PlanVexa

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Practical guidance for planning, collaborating, reporting, and administering PlanVexa.

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Popular:Getting started

New to PlanVexa

Your first 15 minutes

  1. 1
    Create one projectDefine the outcome and workflow.
  2. 2
    Add actionable tasksAssign owners and dates.
  3. 3
    Invite your teamGive people access, then organize Teams.
  4. 4
    Review My WorkEach person gets a focused queue.

Choose the right tool

Where should I go?

Execute work
Projects
Prioritize my day
My Work
Triage updates
Inbox
Communicate health
Dashboards
Analyze trends
Reports
Group strategy
Portfolios & Goals

Knowledge base

Step-by-step guides

11 guides
StartGet startedSet up your workspace and deliver your first project.

How it works

  1. Open Projects and choose New project. Give it a clear outcome-focused name.
  2. Add tasks, owners, priorities, and due dates. Unassigned work is easy to lose.
  3. Use Board for workflow, List for fast editing, Timeline for sequencing, and Calendar for deadlines.
  4. Invite teammates, then add them to Teams so ownership is visible.
Open Projects →
ProjectsProjects and tasksBuild a reliable delivery plan from outcomes to daily execution.

How it works

  1. Create a project for a defined outcome, launch, client engagement, or ongoing operating process.
  2. Open a task to add its description, assignee, due date, effort, subtasks, dependencies, time entries, comments, and approvals.
  3. Move work through project statuses from Board or update details from the task drawer.
  4. Use project Overview to spot overdue work, upcoming dates, and completion progress.
Browse projects →
FocusHome, My Work, and InboxUse each personal area for a different decision.

How it works

  1. Home is a daily launchpad: workspace health, next work, recent items, and quick navigation.
  2. My Work combines tasks assigned to you or created by you across projects, grouped by urgency.
  3. Inbox is for notifications and decisions. Mark updates read, snooze them, mute noise, or open the related work.
  4. Calendar answers when work happens; it is not a replacement for your personal queue.
Open My Work →
TeamsPeople and teamsGive the right people access and organize delivery groups.

How it works

  1. Each teammate creates a PlanVexa account first.
  2. An owner or admin opens Invite people and adds the teammate using their exact registered email.
  3. Open Teams, create a delivery group, and use Manage members to add workspace members.
  4. Use Profile settings to maintain name, email, phone, photo, title, and timezone.
Manage teams →
PlanningPortfolios, goals, and calendarConnect execution to strategy without duplicating projects.

How it works

  1. Use Portfolios to group related projects into programs or executive initiatives.
  2. Use Goals for measurable outcomes and link the projects that contribute to them.
  3. Update goal progress during reviews rather than creating duplicate status reports.
  4. Use Workspace Calendar to scan due dates across every active project.
Open Portfolios →
InsightsDashboards and reportsTurn live work data into stakeholder and analytical views.

How it works

  1. Create a Dashboard when people need an always-current view of delivery.
  2. Add focused widgets such as overdue work, project health, workload, time, or task tables.
  3. Use Reports to group and filter data for a specific analysis.
  4. Save recurring reports and export task data when an offline review is required.
Open Dashboards →
IntakeForms, imports, and automationsBring work into PlanVexa consistently and reduce manual routing.

How it works

  1. Build a Form with only the questions needed to start useful work. Link it to a project to create tasks from submissions.
  2. Use Import to preview a CSV, map title and description columns, and verify the destination before committing.
  3. Create Automations with a clear trigger and one predictable action.
  4. Test an automation on a disposable task before relying on it in production.
Open Forms →
AiMeeting IntelligenceConvert Zoom AI notes into reviewed, accountable tasks.

How it works

  1. Open Meeting Intelligence and select the destination project.
  2. Paste Zoom AI notes or upload the notes file, then run the analysis.
  3. Review every proposed task: edit title, owner, priority, due date, and description.
  4. Select only the tasks you want and create them in the project. The original analysis remains in meeting history.
Open Meeting Intelligence →
RecoveryFavorites, trash, and recoveryKeep important work close and recover accidental deletions.

How it works

  1. Favorite frequently used projects so they are easy to reach from the Library.
  2. Deleted projects, tasks, documents, and supported planning records move to Trash.
  3. Review the item and restore it when deletion was accidental.
  4. Permanent deletion cannot be undone, so confirm the record and workspace before proceeding.
Open Trash →
AccountAccount, billing, and administrationManage personal details, workspace access, and the PlanVexa plan.

How it works

  1. Profile settings controls your contact details, photo, timezone, and billing summary.
  2. Administration shows members, roles, platform status, and workspace usage.
  3. The plan includes a 14-day free trial, then costs $4.99 per active user each month.
  4. Only owners and administrators should manage workspace access.
Open Settings →
TroubleshootTroubleshootingResolve common issues before escalating.

How it works

  1. Refresh the page once to clear an expired form token, then repeat the action.
  2. Confirm you are in the intended workspace and have an active membership.
  3. For missing work, clear filters and verify the project or task is not in Trash.
  4. For team access, confirm the person registered with the same email you are inviting.
  5. When reporting a problem, include the page, exact action, expected result, actual result, and approximate time.
Stay in Help →

Quick answers

Frequently asked questions

Why can’t I see a task in My Work?

My Work only includes tasks assigned to you or created by you. Check the task owner, project filters, and Trash.

Who can add people?

Workspace owners and administrators can add registered users by exact email. Team membership is then managed separately from the Teams page.

Does AI create tasks automatically?

Meeting Intelligence prepares a review screen first. You choose which suggested tasks are created, so the final decision remains with your team.

How much does PlanVexa cost?

Every workspace includes a 14-day free trial. After the trial, the plan is $4.99 per active user each month.

Can deleted work be recovered?

Items supported by Trash can be restored until they are permanently deleted. Permanent deletion cannot be reversed.

Still stuck?

Contact PlanVexa support

Tell us the page, what you clicked, what you expected, what happened, and the approximate time. Never include passwords or API keys.

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