Skip to main content

PlanningRooms

PlanningRooms are collaborative planning workspaces that support teams across different organizational levels as they focus on strategic activities and provide wide visibility across the organization. With direct URL access, teams configure each PlanningRoom to include specific elements such as reports, portfolio trees, portfolio Kanban boards, and scorecards.

Who uses PlanningRooms: Product owners configure rooms for backlog grooming and release planning. Portfolio managers set up rooms for strategic planning sessions. Program managers create rooms for PI planning and cross-team coordination. Scrum masters use rooms for sprint planning with distributed teams.

Permission requirement: All team members can access and use existing PlanningRooms. Creating new rooms or administering room settings requires Project Admin privileges.

What Are PlanningRooms​

PlanningRooms are dedicated collaborative workspaces designed for teams planning at different levels of your organization. Each room provides a focused environment where planning groups can access the tools, data, and metrics most relevant to their scope and responsibilities.

Who Uses PlanningRooms​

Groups who plan at different organizational levels create their own PlanningRooms and configure them to focus on specific areas:

  • Steering committees: High-level strategic planning and portfolio oversight
  • Product planning groups: Product-specific planning and roadmap development (Product A planning group, Product B planning group)
  • Component teams: Focused planning for specific components (security component planning, infrastructure planning)
  • Program teams: Cross-team coordination and program increment planning
  • Release train teams: Planning and coordination across agile release trains

Key Capabilities​

PlanningRooms provide flexible, customizable environments:

Multi-level planning: Support planning at portfolio, program, and team levels with appropriate visibility for each.

Focused workspaces: Configure each room to display relevant items based on project, schedule, or program context.

Customizable panels: Install and configure panels specific to each planning group's needs (Kanban boards, scorecards, dependency boards).

Direct URL access: Bookmark and share room URLs for quick access without navigating through menus.

Collaborative tools: Enable team members to coordinate efforts, track progress, and communicate within the room context.

Strategic visibility: Provide wide visibility across portfolios, programs, and teams for informed decision making.

Common PlanningRoom Configurations​

Different planning groups typically configure rooms for their specific needs:

Portfolio Planning Rooms​

  • Portfolio Kanban Board
  • Portfolio Tree
  • Portfolio Item Cumulative Flow reports
  • Strategic Theme tracking
  • High-level burn-up charts

Program Planning Rooms​

  • Program Kanban Board
  • Dependency Board
  • Cross-team coordination tools
  • Program increment planning panels
  • Team capacity views

Product Planning Rooms​

  • Product backlog views
  • Roadmap timelines
  • Feature prioritization tools
  • Release planning boards
  • Product burn-up charts

Component Planning Rooms​

  • Component-specific backlogs
  • Technical dependency tracking
  • Architecture decision logs
  • Component team scorecards
  • Integration planning views

Get Started with PlanningRooms​

To begin using PlanningRooms:

  1. Access PlanningRooms: Navigate via the hamburger menu > Rooms > PlanningRooms
  2. Explore existing rooms: View all PlanningRooms you have access to
  3. Join planning sessions: Participate in collaborative planning activities
  4. Create new rooms: Set up rooms for your planning groups (requires Project Admin role)
  5. Bookmark favorites: Save direct URLs for rooms you use frequently

Best Practices​

Create purpose-specific rooms: Set up separate rooms for different planning purposes rather than one room for all activities.

Use descriptive names: Name rooms clearly to indicate their purpose and planning level (for example, "Security Component Q1 Planning" not "Room 3").

Configure relevant panels: Install only the panels your team actually uses to avoid clutter and maintain focus.

Share direct URLs: Provide team members with bookmarks to specific rooms they need regularly.

Review membership regularly: Ensure room membership stays current as team composition changes.

Establish room conventions: Define team agreements for how each room should be used and maintained.

Troubleshooting​

Why can't I create a new PlanningRoom?

Creating PlanningRooms requires Project Admin privileges. Contact your administrator if you need to create rooms for your team. Administrators can grant you the necessary permissions or create rooms on your behalf.

Why don't I see panels I added to the room?

Panels may require specific permissions or edition features. Verify that your role has access to the underlying features (e.g., Portfolio Kanban Board requires portfolio access). Some panels may be available only in Premium edition.

Why can't other team members access the PlanningRoom?

Team members need to be added to the room's membership list. Room administrators manage membership through PlanningRoom settings. Verify that team members have project access for the work displayed in the room.