How to Create and Manage a Sprint in Project Insight

Project Insight allows teams to create a sprint, add tasks from one or more projects, assign work, align task dates with the sprint schedule, track completion, and close the sprint when the work is finished.

Project Insight does this by connecting sprint planning directly to existing project tasks, assignments, work estimates, and task progress.

Best for: Teams that use the PI Sprints add-on to plan a defined period of work, organize tasks from one or more projects, assign sprint work, and monitor progress through completion.

What Do You Need Before Creating a Sprint?

The PI Sprints add-on must be installed before you can create or manage sprints.

Look for Sprints in the Project Insight main menu or on the home screen.

If Sprints is not available:

1. Go to Add-ons.
2. Locate the Sprints add-on.
3. Install the add-on.
4. Return to the main menu or home screen and open Sprints.

What Sprint Statuses Are Available?

The Sprints home screen organizes sprints into three columns:

• Not Active: Sprints that are still being planned.
• Active: Sprints that are currently underway.
• Closed: Completed sprints that can no longer be edited.

Every new sprint begins in the Not Active column. This gives the team time to add tasks, review estimates, and assign work before the sprint starts.

How Do You Create a New Sprint?

1. Open Sprints from the main menu or Project Insight home screen.
2. Go to the Not Active column.
3. Select Add.
4. Enter a name for the sprint.
5. Select the sprint start date.
6. Select the sprint end date.
7. Select the primary project.
8. Choose a color for the sprint.
9. Add any additional projects whose tasks may be included.
10. Select Save.

The new sprint appears in the Not Active column.

Can a Sprint Include Tasks From Multiple Projects?

Yes. A sprint can include tasks from the primary project and any additional projects added to the sprint.

To add another project after creating the sprint:

1. Open the sprint.
2. Select Edit.
3. Add the additional project.
4. Select Save.

The backlog will then include eligible tasks from all projects associated with the sprint.

Project Insight does this by combining eligible project tasks into one sprint backlog while preserving each task’s connection to its original project.

How Do You Add Tasks to a Sprint?

1. Open the sprint from the Not Active column.
2. Scroll to the Backlog Tasks list.
3. Review the available tasks from the projects included in the sprint.
4. Select the tasks you want to add.
5. Confirm that the selected tasks appear in the sprint task list.

The backlog includes tasks from the selected projects that are in applicable working states, including to-do, active, or inactive tasks.

You can also use filters or change the layout to make the backlog easier to review.

[Image Placeholder: Backlog Tasks list with tasks selected for the sprint]

What Sprint Information Can You Review Before Activation?

Before activating the sprint, review the sprint summary and selected task details.

The sprint displays information such as:

• Percent complete
• Original work estimate
• Current work estimate
• Work hours for each task
• The project associated with each task

Before work begins, the original estimate and current work estimate may be the same because no progress has been recorded yet.

Reviewing this information helps the team determine whether the planned workload is realistic for the sprint period.

Can You Update Tasks Before Activating the Sprint?

Yes. You can update supported task information directly from the sprint task list before activation.

Depending on the fields available in your layout, you may be able to update:

• Task owners
• Priorities
• Story points
• T-shirt sizes

To assign a task owner:

1. Locate the owner column for the task.
2. Select the field.
3. Choose the appropriate resource.
4. Repeat the process for the remaining tasks.

Distribute assignments across the team instead of assigning all sprint work to one person.

Project Insight does this by allowing sprint planning to use the same task assignments and planning fields connected to the underlying project work.

How Do You Activate a Sprint?

Once the tasks and assignments are ready:

1. Open the sprint’s secondary actions menu.
2. Select the option to set the sprint as active.
3. Choose whether the task start and end dates should match the sprint dates.
4. Select Activate.

The sprint moves from Not Active to Active.

Can Project Insight Match Task Dates to Sprint Dates?

Yes. During activation, you can choose to align the selected task dates with the sprint’s start and end dates.

