Working with Core Modules

This guide is a complete reference for the app's four modules, plus a Team Management section shared between Capacity Planner and Time-Tracking.

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Module 1 - Capacity Planner & Insights

Capacity Planner

The Capacity Planner is a timesheet-style view showing team workload distribution.

Creating a Plan:

1. Capacity Planner & Insights → Planner → Create New Planner
2. Select Groups and/or Teams to include (plans are built from groups/teams, not individual users, at creation time)
3. Choose date range and view mode (Days, Weeks, Months)
4. The planner generates a capacity distribution view

Planner Layout:

Grouping Options: Group → Issue | Team → Issue

Saving a Plan: click Save → enter name → Confirm. There's no separate "Saved Plans" screen anymore - saved plans reload from the same Planner landing page.

Analytics Dashboard

The Analytics Dashboard provides a four-tab view of team workload health, with a first-time Guide modal for new users.

Setup: Capacity Planner & Insights → Analytics → click Scope → select a single Project + Date Range → Apply. You can then further narrow results with an Assignee filter.

Tab 1 - Team Allocation:

• Issue distribution by status, type, and priority across the team
• Total issue count and estimated hours per group
• Spot over-loaded statuses or issue types at a glance

Tab 2 - Assignee Capacity:

• Issue count, original estimates, and logged time per assignee
• Compare estimated remaining work vs. available capacity
• Identify over- or under-allocated team members before sprint commitments

Tab 3 - Upcoming Deadlines & Risks:

• Issues near or past their due date, sorted by risk level (overdue first)
• Shows remaining estimate alongside the due date
• Use for weekly stakeholder updates

Tab 4 - Status Aging Monitor:

• Issues stuck in the same status for an unusually long time
• Configurable threshold (e.g., flag "In Review" issues older than 5 days)
• Reveals review bottlenecks and blocked handoffs

Reports (Capacity Report)

Capacity Planner & Insights → Reports opens a list of saved report configurations - visible to users holding the team.view_plans permission for the relevant team. Open one to see the actual table.

Reading the Table:

These replace the older single "Allocation %" column with three explicit variance columns.

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Module 2 - Time-Tracking & Reporting

My Work (Calendar + Timesheet)

"My Calendar" and "My Timesheet" are no longer separate sidebar items - they're two tabs inside a single My Work section.

My Calendar tab:

My Calendar is a personal daily view of your logged time.

• Each day cell shows total hours logged for that date
• Hover on a day cell to see a summary of worklogs
• Click a day cell to see the detailed list of issues logged that day
• Logging time from the calendar: click the day cell → Log Time → search issue → enter hours → select category → Save
• Editing a worklog: click the day cell → find the worklog → click the Edit (pencil) icon
• Deleting a worklog: click the day cell → find the worklog → click the Delete (trash) icon
• Use the < > arrows to navigate months; click Today to return to current date

My Timesheet tab:

• The same tabular report engine used by the team Report Builder, scoped to your own worklogs only
• No Group By or Save controls exposed here - use the full Reports section for that

Reports (Report Builder)

The team-wide report builder now lives under Reports, not "Timesheet and Reporting."

Access: viewing a report requires the team.view_worklogs permission; creating, saving, or deleting one requires team.manage_worklogs. Which saved reports you can see is team-scoped unless you hold a global view-worklogs role.

Billing Accounts

Billing Accounts categorize worklogs by client or engagement.

• Create: Time-Tracking & Reporting → Accounts → Create Account → Name + Key → Save
• Use when logging: select from the Account dropdown in the Log Time form
• Filter reports: Add Filter → Account in Reports
• Group reports: Group By → Account for a billing breakdown

Approvals

Time entry approval lives under its own Approvals section, with Team Approvals and Approval Log tabs. It is no longer Jira-Admin-only - a user can approve or reject a timesheet if they are:

• A Jira Admin, or
• The record's designated reviewer, or
• A Team Lead or Program Manager whose role is scoped to "all" teams, or specifically to the timesheet owner's team

The same team-scoped logic controls who can grant grace-period extensions.

Time-Tracking Settings

Settings for this module are split across several tabs rather than one:

There is no longer a UI control for "Hours Per Day" in Settings - use per-user Workload Schemes (Settings → Staff) instead.

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Module 3 - Portfolio Management

Creating a Portfolio

1. Portfolio Management → New Portfolio → enter name
2. Click Filter → choose Manual Filter (dropdowns) or JQL
3. Click Apply to preview matching issues
4. Click Save - appears in sidebar Portfolios section

Example JQL Scopes:

• All active epics: issuetype = Epic AND status != Done ORDER BY priority DESC
• High-priority due this quarter: priority in (Highest, High) AND due >= startOfQuarter()

Important: Save immediately after creating - unsaved portfolios are lost on navigation.

View Types

Portfolio Management has five view modes, plus a Gantt panel that opens from within Table view (Gantt is not a separate peer view):

Switching Views: use the view mode selector in the top-right of the portfolio.

