# Plan views: Overview, Board, Grid, Calendar, Workload and Files

> Switch a plan between seven views: an overview, a timeline, a board, a sortable grid, a month calendar, each person's workload and the plan's files.

Source: https://plexiidesk.com/help/plans-views
Section: Focus and flow > Tasks and plans
Plans: All plans
Updated: 2026-10-15

A plan has seven views, each a different way of looking at the same tasks. **Overview** sums the plan up, **Timeline** lays the tasks out across the calendar, **Board** shows what is in flight, **Grid** lists every task in a sortable sheet, **Calendar** puts tasks on a month, **Workload** shows who has what, and **Files** lists the documents and files kept with the plan.

A change in one view shows in all of them, because they all read the same tasks.

## Before you start

- You need a plan. See [Plans: timelines for your rooms](https://plexiidesk.com/help/plans-overview).
- Every view is available on every plan.
- The task views (Timeline, Board, Grid, Calendar and Workload) need at least one task. Until the plan has one, they say **This plan has no tasks yet.**

## Switch views

1. Open the plan from the Plans page.
2. Click a view in the row of buttons at the top: **Overview**, **Timeline**, **Board**, **Grid**, **Calendar**, **Workload** or **Files**.

A plan always opens on **Overview**.

In the Timeline, Board, Grid, Calendar and Workload views, clicking a task opens its details in a panel on the right. See [Edit a plan task and its dependencies](https://plexiidesk.com/help/plans-task-details).

## Overview

The Overview is a plain summary of where the plan stands.

- **Progress**: how many tasks are done out of the total, with the percentage and a bar, such as **6 of 10 tasks done · 60%**.
- **Four totals:**
  - **Tasks done**: finished tasks out of all tasks.
  - **Milestones**: how many tasks are marked as milestones.
  - **Missed deadlines**: tasks scheduled to finish after their deadline. Shown in red when there are any.
  - **Running late**: unfinished tasks whose scheduled finish has passed. Shown in amber when there are any.
- **Starts** and **Finishes**: the first scheduled start and the plan's scheduled finish.
- **Critical path**: how many tasks are on it, or **None**.
- **The next milestone**: its name and the date it is scheduled for. If there is none ahead, the Overview says so, or suggests marking a task as a milestone.

A plan with no tasks shows **Nothing planned yet** with every total at zero, and fills in as soon as you add tasks.

## Timeline

A chart of bars across the calendar, with dependency arrows, the critical path, a line for today and markers for late work. You can drag a bar to move a task. See [Use the plan timeline](https://plexiidesk.com/help/plans-timeline).

## Board

The Board sorts tasks into four columns by status: **To do**, **In progress**, **Parked** and **Done**. Each column shows how many tasks it holds.

Each card shows:

- the task's name, with a flag if it is a milestone or a red dot if it is on the critical path
- a progress bar and percentage (not for milestones)
- who it is assigned to, or **Unassigned**

**To change a task's status**, drag its card to another column. Dropping it on **Done** marks the task finished. An empty column says **Drop tasks here**.

Moving a card changes only the task's status. Its dates and place on the timeline stay as they are.

## Grid

The Grid lists every task in a sheet:

| Column | What it shows |
| --- | --- |
| **Task** | The name, with a flag for a milestone, a red dot for the critical path, a red calendar icon if it misses its deadline and an amber warning if it is running late. |
| **Owner** | Who it is assigned to, or **Unassigned**. |
| **Progress** | A small bar and percentage (a dash for milestones). |
| **Start** | The scheduled start. |
| **Finish** | The scheduled finish. |
| **Slack** | Days the task can slip without delaying the plan, such as **3d**. Critical tasks show **0**. |
| **Cost** | The task's cost, if you have set one. |
| **Status** | **To do**, **In progress**, **Parked** or **Done**. |

- **Sort** by clicking a column heading. Click it again to reverse the order. The Grid starts sorted by **Start**. **Cost** does not sort.
- **Total**: when any task has a cost, a **Total** row at the bottom adds them up. Costs have no currency, so use the same one throughout a plan.

## Calendar

The Calendar shows one month at a time, Sunday to Saturday, with each task on every day from its scheduled start to its finish.

- Use the arrows beside the month's name to go back or forward a month. **Today** jumps to the current month. The calendar opens on the month the plan starts in.
- Today's date is circled.
- Each task is coloured like the timeline: red for the critical path, green for finished, and your accent colour for the rest. A **◆** marks a milestone and a **⚠** a task that is running late.
- A day shows up to three tasks. When there are more, it says how many, such as **+2 more**.

## Workload

Workload shows each person and what is on their plate, busiest first.

For each person you see:

- their initials and name
- how many tasks they have, how many are still open, and the total working days, such as **4 tasks · 3 open · 9 working days**
- a bar comparing their load with the busiest person's
- each of their tasks with its length in days. Finished tasks are struck through.

Tasks nobody is assigned to are gathered under **Unassigned**, so unowned work does not get lost. Milestones are left out, because they take no time.

If no task in the plan takes time yet, the view says **No tasks to schedule across people yet.**

To assign a task, open it and fill in **Assigned to**. See [Edit a plan task and its dependencies](https://plexiidesk.com/help/plans-task-details). To stop one person's tasks overlapping, see **Level** in [Baselines, working days, levelling and export](https://plexiidesk.com/help/plans-schedule-tools).

## Files

Files lists the documents and files kept in the plan, newest first, with each one's **Name**, **Type** (such as **Document**, **Spreadsheet**, **Slides** or **PDF file**) and **Modified** date.

- Click a document to open it.
- Click a file to open it in the app your computer uses for that kind of file.

If nothing is kept with the plan yet, the view says **No files in this plan yet.**

## Good ways to use the views

- **Stand-up:** open **Board** and walk the **In progress** column.
- **Status report:** start from **Overview** for the numbers, then **Grid** sorted by **Finish** for the detail.
- **Planning a month:** check **Calendar** for busy days and **Workload** for anyone who has too much.

## Common questions

### A finished task shows 100%

A finished task always reads 100%, whatever its **Progress** was set to. A plan's own percentage counts finished tasks, not the **Progress** of each one.

### Can I change dates from the Board or Calendar?

Not there. Drag a bar on the [Timeline](https://plexiidesk.com/help/plans-timeline), or open the task and change its dates. See [Edit a plan task and its dependencies](https://plexiidesk.com/help/plans-task-details).

### Why is someone missing from Workload?

Workload lists only the people tasks are assigned to. Assign them a task and they appear.

### Does the view I choose stay picked?

No. A plan opens on **Overview** each time.

## Related tasks

- [Plans: timelines for your rooms](https://plexiidesk.com/help/plans-overview)
- [Use the plan timeline](https://plexiidesk.com/help/plans-timeline)
- [Edit a plan task and its dependencies](https://plexiidesk.com/help/plans-task-details)
- [Baselines, working days, levelling and export](https://plexiidesk.com/help/plans-schedule-tools)
- [Tasks, desks and subtasks](https://plexiidesk.com/help/tasks-overview)