Knowledge Base
Everything you need to run Celoxis.
Setup guides, how-tos, admin reference and release notes for SaaS and On-Premise deployments.
⌘ K
Version 15.1
Update - 1 July 2026
New Additions
Multi API token
Each user can create, manage and delete up to five API access tokens from the API guide.
API endpoint to move tasks
/v2/tasks/move moves tasks across projects.
Task and App Items’ API results
Send checklist items instead of sending counts.
Disable notifications in PATCH
You can disable email and in-app notifications while updating entities by passing notifications=false in the PATCH request URL.
Updates
Regenerate calendar subscription URL
Users can regenerate their calendar subscription URL from the calendar export screen; the old link stops working and clients must be updated with the new URL.
Search behavior update
Search is now keyword-based and more predictable.
Search Behavior Update
What changed
- Search is now keyword-based and more predictable.
- Search no longer uses text-oriented processing (like stemming).
- Document search now matches on document metadata (name/description), not the document body.
- Advanced operators are no longer supported — for example
+A(must include) and-B(must exclude).
Highlights
v15 introduces a refreshed UI, faster daily workflows, better Gantt/Kanban experiences and removal of older, confusing options so the app feels more consistent.
- New modern UI with Dark Theme
- Scheduling made simpler (dates can be blank)
- Faster Gantt and Kanban with full-screen modes
- Project gets its own page and customizable overview
- Admin area rewritten
- Reports easier to manage and clean up
1.New UI
- Cleaner layouts and clearer actions
- Dark Theme available under User menu > Theme
2.Scheduling
- Dates can be blank if start/finish is not known yet
- Easy Scheduling mode for teams that don’t want MS Project style complexity — Read more
- Manually scheduled tasks: enter effort and let Celoxis calculate the rest (dates + total effort, or dates + daily work per resource)
3.Gantt Improvements
- Redesigned toolbar
- New Gantt component for faster and smoother interaction
- Undo/Redo (in “Manual Save” mode)
- Smoother Edit Task form
- Improved printing: select columns, repeat headers, etc.
- More display options: resource avatars, WBS codes
- Full-screen mode for maximum space
4.Kanban Improvements
- Columns can represent status while swimlanes represent priority (or another attribute)
- Drag and drop to order cards vertically inside a column
- Checklists visible and updatable on the card itself
- More card customization options
- Full-screen mode
5.Project Screen
- Project now has its own dedicated page
- Overview tab is customizable
- Task Status pie chart supports drill-down (e.g. click “Delayed” to see delayed tasks)
- Open Items widget is now clickable
- New workflow bar chart widget to monitor risks or any workflow app by priority
6.Task and Workflow App Drawer
- New layout to reduce clicks and show more information
- Non-default fields are surfaced for faster viewing
- Inline edits are faster and smoother
7.Admin
- Admin page completely rewritten
- Improved navigation
- Contextual help text added
8.General UX
- Most pages now provide primary and secondary filters to quickly narrow data
- Inline edit experience is faster and takes fewer clicks
9.Reports
- New, clearer flow to create and modify reports
- Bulk delete reports
- “Unused Reports” screen to identify and remove reports you no longer need
10.New Mobile UI
- Dark theme
- Many UI/UX enhancements
Cleanups (Removed or Changed)
- % Complete calculation methods “Weighted Average” and “Based on Time Logged” removed. Progress now follows the latest update.
- Assigning task users in hours is no longer supported.
- Resolution prompts for Duration/Effort/Units removed because they caused confusion.
- Default % Complete now means “% Duration Complete”.
- Starting discussions directly on documents has been removed.
- “Same work items as submitted” option from timesheet preferences has been removed.
Terminology and Label Updates
| Old label | New label |
|---|---|
| Primary Job Role | Job Role |
| Reporting Manager | Supervisor |
| Schedule Health | S. Health |
| Budget Health | B. Health |
| Off Track (Schedule) | Delayed |
| Completed (Schedule) | Done |
| Off Track (Budget) | Overbudget |
| Priority – Very High | Critical |
| Priority – High | Major |
| Priority – Low | Minor |
| Priority – Very Low | Trivial |
| Recalculate Projection | Reforecast |
Search results
- Getting Started — for usersGetting StartedHow-ToLearn how to use Celoxis—project planning, tracking, resource management, reports & dashboards. Step-by-step user guide for project managers & teams.
