How to add a new Action Plan Block
The Action Plan block brings task management into your space so you and your customer can plan and execute together. Structure work with milestones and nested tasks, assign owners and due dates, and rely on built-in reminders to keep momentum. Whether you need a straightforward task list or a more comprehensive project plan, everything stays transparent and collaborative.
Here's how to setup an action plan block in your spaces and templates:
To add a new block, click the blue “+” button in the sidebar and select the "Action Plan Block".
Next, click on the "New Milestone" field and type a headline for the first milestone.
You can add tasks below the milestone or add another milestone by clicking on the respective fields within the action plan block.
Detailed editing options
The action plan block also enables you to provide more context to individual tasks. Click next to a task name to open the task detail view. Here, you can include and edit the following additional information:
Assignee: Click on the "+" button to add an assignee. Select a name from the list or add someone by typing their name into the input field, and selecting their company, then clicking “add assignee”. You can add more than one assignee to a task.
Due Date: To add a due date, click on the calendar icon and select the date. To change a due date, simply click on the date again. You can also remove a due date by clicking on the "x" next to the date.
Quick Actions: The quick action button enables you to set a strong trigger for your customer to complete a specific actions. There are three button types available, "book a meeting", "file upload" and "go to website".
If you add a "book a meeting" button the space owners URL will be automatically included, but you can also change it manually by pasting a new link into the text field.
The "files upload" button will automatically open a file upload window if clicked. Files uploaded via the button are available in the attachments section of the task details.
The "go to website" button can be used very flexibel. You can paste a link to any website and even change the text shown in the button by clicking inside the "go to website" field and changing the text.
The "write a comment" button allows you to directly request comments or specific input from your customers. You can customize the button text to suit your needs. The comment text will appear in the comment section of the task details for easy access, and you will be notified when a stakeholder leaves a comment.
Description: Simply click in the description field to add more context to a task.
Attachments: Click on "+ Add file" to upload any attachment.
Comment: Click inside the "Write comment" field and start typing to comment on a specific tasks. You and your customers, will be notified via e-mail about new comments.
Copy Direct links to Tasks: Copy the direct link to tasks from the three-dot menu in the top right corner of any opened action plan task. When clicked it opens the task detail view directly.
When one of the detail options is used, a corresponding icon will appear in the overview next to the task so that all viewers know there is additional information available.
To learn more, check out the video walkthrough below:
Advanced Options: Edit Permissions
By default, your customers can use the same functionality to make the Mutual Action Plan truly mutual. However, there are situations where you may not want your customers to take certain actions. You can limit what your customers can do in the Permissions tab.
Visitors can edit milestones and tasks: Here you can choose if space visitors are able to edit tasks and milestones. That includes adding and deleting tasks, as well as editing any of the aforementioned task information (Due Dates, Assignees, etc.). When this toggle is turned off, customers will still be able to complete tasks.
Visitors can complete tasks: Deactivate this toggle if you also want to turn-off the ability for visitors to complete tasks.
💡 Tip: Templatise your action plan in your Templates
Set assignee placeholders for your company, your customers, the space owner, as well as the main customer contact.
Additionally, you can add custom assignee placeholders such as "Legal Contact". After space creation you can replace "Legal Contact" centrally in space Settings > Stakeholders with the actual contact. This is particular helpful if, e.g., the Legal Contact owns multiple tasks and you don't want to manually assign her multiple times.
Set dynamic, relative due dates to auto-populate a customer's action plan with due dates. Learn more.
💡Tip 2: See action plan progress in the space list.
Keep track of all your action plans in one view: Just go to your dashboard, click on columns, and show the status and progress columns. Learn more here.