Project → Team → Skills & Location. Type the skill, choose a level — Can help, Competent, Leads on it — and Add. Remove one with its ✕. Save skills applies them from the next suggestion. Editing needs Edit member capacity; everyone who can use AI assist sees the tab read-only.

Record where you work. Your own Profile → Where you work. It needs no permission, because it is a fact about you. Leave it blank if it does not apply.

The sprint planner and Plan with AI then prefer someone whose skill matches the work, and someone in the same location for work that has to happen somewhere — on top of workload, never instead of it. Someone already overloaded is not handed a task purely for having the skill.

It is a hint, never a filter

Nobody is ever excluded from a suggestion for lacking a tag, and a project with nothing recorded plans exactly as it did before. A half-filled skills matrix that silently narrowed the shortlist would be worse than no matrix at all — it would look complete while quietly hiding people.

Skills are normalised, so "Welding", " welding " and "welding" are one skill rather than three, and the editor suggests skills already used on the project so the same thing is spelled one way.

Release notes​

Figure 3 — Release notes: 1 audience, 2 sections, 3 copy or download.

Project → Roadmap → milestone menu → Release notes. Choose Customer (benefits, no internal names) or Internal (precise, with task keys), Generate, then Copy markdown or Download .md. Notes are cached until the milestone's completed work changes.

4. Field reference​

FieldControlRequiredValidation / source
NotesText areaYesAny length; long notes are read in sections
GuidanceTextNoFree text
Hours per weekNumber per member—0–168; blank = project default
Assignee (proposal)Select—Active project members
AudienceToggleYesCustomer · Internal
SkillText per member—Free text, normalised; suggestions from skills already on the project
Skill levelSelect—Can help · Competent · Leads on it
Where you workText—Free text on your own Profile; blank means "not applicable"

5. The admin contract​

  • Permissions: Plan with AI (From notes, Plan sprint) plus Create task / Edit task to apply; AI assist on tasks (Release notes); Edit member capacity (capacity table and the Skills & Location tab). Your own work location needs no permission.
  • Credits (typical): From notes 600 · Plan sprint 800 · Release notes 400.
  • Utilities (Super Admin → AI Utilities, Orbit Ops): Tasks from meeting notes, Sprint planning assistant, Release notes from a milestone.

6. Downstream​

  • Tasks created from notes and tasks moved into a sprint are ordinary tasks — the Risk radar and Progress reports pick them up immediately.
  • Release notes are text you take elsewhere; they are not published anywhere by themselves.

7. Don't confuse this with…​

  • Plan with AI — decomposes a requirement; From notes extracts actions from a discussion.
  • Risk radar — warns about slipping work; the sprint planner decides what goes in before the sprint starts.
  • Progress reports — a status narrative for a period; release notes describe shipped changes.

8. Troubleshooting​

SymptomCauseFix
From notes proposes nothingThe notes contain decisions but no actionsAdd the actions, or use Plan with AI for a requirement
An owner is missingThe name in the notes does not match a project memberPick the assignee in the tree review
Proposal leaves everything overCapacity is zero or estimates are missingSet hours per week; add estimates to backlog tasks
Plan sprint is missing on a milestoneOnly sprints (type Sprint) get the plannerChange the milestone type or use a sprint
Release notes are emptyNo completed tasks in the milestoneComplete tasks first