- Getting Started — for adminsGetting StartedHow-ToThis quick start guide will help you understand how to: A. Turn off unwanted features When you turn off features that you do not plan on using, related buttons
- Project StatesProjectsConceptsProject states enable you to define and track the project lifecycle from initiation to closure. By default, we provide the following states: Draft, Active, Canc
- Project TemplatesProjectsConceptsIf you do projects that are similar in structure, then instead of building your project plan from scratch every time, you can create and save those projects as
- Project TypesProjectsConceptsProject types help you categorize your projects. Using our reports, you can get important KPIs like profit, effort and margin aggregated for your project types,
- Project ClientsProjectsConceptsClients are individuals or organizations for whom projects are executed. Associating clients with projects helps in filtering, reporting, charting, and in many
- Project TeamProjectsConceptsA project team is a set of users who work on a project. The main advantages in defining a project team are: Defining a project's team Project team can be set on
- Microsoft Project IntegrationProjectsConceptsCeloxis is a great alternative to Microsoft Project. Celoxis' integration with Microsoft Project is one of the most comprehensive in the industry. If you unders
- RAG IndicatorsProjectsConceptsRAG stands for Red, Amber and Green. RAG indicators visually indicate the health of projects or tasks with respect to schedule and cost. Celoxis automatically c
- Work CalendarsProjectsConceptsA work calendar defines the working and nonworking times for an organization. It specifies the work hours for each work day, the work days for each week, and an
- Project BinProjectsConceptsWhen you delete a project, it along with all its contents like tasks, time logs and files, is moved to the Project Bin. This allows you to recover from accident
- Project GlossaryProjectsConceptsprojects glossary
- Creating a ProjectProjectsActionsTo create a project, click AM > Project Blank Project This creates a project with no tasks. Copy Project This clones the project and its entire task WBS. All pr
- Attaching FilesProjectsActionsYou can attach file or files from your local drive or Google Drive to a project's folder. Click on a project to open its panel and then click Project Actions >
- Overriding Billing RatesProjectsActionsDepending on whether you use user-based billing or time code based billing, either the default bill rate for a user or time code is used while calculating the b
- Overriding Cost RatesProjectsActionsBy default, the labor cost rate specified for a user is used while calculating the labor cost of a task. You can override those rates per project. To override t
- Importing Clients from CSVProjectsActionsCeloxis provides you with the ability to import clients from CSV. If you have a Microsoft Excel file, then you can export it in CSV (comma separated values) for
- Bulk ActionsProjectsActionsYou can select multiple projects and perform actions on them. Click on the next to the checkbox in the report table header as shown below: Recalculate Projectio
- Budgeting and CostingProjectsHow-ToCost is one of the important components of the project management triangle. Celoxis makes it very easy to track budgeting and costing for entire projects, as we
- Project BillingProjectsHow-ToCeloxis provides your organization with two flexible billing models: User based, and Time code based (also know as activity based billing), making it easy to tr
- Managing Scrum ProjectsProjectsHow-ToCeloxis is a very flexible platform and quickly adjusts to manage your scrum projects. In this document, we will show you how to setup your projects for Scrum.
- Project BaselineProjectsHow-ToYou can baseline a project and its tasks, and, in the future, compare actuals versus the baseline values to understand the deviation. Celoxis also supports Earn
- Milestone Based BillingProjectsHow-ToMilestone-based billing is the billing model common in companies with project-driven revenues. This type of billing typically occurs only as certain project mil
- New Projects Impact Analysis & WorkloadProjectsHow-ToOver the course of normal business, projects need to be properly re-evaluated for appropriate reprioritization. Often, at executive management directive, manage
- Convert Project Request to a ProjectProjectsHow-ToIn this article, we will learn to automate a workflow which will create a New Project in Celoxis whenever a Project Request is moved to the Approved state in Ce
- Backward Scheduling of ProjectProjectsHow-ToCeloxis enables you to perform backward scheduling of your projects in cases where the project end date is fixed and cannot be exceeded at any cost. Backward pl
- Milestone based billingProjectsHow-ToMilestone-based billing is the billing model common in companies with the project-driven revenues. This type of billing typically occurs only as certain project
- Project portfolio managementProjectsHow-ToPortfolio management, often referred to as project and portfolio management or PPM isn’t as complicated as one might think. Using Celoxis, you can initiate proj
- Can a project have multiple project managers?ProjectsFAQYes. Click on a project name. This will open its panel. Then click MoreIcon > AccessControl. On the screen, click on the user icon for Project Manager. Select t
- How do I exclude completed projects from reports?ProjectsFAQTo exclude completed projects from your view, you need to edit the report and add the filter Schedule Health and check all the options in the drop-down except t
- Summary TasksTasksConceptsIf a task has child tasks, then it is called a summary task. Many attributes of summary tasks are rolled up from its child tasks. Some of the non trivial attrib
- PredecessorsTasksConceptsA task's predecessors are tasks that affect its start or finish date. In the Build farmhouse project, consider two tasks Buy land and Flatten land. You cannot s
- ConstraintTasksConceptsConstraints are applied to your tasks to impose restrictions on the way the task's start and finish dates are calculated. Often, they represent real world condi
- MilestoneTasksConceptsMilestones are major checkpoints in a project. They can indicate the completion of key project tasks, the commencement of a phase or conclusion of the plan. For
- Critical PathTasksConceptsCritical tasks are those tasks which if slipped, could cause delays in the project. The critical tasks can be thought of as the longest dependent sequence of ac
- RAG IndicatorsTasksConceptsThe topic of RAG indicators has been covered in-depth in this article.
- Duration, Work, and UnitsTasksConceptsDuration Duration is the working time between a task's start and finish dates. For manually scheduled tasks,the duration has no significance. Effort Effort is t
- Task SchedulingTasksConceptsScheduling is how Celoxis calculates task start and finish dates so your project stays realistic and in sync. Celoxis has two scheduling experiences: This docum
- Easy SchedulingTasksConceptsMost people like the idea of automatic scheduling: if one task moves, the dependent tasks move; weekends are skipped; dates adjust when a resource is on leave.
- Task ProgressTasksConceptsThe progress of a task is indicated by its % complete attribute. A value of 0% means that there has been no progress on the task while 100% means that the task
- Resource AssignmentTasksConceptsWhen you assign a resource to a task, Celoxis allows you to specify whether you want the resource to work full time (100%), half time (50%), any other fraction
- Start, Finish & Duration RulesTasksConceptsWhen you create tasks from API, CSV Import or using the Add Multiple action from the gantt, you can create tasks by specifying or not specifying the start, fini
- ChecklistTasksConceptsUsers having ‘Add Comment’ privileges can add checklist items against tasks and app items. Checking off the item will complete the item. The checklist does not
- Task GlossaryTasksConcepts
- Creating tasks from emailTasksActionsCeloxis can create tasks from emails sent to it. This is especially useful when you don’t have the application open in front of you or you are on the go. Emails
- Importing Tasks from CSVTasksActionsCeloxis provides you with the ability to import tasks in a project from CSV. If you have a Microsoft Excel file, then you can export it in CSV (comma separated
- Exporting Tasks to CSVTasksActionsTo download the project, navigate to Gantt and then click on More > Export > CSV. This will download the project plan with the columns you have selected on Gant
- Copying and Moving tasksTasksActionsCopying tasks copies task attribute, attached files and security while moving tasks also moves the attached entities like time logs, expenses and updates. Copyi
- Updating Task ProgressTasksActionsCeloxis makes it easy for users to indicate their progress on tasks. In addition to entering comments on a task from its task screen, you can: Clicking on the f
- Updating Progress from emailTasksActionsIn addition to logging an update using the web interface, task assignees can also reply via email to file their update. When managers request an update, assigne
- Recurring TasksTasksActionsYou can create copies of a task in a recurring pattern of you choice. Celoxis will create new tasks as per your recurrence pattern as shown below:
- Splitting TasksTasksActionsThings don't always go according to plan. Interruptions have become normal and you need a quick way to handle them in a way that keeps your plan accurate. That'
- Requesting UpdatesTasksActionsYou can request an update on tasks from their assignees. There are two ways to do this: for a single task, click MoreIcon > RequestProgressUpdate, while for mul
- Attaching FilesTasksActionsYou can attach one or more files to a task from your local drive or from Google drive. Click on the task to open the slide panel and then click on Attach Files.