When this option is selected, Project Insight updates the task dates to match the sprint schedule.

To confirm the dates:

1. Open a task included in the active sprint.
2. Review its start and end dates.
3. Confirm that they match the sprint dates.

Use this option when the selected tasks are expected to begin and end within the sprint period.

How Can You Return to the Sprint From a Task?

Tasks included in a sprint display a link back to that sprint.

To return to the sprint:

1. Open a sprint task.
2. Locate the sprint reference on the task.
3. Select the sprint link.

This connection helps users move between task-level work and the broader sprint plan without searching for the sprint again.

How Does Sprint Progress Update?

The sprint’s percent complete bar changes as sprint tasks are completed.

As more tasks are marked complete, the progress bar moves toward 100 percent.

Project Insight does this by using the progress of the tasks included in the sprint to show the overall sprint completion status.

[Image Placeholder: Active sprint showing the percent complete bar]

How Do You Close a Sprint?

Close the sprint after its work reaches 100 percent complete.

1. Open the active sprint.
2. Select the sprint’s current open status.
3. Choose Close.
4. Return to the Sprints home screen.
5. Confirm that the sprint appears in the Closed column.

After a sprint is closed, it can no longer be edited.

What Should You Check Before Closing a Sprint?

Before closing the sprint, confirm that:

• All planned sprint tasks are complete.
• The sprint shows 100 percent complete.
• Task owners and other sprint details are correct.
• No additional task or sprint edits are required.

Closing the sprint should be the final step in the sprint lifecycle.

What Are Common Sprint Management Mistakes?

Creating the sprint in the wrong status

New sprints must begin in the Not Active column. Use this status to complete planning before activation.

Forgetting to add a project

A task will not appear in the sprint backlog unless its project has been added to the sprint.

Edit the sprint and add the missing project before selecting the task.

Activating the sprint before reviewing assignments

Review task owners and distribute work across the team before activating the sprint.

Overloading one team member

Check the amount of work assigned to each resource. Avoid assigning more work than a person can reasonably complete during the sprint.

Aligning task dates without reviewing the schedule

Only select the option to match task dates to sprint dates when those tasks should use the same schedule as the sprint.

Closing the sprint too early

Closed sprints cannot be edited. Complete all necessary updates before closing the sprint.

What Does the Full Sprint Lifecycle Look Like?

The demonstrated sprint lifecycle is:

1. Create the sprint in the Not Active column.
2. Add the primary and additional projects.
3. Select tasks from the backlog.
4. Review work estimates and task details.
5. Assign task owners and update planning fields.
6. Activate the sprint.
7. Align task dates with sprint dates when appropriate.
8. Complete the sprint tasks.
9. Monitor the sprint progress bar.
10. Close the sprint after it reaches 100 percent complete.

In short, Project Insight connects sprint planning, project tasks, assignments, scheduling, and progress tracking in one workflow.

Related Questions

Can one Project Insight sprint contain tasks from different projects?

Yes. Add a primary project and any required additional projects to make their eligible tasks available in the sprint backlog.

Can task assignments be changed before a sprint starts?

Yes. Task owners and other available planning fields can be updated before activating the sprint.

Do sprint tasks automatically use the sprint dates?

Only when you select the option to align task dates with the sprint dates during activation.

How is sprint percent complete calculated?

The sprint progress bar changes as tasks included in the sprint are completed.

Can a closed sprint be edited?

No. The demonstration confirms that a sprint cannot be edited after it is closed.

Related Project Insight Features

• [Link Placeholder: Learn how to install the PI Sprints add-on]
• [Link Placeholder: Learn how to manage task owners in Project Insight]
• [Link Placeholder: Learn how to use task filters and layouts]
• [Link Placeholder: Learn how Project Insight tracks task work estimates]
• [Link Placeholder: Explore Project Insight sprint management features]

For additional assistance, visit Project Insight Support at projectinsight.com/support.