Plan like
an architect. Move like
a sprinter.

projXpert gives small teams the long view and the daily rhythm — one tool for both.

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Predawn

Tuesdays used to start with a spreadsheet with seven tabs, and a bad feeling.

  • Same name on two projects.
  • A date slipped — five downstream tasks, uninformed.
  • "Who's free?" — stored in one head, not to scale.

Small teams don't need more process. They need to see clearly and move quickly.

The same six tasks, shown first as a timeline, then as a board.

6 weeks — planned

Plan — CAPS build · 6 weeks

Discovery
Wireframes
Build API
Build UI
QA
Launch

Board — six honest stages

Backlog

Launch

Ready to Start

QA

In Progress

Build API
Build UI

Delayed (Internal)

Awaiting Customer

Wireframes

Done

Discovery

An architect never asks whether a building is a plan or a section. Two projections, one structure. So is your work.

Week / month / quarter scales Proportional allocation view Unscheduled Backlog stays visible Board filters: project, PM, member

The same work. Two views.

One Tuesday, hour by hour

Illustrative day — fictional people, projects and figures.

08:14Browser extension

Open the day from the toolbar.

Maya hasn't opened the full projXpert site. She opens Quick Access from the browser toolbar and picks up the session already in progress.

The easiest tool to open is the one you never go looking for.

08:31Personal dashboards

Ben opens his own view: active tasks, what's overdue, the week ahead, hours logged. Managers open on the projects they manage; members open on the work they can act on.

Ben's dashboard

Active tasks6
Overdue1
Hours logged, this week14.5
09:12Cascade with preview

The call.

The client just moved a date. Watch what happens before anything is applied.

Nothing has moved yet.

Client reviewTue 14 Jul
Build API15 – 22 Jul
Build UI20 – 24 Jul
QA27 – 29 Jul
LaunchFri 31 Jul

Revision print — +3 working days · 4 downstream tasks · durations preserved.

Client reviewTue 14 Jul → Fri 17 Jul
Build API15 – 22 Jul → 20 – 27 Jul
Build UI20 – 24 Jul → 23 – 29 Jul
QA27 – 29 Jul → 30 Jul – 3 Aug
LaunchFri 31 Jul → Wed 5 Aug

Nothing has moved yet · reason and affected assignees are shown before apply.

The call changed reality. The reviewed schedule makes the plan true again.

09:15Email communication

The emails Maya didn't write, sent automatically to the assignees whose work changed.

  • Build UI dates changed.To: Priya
  • Task reassigned to you.To: Sam

In app: current overdue work and extension requests waiting for attention.

11:02Availability

Who's actually free.

Ben
96%
Priya
46%

Leave, Thu – Fri, already subtracted.

Sam
104%

Public holiday already counted.

When the plan crosses capacity, it says so.

See the pressure before it becomes quiet burnout.

12:47The assistant

Just ask.

log 3 hours on the CAPS build

Confirm before commit

Log 3.0 h to CAPS build — API, today.

Done — 3.0 h logged. Enjoy the sandwich.

Answers respect the signed-in role. Supported actions — logging time, a permitted status change, or an xPert's extension request — return as a confirmation first. Nothing silent.

14:26Extension requests

The honest ask.

Priya needs two more days and says so.

Build UI17 Aug → 19 Aug · +2 days

"Client asked for a second design pass mid-sprint."

Reviewed by Ben · note addedApproved — on the record

Deadlines here don't slip. They ask.

15:40The glance

The board keeps execution in plain sight: what is waiting, moving, blocked, or done.

17:12Time tracking

Where the day went.

Mon
API 2.0h
API 1.0h
Standup 0.5h
Tue
UI 3.0h
Support 1.0h
Wed
QA 2.0h
Pre-sales 1.5h
Thu
API 4.0h
Fri
Internal 2.5h
Project Non-project Past weeks, one click back

At the close of the week, the work meets the plan.

Planned effort18.0 h
Actual booked17.5 h
Variance−0.5 h

The Timesheet keeps this history and exports it to CSV.

A full week, not just the billable slice.

18:04

Maya checks tomorrow in her phone browser. Dark mode. Already shaped.

That mark in the corner — two lines crossing — has been on every frame of this page. It's the whole idea: the point where planning crosses doing.

Credits

  • 09:12Cascadedependent dates shift together — consequence shown before apply
  • 11:02Availabilityreal workload as a percentage, leave & holidays counted
  • 08:14Browser extensiontoday's tasks, overdue, quick booking in the toolbar popup
  • 12:47The assistantrole-scoped answers & actions, confirm before commit
  • 17:12Time trackinghalf-hour steps · planned, booked, variance · past weeks
  • 14:26Extension requestsreasons required, reviews noted, trail kept
  • 08:31Personal dashboardseveryone knows what's theirs
  • 09:15Communicationautomatic emails · current in-app attention state
  • All dayTimeline & boardone set of tasks, two views — week / month / quarter, six stages
  • CastingRolesrole-appropriate access — managers manage, members act
  • LocationShot on locationdesktop and mobile web · dark mode throughout
  • RecordsRecords dept.Board, Booking History & Timesheet export to CSV
  • CreditWritten & directed bypractitioners, shaped inside real delivery work

Plan long.
Move fast.
projXpert.

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