- Following TasksTasksActionsIf you follow a task, you will be notified about activities happening on the task e.g. when someone adds a comment or when someone attaches a file. The notifica
- Bulk ActionsTasksActionsYou can select multiple tasks and perform actions on them. Click on the next to the checkbox in the report table header as shown below: 50%, 100% & On Track Upd
- Working with GanttTasksHow-ToGantt in Celoxis provides a graphical overview of the project schedule. This is useful for the Project Manager to schedule his projects and keep track of them.
- How do I switch from a auto-scheduled task to manually scheduled?TasksFAQThe scheduling mode of a task is determined from the Gantt preference which is saved per user. However, you can change the scheduling mode of one or more tasks
- Can I share the Gantt chart with my client?TasksFAQYes, you can create a report of type Task and the Output type as Gantt. On the Report's edit page, under the Visible to Client drop-down pick the client with wh
- How can I understand if a task has dependency on a task in another project?TasksFAQOnce you add the dependecy, it will be shown as below: For more details, refer the Setting inter-project predecessors section here.
- Duration FormatTasksTipsDuration can be specified in minutes (m), hours (h), days (d), weeks (w), or months (mo). Some examples: In cultures where the decimal point is the comma charac
- On TrackTasksTipsThis is a way of indicating that you are progressing as expected and will finish the task in time. The % complete of the task will be automatically updated with
- Resources FormatTasksTipsSome examples:
- Time WorkflowTimeConceptsA time entry in Celoxis passes through various states as shown below. Saved Saved indicates that the time entry has been saved but not submitted for approval. S
- Time CodesTimeConceptsA time code represents an activity type for a time entry. For example, a software development company may want to track activities like Programming, Designing a
- Billing and CostingTimeConceptsIn addition to tracking hours, timesheets are also used in calculating labor costs and for billing clients. Labor Cost All costs associated with time entries ar
- Approval WorkflowTimeConceptsYou can setup a multi-level approval workflow for time entries. For a time entry to be marked as approved, it has to be approved by all the approvers. If any of
- TimersTimeConceptsYou can use timers in Celoxis to keep track of time spent on your work items. Timers can be used in tasks as well as your custom apps. Timers can be started on
- Time GlossaryTimeConceptstime glossary
- Filling Weekly TimesheetsTimeActionsTo fill your weekly timesheet, click on AM > Timesheet. The weekly timesheet screen is a quick, powerful and convenient way to log time as well as update task p
- Approving TimesheetsTimeActionsYou will need the Time & Expense > Approve: Granted privilege to approve time-entries. To approve time-entries, click MM > Approvals > ApproveTime. The above ex
- Handling Incomplete TimesheetsTimeActionsThe Incomplete Timesheets report helps you identify and remind users who have not filled their timesheets. To view incomplete timesheets, click MM > Reports > I
- Invoicing TimesheetsTimeActionsBy marking time entries as invoiced, you are indicating that the client has been sent an official invoice from your company. You will need the Time & Expense >
- Bulk ActionsTimeActionsYou can select multiple time entries and perform actions on them. In any time log report, Click on the next to the checkbox in the report table header as shown
- Timesheet CustomizationsTimeActionsIf you have administrator privileges, you can customize policies related to logging time for your organization from ADMIN > Timesheet > OptionsX/Timesheet. Some
- Importing Time from CSVTimeActionsCeloxis provides you with the ability to import time entries from CSV. If you have a Microsoft Excel file, then you can export it in CSV (comma separated values
- Overtime CalculationTimeHow-ToThis article helps you understand how you can manage overtime hours and arrive at project costs and billing using the time codes in Celoxis. Steps Sample Report
- Can my time-entries reflect the changed rates for my users?TimeFAQYes, Celoxis allows you to apply the new rates for time-entries already submitted or approved. When the time-entry is saved or submitted for approval, the new r
- Expense WorkflowExpenseConceptsAn expense in Celoxis passes through various states as shown below. Submitted Pending approval indicates that the expense has been submitted for approval. Appro
- Expense CodeExpenseConceptsAn expense code represents an expense type for an expense line item. Some common expense codes are Meals, Gas, Phone, etc. Expense codes help in reporting. You
- Billable and Costable ExpensesExpenseConceptsThe submitter of an expense can mark it as billable and costable. If an expense is marked as billable, its total amount is added to the work item's and conseque
- Expense GlossaryExpenseConceptsexpense glossary
- Adding ExpensesExpenseActionsExpenses can be added against tasks. Each expense can have multiple line items. Each line item can be assigned an expense code like Travel, Food etc. To add an
- Approving ExpensesExpenseActionsYou will need the Time & Expense > Approve: Granted privilege to approve expenses. To approve expenses, click MM > Approvals > ApproveExpenses. The above exampl
- Invoicing ExpensesExpenseActionsBy marking expenses as invoiced, you are indicating that the client has been sent an official invoice from your company. You will need the Time & Expense > Invo
- Is it possible to edit approved expenses?ExpenseFAQYes, you can edit the approved expenses if you have the requisite privileges. You need to have Time & Expense > Edit: Granted and Time & Expense > Approve: Gran
- Allocate Task Resources in HoursHours Allocation (BETA)ConceptsBy default, Celoxis assigns resources to tasks using allocation percentages. Hours Allocation lets you enter the planned hours for each resource instead. For ex
- Notification CenterCollaborationConceptsThe notification center is used to communicate events and messages about items you are interested in. Events could include that someone completed a task in your
