Project Management
Sprints, backlog, tasks, members, activity and analytics — all in one place
Decuga's project workspace brings together your AI-generated documents and your team's delivery workflow. Create sprints, manage a backlog, track tasks on a Kanban board, review real-time activity, and measure team velocity — all linked back to the PRDs, architecture docs, and design specs your team generates.
Projects
A project is the top-level container that holds documents, tasks, sprints, members, and history. Every project gets its own workspace with seven navigation tabs.
Creating a project
- 1Go to Dashboard and click New project.
- 2Enter a project name and optional description, then confirm.
- 3You land on the project Overview tab — from here you can create your first documents or tasks.
Overview
All documents grouped by type, quick stats, and recent activity
Board
Kanban sprint board with drag-and-drop task management
Backlog
Full product backlog + sprint planning and lifecycle controls
Members
Team members, roles, permissions, and custom role editor
Activity
Chronological event stream for every action in the project
Analytics
Sprint velocity, task breakdown, and team insights (Pro+)
Settings
Rename or delete the project
Sprint board
The Board tab shows the active sprint as a Kanban board. Each column maps to a task status. Drag cards between columns to update status instantly, or use the quick-move arrow on a card.
Board columns
Drag and drop
Pick up any task card and drop it in a different column. The status updates immediately without a page reload.
Quick-move arrow
Each card has a forward-arrow button to advance the task to the next status in one click — useful on mobile or when keyboard-navigating.
Inline task creation
Click the + button at the bottom of any column, type a title, and press Enter. The task is created directly in that status and sprint.
Sprint selector
Use the sprint dropdown at the top of the board to switch between Planning, Active, and Completed sprints.
Search & filter
Filter cards by title, description, or tags using the search box. Narrow further by assignee or reporter using the filter dropdowns.
Starting and completing a sprint
Create a sprint in the Backlog tab and move tasks into it.
Click Start sprint on the Board or Backlog. Only one sprint can be active at a time.
Click Complete sprint when done. Incomplete tasks are moved to the backlog automatically.
Backlog & sprints
The Backlog is the authoritative list of all work not yet in a sprint. Use it to plan, prioritise, and organise tasks into sprints before they hit the board.
Product backlog section
Unassigned tasks live here. Add new items with the + button, click any row to open its detail panel, and drag rows to reorder priority.
Sprint sections
Each sprint appears as a collapsible section below the backlog. Expand to see tasks, progress bars, and sprint metadata (dates, velocity).
Sprint lifecycle
Create a sprint with a name and optional start/end dates. Start it when ready; complete it to record velocity and clean up incomplete tasks.
Move tasks to sprint
Drag a task row from the backlog into a sprint section, or use the context menu inside a task's detail panel to reassign its sprint.
Search & filter
Filter across the whole backlog and all sprint sections simultaneously by title, tags, assignee, or reporter.
Sprint status flow
Completed sprints are read-only and archived for velocity history.
Tasks
Click any task title or card to open the task detail panel — a right-side drawer that gives full access to every field, linked documents, attachments, comments, and the task's own activity log.
| Field | Description |
|---|---|
| Title | Short summary of the work item. Shown on board cards and backlog rows. |
| Description | Rich text body. Supports markdown-style formatting via the built-in editor. |
| Status | To Do → In Progress → Ready for Review → In Review → Done. |
| Priority | Low | Medium | High | Critical. Colour-coded on cards and backlog rows. |
| Assignee | Project member responsible for the task. Shown as an avatar on board cards. |
| Reporter | Member who created or owns the task. |
| Story points | Numeric effort score used to calculate sprint velocity. |
| Effort estimate | Time estimate in hours (separate from points). |
| Due date | Calendar date by which the task should be completed. |
| Tags | Free-form labels for grouping and filtering. Click a tag on a board card to filter by it. |
| Sprint | Which sprint this task belongs to. Null = backlog. |
| Linked documents | PRD, Architecture, Product Design, or Decision Memo documents attached to the task. |
| Attachments | File uploads (images, PDFs, etc.) stored against the task. |
| Custom fields | Text, number, date, select, or checkbox fields defined per project. |
| Task code | Auto-generated short identifier (e.g. PROJ-42) for referencing in comments. |
Linked documents
Inside the task panel, search and attach any project document. Clicking the link opens the document in the workspace.
Attachments
Upload files directly to a task. Each attachment shows its name, size, uploader, and a download link. Files are stored in project storage.
Custom fields
Project owners can define custom fields (Text, Number, Date, Select, Checkbox) in Settings. Values are edited inline in the task panel.
