The Project Management template helps you organize, track, and visualize project progress using automated Gantt charts and dynamic dashboards. With real-time updates from team members through a connected form, managers can easily monitor deadlines, task status, and overall performance — all in one centralized workspace.
How the Workflow is Structured
The workflow has:
Update Task Status form – Team members submit task progress updates in real time.
Project Management spreadsheet – The central file that stores project data, generates Gantt charts, and updates progress automatically.
Dashboard – A visual overview of project timelines, task completion, and progress by phase or team member.
Steps to use the template
Step 1: Install the Template
Install the template from this link: Project Management Template
Once installed, the workflow will open in your Sheetgo workspace at app.sheetgo.com.
You’ll see helpful notes in the right-side panel of your workflow
👉 Before starting, delete the sample data in the spreadsheets (but keep the headers and formulas).
When cleaning up the sample data in the WBS tab:
Delete data only from columns E to L (these are editable task input fields).
Do not delete or modify the gray rows/columns, as they contain key formulas used for project calculations and Gantt chart updates.
Keep all headers intact.
This ensures your project structure and automation continue functioning correctly.
Step 2: Configure the Inputs Tab
The Inputs tab defines the main parameters of your project timeline and Gantt chart.
Start Date: Set the official start date for your project.
Gantt View Mode: Choose whether you want to view progress by Weeks or Months.
Week Start Day: Select which day your week starts (e.g., Sunday or Monday).
Step 3: Set Up Your Team in the Dropdowns Tab
The Dropdowns tab contains a list of team members responsible for tasks.
Add each team member’s name and email ID.
This ensures that when new reps or employees are added, they automatically appear in dropdown lists across the workflow and reports.
The names and emails entered here link directly to the WBS tab and Update Task Status form, ensuring smooth data mapping and task assignments.
Step 4: Share with Colleagues
Share the Update Task Status form with your team so they can submit updates directly.
Restrict access to the Project Management spreadsheet to admins and project leads only.
Share the Dashboard with stakeholders for visibility into progress and task distribution.
Refer to the following articles to share workflows, forms and files:
Step 5: Define Tasks in the WBS Tab
The WBS (Work Breakdown Structure) tab is where management adds and organizes all project tasks.
Enter the project name, sub-project, and task titles.
Assign WBS IDs to structure dependencies between tasks (e.g., 1.1.1, 1.1.2).
Define dependencies, relationships, and durations to control task sequencing.
Assign each task to a team member using the dropdown linked to the Dropdowns tab.
Set start and end dates for each task — the Gantt chart updates automatically.
Step 6: Update Task Progress via Form
The Update Task Status form is how team members report progress in real-time.
Here’s how it works:
When a team member opens the form, it detects their email ID.
Based on that email, it automatically filters and displays only the projects, sub-projects, and tasks assigned to them.
The user only needs to:
Confirm the project and task displayed
Enter or update the Status (%) to reflect task progress (e.g., 0%, 25%, 50%, 100%)
Once submitted, the information is automatically sent to the Task Status Updates tab, which feeds the Gantt chart and dashboard.
Step 7: Monitor Projects in the Gantt Tab
The Gantt tab provides a dynamic, color-coded visualization of project timelines and progress.
Each row represents a task, with details such as Project, Sub-project, Task Owner, Start Date, End Date, and % Done.
The Gantt chart automatically updates as team members submit new statuses through the form.
Tasks are color-coded:
Green → Ahead
Red → Behind
Gray → Finished
Step 8: Analyze Performance in the Dashboard
The Dashboard gives a real-time overview of all ongoing and completed tasks.
Project Progress Overview – Displays completion rate and total active tasks.
Task Status Breakdown – Shows the number of tasks Ahead, Behind, and Finished.
Workload by Owner – Visualizes how tasks are distributed across team members.
Timeline Chart – Interactive Gantt-style timeline of project progress.