- FollowersCollaborationConceptsAt times, you need to track updates on work items where you are not assigned but are related to the work you're doing. By following a work item: Following a wor
- Activity StreamCollaborationConceptsThe Activity Stream report allows you to view the recent happenings on projects, tasks, bugs, etc. that you are assigned to, manage or follow. This report can a
- File Version ControlCollaborationConceptsFiles often go through an evolutionary process and undergo a series of revisions. In teams, a file often involves contributions by different people. Without som
- Scheduling ImpactCollaborationConceptsWhen you add calendar events, you can indicate the impact it has on resource availability. For example, if you are going to an off-site meeting for a day, you w
- Event SharingCollaborationConceptsSharing controls how others see your calendar. If you mark your event's sharing as:
- Conducting DiscussionsCollaborationActionsYou and your team can conduct discussions in a project. You can also decide to involve the project clients in the discussion. An example where a team discusses
- Replying via emailsCollaborationActionsCeloxis sends email notifications on work items when you are either assigned to or manage a work item. You are also sent email notifications when you follow wor
- Attaching FilesCollaborationActionsAttaching files to projects For details click here. Attaching files to tasks For details click here. Attaching files to custom app items For details click here.
- Adding LinksCollaborationActionsLike adding files, you can also add links to folders by clicking on the icon for the folder and clicking Add Link.
- Adding FoldersCollaborationActionsEvery project has its own folder by default. In most cases, you will be uploading files to this folder. If you have a lot of documents, you can create sub-folde
- Moving FilesCollaborationActionsAs the project progresses, you might realize that the scope of the document or the documents in a folder is for another project or was simply attached to the wr
- Viewing ChangelogCollaborationActionsTo view all the revisions along with the comments, click MoreIcon > ViewDetails. You can also download a specific version of the file. The following image shows
- Adding EventsCollaborationActionsYou can add events in your calendar and if you have administrative privileges, you can also add events for other users, for a work calendar or for the entire co
- How do I export my Calendar to Outlook?CollaborationHow-ToFollow the steps below to export the Celoxis Calendar to Outlook.
- Can clients participate in discussions?CollaborationFAQYes, clients can participate in discussions once they are added to it as Followers. For more on Followers, refer here.
- Can I see other users Calendar?CollaborationFAQYou can view calendar of other users. Events marked as "Public" by that user are shown and you can view details of the events. Events marked as "Busy" will show
- Is the content of the document available in the search results?CollaborationFAQYes, the document content is searched. Your search results will have the name of the document if any matching keywords are found.
- How do I know which files are attached to a Task or project?CollaborationFAQIn a Document report, there is a filter Attached To which helps you filter documents that are attached to a project or task.
- Can I share the documents with clients?CollaborationFAQYes, you can share a document with a client. When upload documents, you will see a checkbox Share with client which once checked, will show the document in a do
- How can I set the 25th dec to be a vacation every yearCollaborationFAQYou need to add a holiday for Everyone from ADMIN > ProjectManagement > WorkCalendars > WorkCalendarExceptions tab. For details on Events, refer here.
- IntroductionCustom AppsConceptsCustom Apps are powerful workflow-driven applications built by customers like you. You can define the steps, people involved at each step, capture custom fields
- WorkflowCustom AppsConceptsWe shall learn about building custom apps through an example. We will build a simple bug tracking application. We shall assume we have two teams: Developers - t
- Custom FieldsCustom AppsConceptsIn the previous chapter, we created the workflow, here we create custom fields for our bug. By default, all workflows have the following fields: Let's add a few
- App in ActionCustom AppsConceptsTill now, we have been configuring our application. It's time we understand how your users will use the app. We will see how our app has affected the user inter
- Requestor TemplatesCustom AppsConceptsIn the last chapter, we have seen that you can notify the requestor while performing actions. In this chapter, we will understand how to control the email forma
- Timeout PoliciesCustom AppsConceptsTimeout policy is a set of rules that define what should happen when an app item exceeds its stay in a particular state for more then the specified hours. In th
- ManageEmailIntegrationCustom AppsConceptsCustom Apps can be initiated by emails. Emails can either be free form (sent by people) or structured (generated by filling a web form). Direct Interface This i
- Related ItemsCustom AppsConceptsYou can use this functionality to link related items. For example, if a task was created in response to an issue then you can link the two by adding this relati
- Client App VisibilityCustom AppsConceptsA client can see issues, change requests, and any app items either created by them or assigned to them. This gave the client limited visibility, especially when
- App GlossaryCustom AppsConceptsapp glossary
- Adding CommentsCustom AppsActionsWhen working on an app item, the assignee or the manager at times might need to record comments on it. To add comments, click on the app item for e.g your bug,
- Attaching FilesCustom AppsActionsTo attach files to a custom app item, click on the item and on its panel click Attach Files as shown below.
- Following ItemsCustom AppsActionsIf you follow an app item (e.g. a bug), you will be notified about activities happening on it e.g. when someone adds a comment or when someone attaches a file.