Comments
Thread-based comments per task. @-mention teammates to notify them. Replies are nested under the parent comment.
Task activity log
Every field change is recorded — who changed what and when — visible at the bottom of the task panel.
Members & roles
The Members tab manages who can access the project and what they can do. Decuga uses a role-based system with three built-in roles plus fully customisable roles.
Built-in roles
Full control — manage members, roles, sprints, and project settings.
Create and update documents, tasks, sprints, and comments. Cannot manage members or delete the project.
Read-only access to documents and tasks. Cannot create or modify anything.
Available permissions
Custom roles
Create a role with any combination of permissions. Give it a name (e.g. 'QA Reviewer') and assign it to members. Business plan feature.
Inviting members
Enter a teammate's email address and select a role. They receive an invitation and are added to the project on acceptance.
Changing roles
Use the role dropdown next to any member's name. Changes take effect immediately. The project owner role cannot be removed from the last owner.
Activity feed
The Activity tab shows a reverse-chronological stream of everything that has happened in the project — document creation, task moves, sprint completions, member changes, and more.
Event types
Task created/updated/moved/deleted, sprint started/completed, document created/updated, member invited/removed, comment added.
Infinite scroll
Events load in pages of 30. Scroll to the bottom to fetch older events automatically.
Task quick-view
Click any task title in the feed to open its detail panel without leaving the Activity tab.
Analytics
The Analytics tab gives quantitative insight into sprint delivery, task flow, and team composition. Requires Pro plan or above.
—
Documents
—
Sprints
—
Tasks
—
Members
Documents by type
Bar chart showing how many PRD, Architecture, Product Design, and Decision Memo documents have been created.
Sprint velocity history
Bar chart of completed story points per sprint. Hover over a bar to see the sprint name and exact velocity.
Task status distribution
Stacked bar or progress breakdown showing how tasks are spread across statuses (To Do, In Progress, Done, etc.).
Member count
Total number of active project members, shown alongside document and sprint counts in the summary cards.
Time Logged (Business)
Hours by member
Bar chart showing total hours logged per team member for the current sprint. Sorted descending so the most active contributor appears first.
Top tasks by time
The five tasks with the most logged hours. Useful for identifying bottlenecks — tasks absorbing disproportionate engineering time.
Time tracking
Log time directly on tasks and support tickets. Time entries record who worked, how long, a date, and an optional note. All logged time rolls up to the Analytics → Time Logged section for managers. Requires Pro plan or above.
Log time on a task
Open any task detail panel and expand the Time Logged section. Click + Log Time, enter minutes, an optional date (defaults to today), and a note.
Team time summary
Each time entry is linked to a user. The Analytics tab aggregates entries per member so managers can see who logged what.
Delete entries
Authors can delete their own entries. Users with the Manage Project permission can delete any team member's entry.
Timeline / Gantt view
The Timeline tab renders a CSS-based Gantt chart for all sprints and their tasks. Each task bar spans its startDateto dueDate, positioned proportionally within the sprint date range. Available on all paid plans.
Task bars
Each bar is color-coded by task status. Width and horizontal position are derived from startDate and dueDate relative to the sprint's date range.
Sprint bands
Sprints appear as labeled rows with a light background band. Month labels scroll horizontally across the top.
Today marker
A red vertical line marks today's date so you can immediately see which tasks are on schedule, ahead, or overdue.
Assignee filter
Use the Assignee dropdown to filter task bars to a specific team member. Unassigned tasks remain visible regardless of the filter.
Unscheduled tasks
Tasks without a startDate or dueDate appear in a flat list at the bottom of the timeline under 'Unscheduled'. Click any bar or task to open the task detail panel.
Goals & OKRs
The Goals tab lets product leaders define strategic objectives and track progress through measurable key results (OKR methodology). Requires Business plan or above.
Key result types
Percentage
Tracks a ratio metric. Progress = current ÷ target × 100, capped at 100%. Example: increase NPS from 30 to 60 — set current=30, target=60.
Number
Tracks an absolute count. Example: 'Ship 10 features this quarter' — set target=10, increment current as features ship.
Binary
A done/not-done milestone. Current value ≥ 1 = 100% complete, otherwise 0%. Best for outcomes like 'Migrate to new infrastructure'.
Progress tracking
Progress rings
Each goal card shows an SVG circular ring. Goal progress = average of all KR progress values. Rings are green above 80%, indigo 40–80%, amber below 40%.
