Using IMPACT for project management
Last updated: 7 May 2026
What this does
This guide explains how IMPACT's project management features work together to help you plan, execute, and deliver projects — from initial setup through completion.
Current access and functionality
- Verified against the current
impact-web,impact-client, andimpact-marketplacecode on 2026-05-07. - In
impact-web, users must be signed in and working in an active workspace. Navigation and write actions are role-, permission-, and entitlement-aware; unavailable modules are hidden or disabled instead of being universally visible. - In
impact-client, the mobile app covers day-to-day work such as tasks, checklists, projects, surveys, members, dashboards, and marketplace template usage. Administrative setup and some advanced configuration remain web-first. - Auto-scheduling is available from project planning surfaces in web and depends on project/task scheduling data and the user being allowed to manage the project.
- Checklist creation and template management require workspace admin or owner access in web. Staff can use assigned task checklists where task access permits.
- Project creation and management are available to company admins, owners, project coordinators, and project managers according to the permission matrix. Project members may only see assigned or permitted project content.
- Task access is scoped by workspace, project, team, and assignment. Users can act on tasks they are assigned to or permitted to manage; project managers and team leaders have broader controls for their areas.
Who this is for
- Business owners who need to manage client projects, internal initiatives, or product development.
- Team leads who coordinate work across team members.
- Staff members who want to understand how their tasks fit into the bigger picture.
The IMPACT project management approach
IMPACT treats project management as a structured quality process, not just a to-do list. The key difference from other tools is the Action → Verify → Accept workflow built into every task. This means work is not just "done or not done" — it is executed, reviewed, and approved.
How the pieces fit together
Project
├── Milestones (key dates and phases)
├── Deliverables (tangible outputs)
├── Tasks (the actual work)
│ ├── Checklists (what specifically needs doing)
│ ├── Dependencies (what must finish first)
│ └── Workflow (Action → Verify → Accept)
├── Risks (what could go wrong)
│ └── Mitigations (linked to tasks)
└── Dashboard (progress and health)
Getting started: a typical workflow
1. Set up the project
Create a project with a clear name, description, and baseline dates. Assign a project manager.
See:
2. Define milestones and deliverables
Break the project into phases with target dates. Define what each phase should deliver.
See:
3. Create and assign tasks
Add tasks under each milestone. For each task:
- Set the duration for each workflow stage (Action, Verify, Accept).
- Assign the right people to each role.
- Define dependencies between tasks.
See:
4. Add checklists
Attach checklists to tasks to make expectations explicit. Use company templates for recurring processes.
See:
5. Schedule the project
Run auto-scheduling to calculate expected dates based on durations and dependencies. Compare expected dates against baselines to spot schedule risks early.
See:
6. Identify and track risks
Add known risks to the risk register. Link mitigation actions to tasks so they are tracked as part of the project work.
See:
7. Execute and monitor
As the team works through tasks:
- Action SMEs complete their work and checklists.
- Verify SMEs review and approve (or request rework).
- Accept SMEs give final sign-off.
- Project managers monitor the dashboard and burndown charts.
See: |
What makes IMPACT different
| Traditional tools | IMPACT |
|---|---|
| Tasks are "done" when someone ticks a checkbox | Tasks go through Action → Verify → Accept |
| Checklists are optional add-ons | Checklists are core to defining and verifying work |
| Risk management is a separate spreadsheet | Risks live in the project with mitigations linked to tasks |
| Scheduling is manual or requires specialised tools | Auto-scheduling calculates dates from durations and dependencies |
| Quality control happens at the end | Quality is built into every task through the three-stage workflow |
Tips for success
- Start with milestones, not tasks. Define what success looks like at each phase before breaking it into tasks.
- Use checklists to define "done". A task without a checklist leaves room for ambiguity about what was actually completed.
- Keep the risk register alive. Add new risks as you discover them during execution, not just at the start.
- Check the burndown weekly. A flat line means nothing is getting completed — investigate early.
- Let auto-scheduling do the maths. Set durations and dependencies, then let IMPACT calculate the dates. Manual date juggling does not scale.