- Reassigning to another userCustom AppsActionsAt times, you may want to re-assign the bug, issue to another user due to several reasons like the assigned user is on leave or is busy with other activities. T
- Moving to another projectCustom AppsActionsYou can move an app item to another project or workspace. To do so, click on the app item for e.g your bug, risk, etc. On the panel of the item, click on MoreIc
- Importing via CSVCustom AppsActionsCeloxis provides you with the ability to import app items (your bugs, risks, etc) in a project from CSV. If you have a Microsoft Excel file, then you can export
- Bulk ActionsCustom AppsActionsAllows multiple attributes to be modified at once, including custom fields as shown below:
- Automatic Recurring WorkflowsCustom AppsHow-ToSome business processes are periodic and need to be started at regular intervals. Some examples: This integration will show you how you can initiate the workflo
- Connect two AppsCustom AppsHow-ToIn this article, we will learn to create a process in which when the state of an app is updated it results in creation of a new app in Celoxis. To do this we wi
- Can my client create issues via email?Custom AppsFAQYes, using the Direct or Indirect email integration, your clients can initiate app items via email. For more details, refer here.
- How do I setup so that my client do not create issues?Custom AppsFAQWhen defining your custom app, there is a check box Clients can initiate this app which you can uncheck so that your clients do not initiate this.
- Report TypesReportsConceptsThere are many entities in Celoxis like projects, tasks and time logs. Some entities are also created by you using custom apps like bugs, risks, and issues. Eac
- Cumulative Sum & Cumulative BurnReportsConceptsCeloxis enables you to create your own S-curves and Burndown charts. This is possible by using the Cumulative Sum and Cumulative Burn options in the Line Chart
- FilteringReportsConceptsFiltering allows you to exclude unwanted data in your reports. Celoxis provides comprehensive and powerful filters for a large number of attributes including yo
- OutputReportsConceptsThe kind of display you want can be selected from the Output tab on the add/edit report screen. Tabular This is the default output type and presents the data in
- SchedulingReportsConceptsAdministrators can schedule reports to be emailed to specific users at regular intervals. To schedule a report, open the edit report screen and then click on th
- SharingReportsConceptsReports can be shared with your team or with clients. Sharing with users Sharing with users is determined by the Visible to Users section in the Sharing tab on
- Project TabsReportsConceptsThe tabs that you see on the project screen are also reports. Your account comes with some default tabs but your administrator can customize them to suit your o
- DashboardsReportsConceptsDashboards are one of the most important screens in Celoxis. Not just for the information they can convey but also for the amount of things you can get done rig
- LimitsReportsConceptsFetching and processing very large amounts of data slows down the application for you and for other users. To keep performance predictable, we have set reasonab
- Managing ReportsReportsActionsTo create reports, you must have the privilege. To add a report, open the reports' panel by clicking MM > Reports > AllReports and then click the New Report but
- Starring ReportsReportsActionsTo get quick access to reports, you must star it. Starred reports appear in the MM > Reports menu. Some reports, because of performance reasons, cannot be put o
- Downloading ReportsReportsActionsPDF & Image Click on or in the page title followed by Print. This will open up a popup like the one one shown below. CSV Click on in the page title followed by
- OverviewTimelineConceptsThe Timeline is a read-only, horizontal schedule view of selected tasks and milestones across one or more projects. It is designed for project managers who want
- Which Tasks AppearTimelineConceptsA task appears on the Timeline only when all of the following are true: What will not appear To add a task, set Show In Timeline to Yes on the task form and fil
- Where Timeline AppearsTimelineConceptsYou can open the Timeline in several places. The chart looks the same; only the page layout and toolbar differ.
- Task Bars ExplainedTimelineConceptsEach task on the Timeline is a horizontal bar on the chart area. Bar length runs from planned start to planned finish. Tasks without both dates, or with Show In
- Milestones on the TimelineTimelineConceptsMilestones appear in a strip below the main chart — not as horizontal bars. An item is shown as a milestone (not a bar) when either:
- Colors & Schedule StatusTimelineConceptsBar color comes from the task’s Schedule status or color setting in Celoxis — the same color you see elsewhere on the task. Use it to spot task type or category
- The Today MarkerTimelineConceptsWhen today’s date falls inside a project’s visible date range, Celoxis draws two markers: Today in range means today is between the earliest start and latest fi
- Timeline TooltipsTimelineConceptsHover a task bar or milestone to open a tooltip. It shows: Tooltips are read-only — they help you scan the chart without opening the task. Click the bar or mile
- Open / Edit a Task / Milestone from the TimelineTimelineActionsClick any task bar or milestone on the Timeline to open that task in the slide-panel drawer.
- Zoom the TimelineTimelineActionsUse the zoom dropdown to change how much of the schedule you see at once. On a Timeline report, the control is at the top of the page. On project overview, it i
- Pan Left / Pan RightTimelineActionsWhen the chart is wider than the screen, move the visible date window left or right. Pan buttons are grayed out when the whole chart already fits on screen — co
- Bulk Edit Show In TimelineTimelineActionsUse bulk edit to set Show In Timeline on many tasks at once — useful when curating what appears on a leadership or portfolio view. From the Gantt From the task
- Create a Timeline ReportTimelineHow-ToHow to create a Celoxis Timeline report with Project report type and Timeline output.
- Add Timeline widget to the DashboardTimelineHow-ToAdd an existing Timeline report to a dashboard so you can see project schedules alongside other widgets. The widget shows the same read-only chart as the report
- Add a Timeline widget to the Project OverviewTimelineHow-ToAdd an existing Timeline report to a project’s Overview tab so the schedule is visible whenever someone opens the project. Zoom for this view sits in the projec
- Set Default Zoom for Your WorkTimelineHow-ToCeloxis remembers the last zoom you picked — Day, Week, Month, or Fit — and applies it the next time you open a Timeline. There is no separate “default zoom” se
- Remove from TimelineTimelineHow-ToRemoving a task from the Timeline hides it from the chart only — it does not delete the task. The task remains in the Gantt and task list; Celoxis sets Show In
- How is Timeline different from Gantt?TimelineFAQGantt is the full editable schedule for a project — you can drag tasks, manage dependencies, and work with the complete WBS. The Timeline is a read-only report
- Why is my task missing from the Timeline?TimelineFAQCheck that Show In Timeline is set to Yes and that both planned start and planned finish are filled in on the task. Then refresh or reopen the Timeline report.