Gantt Chart - Detailed Reference

• Opens as a slide-out panel from Table view - it is not its own view mode
• Drag bar edges to update Jira start/due dates directly
• Create dependencies: hover bar end → drag connector dot → drop on dependent bar start
• Dependency types: FS (Finish-to-Start), SS (Start-to-Start), FF (Finish-to-Finish), SF (Start-to-Finish)
• Baseline mode: compare current plan against a saved baseline
• Critical path: highlighted automatically based on dependency chain

Saved Portfolios

• Creating, viewing, and deleting your own portfolios is open to everyone - there's no role gate on the list itself
• Sharing a specific portfolio uses four granular roles instead of a single tier: View, Edit, Edit generators, and Control - each assignable to Everyone, specific Users, a Jira Group, or a Jira project role, via the portfolio's Share modal
• The portfolio's creator always holds Control; Jira admins can manage any portfolio regardless of its share settings
• Rename: click the portfolio name → type new name → press Enter
• Delete: requires Control access on that portfolio

Dashboard Gadget

Adds portfolio metrics to any Jira dashboard.

Adding:

1. Jira dashboard → Add Gadget → search "Project Portfolio Management" → Add
2. Configure gadget: select portfolio/scope → Save

Troubleshooting:

• No data: verify portfolio scope still returns issues and you have read access
• Blank after setup: remove and re-add the gadget with fresh configuration

Portfolio Settings

Access: Portfolio → Settings gear icon, or global Settings → Portfolio tab. Tabs: General, Teams, Users.

Only Hours per day is currently a live, editable control on the General tab. Bookings start/end date field mapping and the Working Days checkboxes exist in the underlying settings but their input controls aren't currently rendered in the UI - don't point users to a "map date fields here" screen that isn't there yet.

Module 4 - Backlog Prioritization

Backlog Table

The Backlog Table is a sortable, filterable table with inline-editable scoring metrics.

Setup: Backlog Prioritization → Backlog Table → select Project → choose Scoring Template

Scoring Issues:

• Click any metric cell to edit inline
• Input types: Number, Dropdown/Label, Star rating (1–5), Effort scale (XS/S/M/L/XL), a field bound directly to a native Jira field, or colored Label Pills
• The Score column recalculates automatically - changes save instantly

Sorting: click any column header (Score ↓ = highest priority first)

Filtering: Issue Type, Status, Assignee, Component, Label, Version, Epic - there is no Sprint or Priority filter here

Scoring Templates

Built-in Templates:

Creating a Custom Template:

1. Template selector → Manage Templates → Create New Template
2. Enter name, add metrics (name, input type, range)
3. Enter formula referencing metric names
4. Click Save

Priority Matrix

The Priority Matrix is a scatter plot placing each issue on two axes.

• Open: Backlog Table → Matrix view button (top-right)
• Each dot = one issue; hover to see details
• Quadrants are a fixed 50/50 split of the plotted range, labeled generically (e.g. "Low Effort, High Value") rather than as "Quick Wins/Big Bets/Fill-ins/Avoid" - quadrant dividers are not draggable
• Customize axes: click Matrix Settings → X/Y can be any numeric metric or the computed Score
• Also configurable: bubble size, color-by (status category, assignee, issue type, or parent), and point label (key, summary, score, or none)

Views, Filters & Sorting

• View toggle: Table ↔ Matrix (top-right view switcher)
• Saved Views: Save → enter name → reload from Saved Views in sidebar
• Clear Filters: resets all active filters to full unfiltered list

Saved Reports

"Saved Prioritized Reports" is a live view, not a point-in-time snapshot. It groups issues by project based on whatever metric values are currently filled in - it does not store the scoring template, filters, sort order, or a frozen copy of past values. Opening it always reflects current metric values and current issue data, including anything scored since you last looked.

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Team Management (shared across Capacity Planner and Time-Tracking)

Team Management is not a standalone module - it's a section available from inside both Capacity Planner & Insights and Time-Tracking & Reporting, with three tabs: Teams, Programs, and Capacity.

Teams

Teams are named groups of Jira users reused across Capacity, Time Tracking, and Portfolio.

Creating a Team:

Members are added individually by search - there is no longer a Jira Group auto-sync source option. If a team previously relied on group sync, membership now needs to be maintained manually inside the app.

Using Teams in Other Modules:

• Capacity Planner: Group By → Team
• Reports: Filter by Team
• Time Tracking Reports: Filter or Group by Team

Programs

Programs group multiple Teams into higher-level organizational structures.

Creating a Program:

1. Team Management → Programs tab → Create Program
2. Enter Program Name, select Teams to include → Save

Hierarchy: Program → Team A (Members) → Team B (Members)

Best use cases:

• Model departmental structure (Engineering → Platform, Frontend, Backend teams)
• Program Increment planning (PI-2025-Q2 → Sprint Teams)
• Leadership capacity rollups (Program → Team → User in Capacity Planner)

Capacity tab

A third tab alongside Teams and Programs - shows team capacity and planned high-level work across a period, giving a rollup view without opening the full Capacity Planner.