Rollup mode (per KR)
Toggle the GitMerge icon on any Percentage or Number KR to switch from manual entry to automatic rollup. When rollup is ON, link tasks from your backlog or active sprints — progress is computed as DONE tasks ÷ total linked tasks × 100. Example: 3 of 5 linked tasks done = 60%.
Task picker
When rollup is enabled, click the task count chip (e.g. '3 tasks') to open the task picker. Search across all backlog and active/planning sprint tasks by title or task code, tick the ones that contribute to this KR, and save. Task completion drives KR progress automatically.
Risk tracking
On Track
Actual progress ≥ 70% of elapsed time. e.g. a goal 50% through its timeline needs at least 35% average KR progress to be on track.
At Risk
Actual progress is between 40–70% of elapsed time. The goal is progressing but slower than expected — attention recommended.
Behind
Actual progress is below 40% of elapsed time. The goal needs immediate focus. An amber warning banner appears at the top of the Goals tab listing all At Risk and Behind goals by name.
Webhook integration (advanced)
Per-KR webhook URL
When adding a Number or Percentage KR, tick 'Generate webhook URL'. Decuga creates a unique URL in the format https://decuga.com/api/webhook/kr/{id}?token=xxx. POST a JSON payload to that URL and the KR's current value is updated automatically — no manual entry required.
JSONPath extraction
Configure a JSONPath expression (e.g. $.metrics.activation_rate) to extract the value from your webhook payload. Decuga reads the resolved numeric value and writes it to the KR. Webhooks are blocked when rollup mode is on.
Task templates
Task templates let you define reusable blueprints for recurring work — bug reports, feature requests, spikes, or any task type your team creates repeatedly. Find them under Integrations → Task Templates.
What a template stores
Title, description, priority, story points, estimated hours, and tags. All fields are optional except the title — fill in only what makes sense to pre-populate for that task type.
Apply a template
Click Apply next to any template. Decuga creates a new task in the project backlog pre-filled with the template's fields. You can edit anything after creation. A ✓ confirmation appears when the task is created.
Tags and priority
Tags are pre-applied to every task created from the template, making them easy to filter in the backlog. Priority defaults to the template value but can be overridden after creation.
Command palette
Press ⌘K (or Ctrl+K on Windows) anywhere in the dashboard to open the command palette. Available on all plans.
Jump to section
Type the name of any tab (Board, Backlog, Timeline, Goals, Analytics …) to navigate instantly. No mouse required.
Search tasks
The palette searches tasks by title and task code in real time. Click a result to open the task detail panel directly.
Quick actions
Trigger common actions ('New task', 'New sprint') directly from the palette without navigating to the relevant tab first.
Keyboard navigation
Arrow keys move the selected item. Enter fires the action. Escape closes the palette. The search input is auto-focused on open.
Bulk Actions
Select multiple tasks in the Backlog or Board to perform batch operations across all selected items at once. Available on all tiers.
Select tasks
Click the checkbox that appears on hover next to any task row or card. Hold Shift and click a second task to select everything in between.
Bulk action bar
Once one or more tasks are selected, a bulk action bar appears at the bottom of the screen. Use it to change status, assignee, priority, or sprint for all selected tasks simultaneously.
Clear selection
Press Escape or click outside the selection to deselect all tasks and dismiss the bulk action bar.
Task Dependencies
Mark tasks as blockers or blocked by other tasks. Blocked tasks display a warning indicator in the backlog so the team can see bottlenecks at a glance. Available on all tiers.
Add a dependency
Open any task's detail panel and scroll to the Dependencies section. Click 'Add dependency' to search for and select another task as a blocker.
Blocked indicator
Tasks that have unresolved blockers display an amber warning indicator in the backlog and on the board card, making bottlenecks immediately visible.
Remove a dependency
Click the × button next to any dependency entry in the task detail panel to remove it. Changes take effect immediately.
AI Task Breakdown Pro
Generate subtasks automatically from a parent task's title and description using AI. Requires Pro plan or above.
Trigger the breakdown
Open any task's detail panel and click the AI sparkle button. The AI analyses the task title and description to generate suggestions.
Review suggestions
The AI suggests 3–7 concrete, independently completable subtasks with story point estimates. Review each suggestion and accept the ones that apply.
Better with context
Adding a description to the parent task before running the breakdown produces more specific and accurate subtasks. Generic titles produce generic suggestions.
AI Sprint Planner Business
Let AI suggest which backlog tasks to pull into the sprint based on your team's predicted velocity, task priorities, and sprint goal. Requires Business plan.