- Why is my project not showing on the Timeline?TimelineFAQA project card appears only when that project has at least one task with Show In Timeline = Yes and valid planned start and finish dates. If every task in the p
- Why don't my edits show on the chart?TimelineFAQClose the task drawer after saving your changes. The timeline refreshes when the drawer closes; edits are not applied to the chart while the drawer stays open.
- Does removing from the Timeline delete the task?TimelineFAQNo. The × badge on a task bar only sets Show In Timeline to No. The task remains in the Gantt and task list. See Remove from Timeline.
- Why is a milestone not where I expect?TimelineFAQMilestones align to the task’s planned start on the timeline strip. Open the task and verify its planned start and finish dates, and confirm it is flagged as a
- Access TypeUsersConceptsThe main purpose of access types is to reduce license costs for end-users. By selecting the appropriate access types for users, you can ensure that you pay only
- Virtual UsersUsersConceptsVirtual users are like regular users except they don't have logins and hence cannot login to Celoxis. Virtual users are free but limited. Some use-cases are non
- SupervisorUsersConceptsYou can create your organizational chart in Celoxis using Reporting Managers. The main advantages of creating your organizational structure are: Setting Reporti
- User GlossaryUsersConceptsuser glossary
- Creating UsersUsersActionsAdministrators can add users. If you have a large number of users, you should consider importing users from CSV. To add one user at a time: If the user was crea
- Managing Your PreferencesUsersActionsYou can change your language, formats, dashboards and customize email notifications from your preferences screen. Changing Photo and Preferences Clicking on the
- Importing Users from CSVUsersActionsCeloxis provides you with the ability to import users from CSV. If you have a Microsoft Excel file, then you can export it in CSV (comma separated values) forma
- Deleting UsersUsersActionsWhen you no longer want a user to appear in pick lists, e.g. when a user leaves the organization, you should delete that user. After deletion, that user will no
- Logging in as another userUsersActionsCeloxis lets you login as another user if you have administrator privileges. Logging in as another user is useful in many scenarios – to check if the dashboard
- Bulk ActionsUsersActionsBulk actions allow you to select one or more users from a list view and perform actions on them. Resend Login Info Emails login information to the selected user
- Can I enter a different rate for a user on a project?UsersFAQYes, you can override the rates at project level. For details, refer: Overriding Billing rates and Overriding Cost rates.
- Create user whose dashboards, preferences and security is like...UsersTipsNew users will have their dashboards, locales, date formats and roles exactly like the user you select. For example, let's say that Joe is a Senior Marketing Ma
- WorkspacesAccess ControlConceptsThe primary purpose of workspaces is to achieve flexible isolation of projects. Teams should be able to work independently without the possibility of stepping o
- PrivilegesAccess ControlConceptsA privilege is like a permission. In Celoxis, if you want to view an item like project or task or perform any action on it like edit or delete, you will need th
- RolesAccess ControlConceptsNot to be confused with a job role, a security role is a collection of privileges. For example, we can create a Project Viewer role having the privileges: View
- Assigning Roles to UsersAccess ControlConceptsUsers can play different roles in different workspaces. They can also play different roles in different projects. Assigning Roles in Workspaces Security roles c
- How it WorksAccess ControlConceptsHow access control is checked is best explained through an example. Let's assume that Joe is attempting to edit the task T. The steps Celoxis would follow to de
- Assigning Roles to UsersAccess ControlActionsYou can assign roles to users in workspaces if you have administrative privileges. To assign roles, open the add/edit user form and select all the workspace::ro
- Assigning Roles to Users in a projectAccess ControlActionsYou can make a user play some more roles in a project. Click on the project and click Project Actions > MoreIcon > AccessControl. This will open a screen like t
- Overriding the Access Control for a projectAccess ControlActionsIt is sometimes desirable to grant (or deny) additional privileges to roles for a specific project. To do this, click on the project and then click Project Acti
- How do I restrict certain users from viewing any financial information?Access ControlFAQRemember that in Celoxis, users can see or do things only if they have the privilege required to perform the action. Celoxis provides the View Financials and Ed
- OverviewWebhooksConceptsLearn what Celoxis webhooks are and when to use them.
- EventsWebhooksConceptsEach webhook can listen to Add, Update, and Delete for these items. Select only what you need — more events mean more notifications.
- Access PermissionsWebhooksConceptsOnly administrators can manage webhooks. Your role must also have the Access to Webhooks permission. An administrator can grant this permission here:
- Create a WebhookWebhooksHow-ToHow to create a Celoxis webhook with an Endpoint URL, Secret, and events.
- Secure Your WebhookWebhooksHow-ToHow Celoxis signs webhook requests with your Secret and how to verify the signature on the receiving side.
- Monitor DeliveriesWebhooksHow-ToAfter a webhook is active, you can check whether Celoxis sent notifications successfully. Open the webhook from Your Webhook URLs to see its details. Recent Del
- TroubleshootingWebhooksHow-ToIf you open Webhooks without the right permission, Celoxis shows Permission Denied. If webhooks are not included in your plan, Celoxis shows that the feature is
- Can I temporarily disable a webhook?WebhooksFAQYes. Turn Enabled off to pause notifications without deleting the webhook.
- What happens if a delivery fails?WebhooksFAQCeloxis records the failure. After fixing the issue (such as the endpoint URL or receiving service), you can retry the delivery.
- Can I create more than one webhook?WebhooksFAQYes. You can create up to 5 webhooks per company, each with its own endpoint and event subscriptions.
- What happens if I regenerate the Secret?WebhooksFAQUpdate the Secret in your receiving application as well. Requests signed with the old Secret will no longer be valid.
- OverviewMCP (BETA)ConceptsLearn what Celoxis MCP is, how it differs from AI Chat and the API, and what you need before you start.
- Find Your Celoxis MCP URLMCP (BETA)ConceptsUse the same URL you normally use to access Celoxis and append /psa/mcp. Format Examples For on-premises deployments, ensure that the computer running the deskt
- Security and Token ManagementMCP (BETA)ConceptsYour access token is a secret. Anyone who has access to the token can use Celoxis with your permissions.
- Create an Access TokenMCP (BETA)How-ToHow to create a Celoxis access token from the API guide for use with Celoxis MCP.
- Connect ChatGPT DesktopMCP (BETA)How-ToHow to connect Celoxis MCP to ChatGPT Desktop using Streamable HTTP and an Authorization header.
- Connect Claude DesktopMCP (BETA)How-ToHow to connect Celoxis MCP to Claude Desktop using mcp-remote and your access token.
- Connect CursorMCP (BETA)How-ToHow to connect Celoxis MCP to Cursor using mcp.json and an Authorization header.
- Test the IntegrationMCP (BETA)How-ToAfter the connection is established, try the following prompts: The assistant can access only the projects, tasks, and data that your Celoxis account is authori
- TroubleshootingMCP (BETA)How-To
- Can multiple users share the same access token?MCP (BETA)FAQNo. Each user should generate their own token and create their own MCP connection.
- Does Celoxis MCP bypass project permissions?MCP (BETA)FAQNo. Celoxis MCP always uses the permissions associated with the user who owns the access token.
- Is Celoxis MCP the same as Zapier or the REST API?MCP (BETA)FAQNo.
- Do I need environment variables?MCP (BETA)FAQNo. Paste the access token directly into the Authorization header.
- Do I need Node.js?MCP (BETA)FAQOnly Claude Desktop requires Node.js because it uses npx and mcp-remote. ChatGPT Desktop and Cursor do not require Node.js.
- Can I use the browser version of ChatGPT, Claude, or Cursor?MCP (BETA)FAQNo. Celoxis MCP is available only in supported paid desktop applications. Use ChatGPT Desktop, Claude Desktop, or Cursor instead of the browser versions.
- Job RolesMiscellaneousConceptsWhen a project is being planned, more often than not, we do not know the exact resource who will be working on a task. However, we know the job role or job func
- Custom FieldsMiscellaneousConceptsCustom fields allow capture of business specific information on projects, tasks, users, clients and custom apps. You can create custom fields of the following t
- Formula FieldsMiscellaneousConceptsA formula custom field's value is automatically calculated by Celoxis based on its formula. The value is calculated every time the field is rendered. The formul
- SearchMiscellaneousConceptsSearch is keyword-based. It is designed to quickly find items when you already know what you are looking for (IDs, codes, short terms). What search looks at Sea
- Mobile InterfaceMiscellaneousConceptsCeloxis provides a feature-rich mobile optimized interface that can be accessed from any iOS, Android, Windows Mobile, Tizen, or any other mobile device with a
- Zapier IntegrationMiscellaneousConceptsCeloxis integrates with many apps using Zapier. Zapier is a cloud-based service that allows you to build powerful integrations between different systems without
- SalesforceMiscellaneousConceptsCeloxis Salesforce app helps bridge the gap between your sales and delivery teams, thereby improving business outcomes. This app is freely available on Salesfor
- Enabling or Disabling FeaturesMiscellaneousActionsCeloxis gives you the ability to turn some features and capabilities off. Once you turn them off, all fields, actions and menus associated with that module are
- Uploading LogoMiscellaneousActionsTo upload your logo, click ADMIN > AccountManagement > UploadLogo. The restrictions on the image dimensions and size will be indicated on the form.
- Configuring Company SettingsMiscellaneousActionsThe company settings form allows you to configure behaviour and defaults for your users. It also allows for entering your Single Sign-On settings. Some of the n
- Configuring Single Sign-On (SSO)MiscellaneousActionsYou can access Celoxis with corporate credentials if SAML-based SSO is enabled for your account. Celoxis works with Google, Salesforce, Okta, OneLogin, Microsof
- Two-Factor Authentication (BETA)MiscellaneousActionsCeloxis Admins can enforce two-factor authentication (2FA) for all users and clients, thereby adding an additional level of authentication & boosting security.
- Jira / Azure DevOps IntegrationMiscellaneousHow-ToThe Celoxis - JIRA or Celoxis - Azure DevOps integration allows you to seamlessly sync data between Celoxis and your work management tool, ensuring that your pr
- Jira Integration using ZapierMiscellaneousHow-ToIn many organizations, Jira is still the key software for developers, while project managers and PMO want to use a project management software and still have vi
- Quickbooks (QBO) IntegrationMiscellaneousHow-ToCeloxis App for QuickBooks Online helps you to synchronize billable time entries with Celoxis and your QuickBooks Online company. It facilitates quick and accur
- Salesforce IntegrationMiscellaneousHow-ToCeloxis Salesforce integration helps bridge the gap between your sales and delivery teams, thereby improving business outcomes. This integration allows sales re
- Custom Login PageMiscellaneousHow-ToCeloxis allows you to have your own login page on your website. We have a sample login page that you can customise to suit your needs. Behaviour If a user is al
- Send Custom EmailMiscellaneousHow-ToAt times, there is a need to send email to Executives, Clients or Team Members whenever a new entity is created in Celoxis such as new Project, App or Task. Alt
- Managing your Helpdesk Ticketing SystemMiscellaneousHow-ToCeloxis is a flexible platform and it quickly adjusts to manage your business processes. This document presents how to set up a Ticketing system with the help o
- Client ApprovalMiscellaneousHow-ToIn many organizations, some part of the project work often needs to be formally approved by the client once completed. Each organization may have their own appr
- Celoxis APIMiscellaneousTipsCeloxis API docs are generated dynamically for your account with your data so that it's convenient for you to use. To access the docs, navigate as show below.