AI Plan Sprint
Inside an active or planning sprint, click 'AI Plan Sprint'. The AI reads your velocity history, backlog priorities, and sprint goal to recommend the optimal task selection.
Velocity-aware
The planner uses your trailing three-sprint average to predict capacity, so suggestions are calibrated to what your team can actually deliver.
Override freely
The AI recommendation is a starting point. Accept, swap, or reject any suggested task — the final sprint composition is always your call.
Meeting Notes → Tasks Pro
Paste raw meeting notes or a transcript into Decuga and get action items extracted as draft tasks. Requires Pro plan or above.
Open the action
Press Cmd+K (or Ctrl+K on Windows) to open the Command Palette and type 'meeting notes', or click the Meeting Notes action in the palette.
Paste your notes
Paste a raw meeting transcript or bullet-point notes into the input area. Decuga extracts action items and creates draft tasks from them.
Review and create
Review the extracted draft tasks — assign owners, adjust titles, and remove any that are not relevant — then create them all in one click.
Duplicate Task Detection
As you type a new task title, Decuga checks for similar existing tasks and warns you before you create a duplicate. Available on all tiers.
Automatic check
Duplicate detection runs as you type a new task title in the Backlog or Board. No action required — the check happens in the background.
Warning with links
If potential duplicates are found above a confidence threshold, a warning appears below the input field with links to the matching existing tasks.
Act on the warning
Click a link in the warning to open the existing task and add context to it, or dismiss the warning to proceed with creating the new task.
Cross-Product Insights Business
Surface connections between PM tasks, Service Desk tickets, and Change Management changes in a single AI-powered Insights widget. Requires Business plan.
Insights widget
The Insights widget is visible in the Analytics tab on Business accounts. It scans across all three Decuga modules — PM, Service Desk, and Change Management — to surface patterns.
Cross-module connections
The AI highlights relationships between items — for example, a spike in support tickets linked to recently completed sprint tasks, or a change request that touches the same system as an open PM task.
Risk signals
When the AI detects a risk pattern — such as multiple support tickets referencing a feature currently in sprint — it surfaces a risk callout so the team can act before it becomes an incident.
Notifications
The notification bell in the top-right of the dashboard surfaces events that require your attention. Unread notifications show a red badge with the count.
@mentions
Typing @name in a task comment autocompletes to project members. Each mention generates a notification for that user.
Task assignments
When you are assigned to a task, or when a task assigned to you changes status, you receive a notification.
Marking as read
Click a notification to navigate to the relevant item and mark it as read. Use 'Mark all as read' to clear the badge.
Settings
The Settings tab is accessible to project owners and members with the Manage Project permission.
Rename project
Update the project name and description. Changes are reflected immediately across the dashboard and breadcrumbs.
Custom fields
Define project-wide custom fields for tasks: Text, Number, Date, Select (with options), or Checkbox. Drag to reorder.
Webhooks
Register webhook URLs to receive POST payloads for project events. See the Webhooks docs for event schemas.
Integrations
Connect third-party tools (e.g. Jira, Bitrix24) to sync tasks and projects. See the Connectors docs for setup.
Recurring Tasks
Business+A recurring task automatically spawns a fresh copy with status To Do every time it is marked Done. The new copy gets a computed due date based on the recurrence period, and inherits the original title, description, assignee, priority, and story points.
Recurrence periods
To enable recurrence: open a task detail panel → click the Recurring dropdown in the metadata badges row → select Daily, Weekly, or Monthly. A cyan badge confirms the setting. To disable: select No recurrence from the same dropdown.
Task Watchers
Pro+Any team member can watch a task to receive notifications when its status changes — without being the assignee or reporter. This is useful for leads who need visibility on a task without being responsible for it.
Watch
Click the Watch button in the task detail panel to subscribe. A filled bell icon confirms you are watching.
Watcher count
A chip below the Watch button shows how many team members are currently watching the task.
Notifications
Watchers receive a notification whenever the task status changes. Notifications appear in the bell icon in the top bar.
Unwatch
Click the Watching button (filled bell) to stop receiving notifications for that task.
Calendar View
The Calendar tab displays all tasks (backlog and active sprint) on a month or week grid, positioned by their due date. It gives you a deadline-focused view of what is coming up — ideal for planning, sprint reviews, and stakeholder communication.
Month view
A 7-column grid (Mon–Sun). Each cell shows the day's tasks as coloured chips. Tasks are colour-coded by status.
Week view
7 columns for the current week. Tasks appear as taller event blocks with task code and title.