- Before you InstallOn-PremiseConceptsExpertise Required Before you install Celoxis on your servers it is important to understand what you will need. Celoxis itself can be easily installed using a w
- Server RequirementsOn-PremiseConceptsHardware Requirements It goes without saying that the hardware requirements depend on a number of factors like the number for users, their access patterns, the
- Network DiagramOn-PremiseConceptsThe following diagram shows how Celoxis fits in to your intranet. A few things to note: Uploaded files are stored on the disk and not in the database. Database
- Setting up your DatabaseOn-PremiseActionsCeloxis requires a database to store data. The database must be configured before you start the installation process. Sample instructions for each software is g
- Configuring Site SettingsOn-PremiseActionsNavigate to ADMIN > SiteSettings and click on Edit Settings under Actions. This will open up a form with multiple tabs. Interesting settings on each tab is desc
- Stopping and Starting CeloxisOn-PremiseActionsStarting Celoxis Stopping Celoxis Restarting Celoxis First stop and then start Celoxis as described above.
- Increasing Memory for PerformanceOn-PremiseActionsCeloxis is configured to use a maximum of 4GB of memory. While this is enough for most cases, you can increase this if you have a large installation or if you h
- Installing Celoxis as a ServiceOn-PremiseActionsSetting up a service for Celoxis will help you automatically start the application after a server reboot. You won't have to run the startup script every time.
- Getting your Google Client IDOn-PremiseActionsIf you wish to upload files from your Google Drive account, you will first need to get a Client ID from Google and enter that into Celoxis. To get your client I
- Requesting for a New LicenseOn-PremiseActionsCeloxis license file is tied to your hardware ID, more specifically, the network adapter ID which is usually integrated with the machine motherboard. If you cha
- Downloading the Debug BundleOn-PremiseActionsDebug bundle is a ZIP file containing your log files and configuration files. It helps our engineers and results in a speedy resolution. If Celoxis is running T
- Viewing the Site Admin PasswordOn-PremiseActionsSite administrator password is different than an administrator password. You are required to enter the site administrator password when accessing ADMIN > SiteSe
- Resetting an Admin PasswordOn-PremiseActionsAdministrators can reset passwords of other users (admins as well as non-admins). However, there are cases, when you would want to quickly reset a password from
- Accessing Celoxis using SSLOn-PremiseActionsFor the purpose of this article, let's assume that Celoxis has been installed on a Linux server at /usr/local/celoxis and is accessed as http://celoxis.acme.com
- Modify Celoxis URLOn-PremiseActionsWhen you install Celoxis, you input the URL users will use to access the application. This URL is also used in the links sent in notifications. It is important
- Working with a Proxy ServerOn-PremiseActionsYou may want to configure Celoxis application behind a reverse proxy server to provide SSL access to Celoxis. Let us assume we want to setup Acme consulting (ac
- Pre installationOn-PremiseActionsCeloxis is a powerful application, yet easy to install and configure if you follow the steps given below. Not following the instructions can lead to a lot of wa
- Installing 15.1On-PremiseHow-ToCeloxis is a powerful application, yet easy to install and configure if you follow the steps given below. Not following the instructions can lead to a lot of wa
- Upgrading from 15.0 to 15.1On-PremiseHow-ToDownload Celoxis v15.1 You can get the download link from our support team. Backup your current installation Backup your existing database and data directory. I
- Upgrading from 15.1.X to 15.1.YOn-PremiseHow-To
- Maintaining CeloxisOn-PremiseHow-ToCeloxis is easy to maintain. The most important part of maintenance is backing up the database, backing up the data directory (where uploaded files are stored)
- Troubleshooting DatabaseOn-PremiseHow-ToCeloxis uses standard JDBC connections to connect to your database. If there are issues connecting to your database, it is most likely the result of a misconfig
- Troubleshooting SSLOn-PremiseHow-ToWhen Celoxis connects to your servers over SSL, it should be able to validate the SSL certificate presented by your server to it. Celoxis must be able to valida
- Troubleshooting LDAPOn-PremiseHow-ToCeloxis LDAP authentication has been by hundreds of companies in various environments. If your LDAP based authentication is not working, it is most likely becau
- Troubleshooting EmailOn-PremiseHow-ToCeloxis requires an email account just like a regular person. The easiest way to debug is to setup a temporary email account in a program like Outlook, Thunderb
- Printing to PDFOn-PremiseHow-ToSetup The application uses Google Chrome to convert pages to PDF. You will have to download and install Google Chrome on the same machine running the Celoxis se
- Using Gmail as an email serviceOn-PremiseHow-ToGmail is a free and reliable email service from Google. If your email server does not provide plussed addressing, you can use Gmail as an alternative. In this s
- Moving Celoxis to another machineOn-PremiseHow-ToThe way this works is first we install Celoxis on the new machine. We verify the installation works correctly. Then we replace the database and data directory w
- Migrating from SaaS to On-PremiseOn-PremiseHow-ToThe way this works is first we do a local installation. We verify the installation works correctly. Then we replace the database and data directory with the one
- Celoxis Installation DirectoryOn-PremiseTipsCeloxis Installation Directory This is the directory in which you have installed Celoxis. This directory should contain the psa_x.y.z directory. If you are unsu
- Server infoOn-PremiseTips
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