Navigate using the ← Prev / Today / Next → buttons. Switch between month and week views using the toggle in the top-right. Tasks without a due date appear in a separate No due date section below the grid. Clicking any task chip opens the task detail panel.
CSV Export
Pro+Export your backlog or sprint tasks to a CSV file in one click. The exported file includes all task metadata and can be opened directly in Excel or Google Sheets for reporting, filtering, and stakeholder presentations.
Exported columns
Backlog export
Open the Backlog tab → click the green Export CSV button in the search toolbar. Downloads all backlog tasks.
Sprint export
Open the Board tab → select a sprint → click Export CSV. Downloads all tasks in that sprint across all status columns.
Automations
Pro+Automations let you build no-code rules that fire automatically when something happens in your project. Connect a trigger to one or more actions — optionally filtered by conditions — and let Decuga handle the repetitive updates so your team can focus on the work itself.
Triggers — when does the rule fire?
Task status changed
Fires when a task moves to a new status. You can optionally require a specific target status (e.g. only when moving to Done) and/or a specific source status.
Task created
Fires whenever a new task is added to the project. Optionally filter to tasks created inside a specific sprint.
Task assigned
Fires when a task's assignee changes. Optionally require the task to be assigned to a specific team member.
Sprint started
Fires as soon as a sprint's status is set to Active. Useful for kicking off notifications or resetting fields at the start of each sprint cycle.
Sprint completed
Fires when a sprint is marked complete. Pair with a webhook action to post sprint summaries to Slack or an external dashboard.
Conditions — optional filters (AND-combined)
Condition fields: status, assignee, priority, or any custom field UUID.
Actions — what happens when the rule fires?
Set status
Update the task's status to any value defined in your project (e.g. automatically move to In Review when a branch is merged).
Set assignee
Reassign the task to a specific project member — useful for auto-routing tasks to a QA engineer when they move to Done.
Set custom field
Write a value to any custom field on the task. For example, stamp a 'Reviewed At' date field when the status changes to In Review.
Send webhook
POST a JSON payload to any external URL — Slack incoming webhooks, Zapier, Make, or your own API endpoint. The payload contains the full trigger context.
Example rules
Plan requirements
Most project management features are available on all paid plans. A few advanced features require higher tiers.
| Feature | Free | Starter | Pro | Business |
|---|---|---|---|---|
| Create projects | ✓ | ✓ | ✓ | ✓ |
| Board & backlog | ✓ | ✓ | ✓ | ✓ |
| Sprints | ✓ | ✓ | ✓ | ✓ |
| Tasks & comments | ✓ | ✓ | ✓ | ✓ |
| Attachments | ✓ | ✓ | ✓ | ✓ |
| Member invitations | ✓ | ✓ | ✓ | ✓ |
| Activity feed | ✓ | ✓ | ✓ | ✓ |
| Bulk actions | ✓ | ✓ | ✓ | ✓ |
| Task dependencies | ✓ | ✓ | ✓ | ✓ |
| Duplicate detection | ✓ | ✓ | ✓ | ✓ |
| Natural language (Cmd+K) | ✓ | ✓ | ✓ | ✓ |
| Webhooks | — | ✓ | ✓ | ✓ |
| Analytics | — | — | ✓ | ✓ |
| Burndown & velocity | — | — | ✓ | ✓ |
| AI Task Breakdown | — | — | ✓ | ✓ |
| Meeting notes → Tasks | — | — | ✓ | ✓ |
| Comment summarisation | — | — | ✓ | ✓ |
| Custom roles | — | — | — | ✓ |
| Custom fields | — | — | — | ✓ |
| Workload view | — | — | — | ✓ |
| AI Sprint Planner | — | — | — | ✓ |
| Cross-product insights | — | — | — | ✓ |
| Task watchers | — | — | ✓ | ✓ |
| CSV export | — | — | ✓ | ✓ |
| Calendar view | ✓ | ✓ | ✓ | ✓ |
| Recurring tasks | — | — | — | ✓ |
| Automations | — | — | ✓ | ✓ |
Comment Thread Summarisation Pro
Get an AI-generated summary of a task's comment thread — decisions made, open questions, and blockers — without reading every reply. Requires Pro plan or above.
Summarise thread
On any task with multiple comments, click 'Summarise thread' at the top of the comments section. The summary appears inline above the comment list.
Structured output
The summary is structured into decisions made, open questions, and any blockers identified in the thread — not a flat paragraph.
Collapse when done
The summary card can be collapsed after reading. Re-run it any time to refresh the summary with newer comments included.