Students across Europe are building satellites in handy beverage can format – ESA calls the program CanSat, a competition for can satellites. At the forefront of participants from the USA, Germany, and India are Hungary, where a total of 84 teams are participating – and relying on OpenProject. The record participation in ESA’s student competition is a great success for the small country, which is now almost catching up with Germany.
Read this case study to learn more about this fascinating project.
ESA asks students to develop a simulation of a satellite that fits into a beverage can
The task is outstanding: Develop a simulation of a satellite that fits into a standard beverage can – the Student Spacelab Network (SSN) was created to support ESA’s CanSat Competition. The teams need OpenProject for the organization.
Image: In the CanSat Lab and Student Spacelab Network, over 80 groups use OpenProject to organize themselves to build satellites together. (Source: SSN)
And it sounds simple: The ESA project requires “the simulation of a real satellite”, including all common subsystems, all in the confined space of a small 0.33-liter soda can.
Hungarian students plan, build, and launch satellites
The can must contain a power supply, sensors, and a communication system. In the final test, the small unit must survive a rocket launch that carries it almost a kilometer high into the atmosphere, where a scientific experiment takes place. Alternatively, the cans may also be launched from a platform, drone, or balloon – but a safe landing is always a must so that the data from the experiment can be evaluated.
Image: “Challenge your students to build a can-sized satellite”: Under this motto, ESA is calling on students and scientists to nurture the next generation. (Source: ESA)
Required experiments for CanSat
As far as the experiments are concerned, one requirement is to measure the air temperature and air pressure once per second, including transmission via radio. However, the components of the second experiment are left entirely up to the student team and their imagination – they range from measuring data during descent to launching a mini rover from the can.
Image: Many students take part in national satellite construction competitions such as this one here in Hungary every year. (Source: CanSat)
At the same time, there is a great deal of pride in this first Hungarian non-profit laboratory network, which offers curious, motivated teenagers the opportunity to get involved in space travel and work with high-tech equipment. Dreams come true in a country with a long tradition of craftsmanship and technology – who would have thought they could simply get involved in a space project?
Successful competition for young talent – everyone wants to go into space
This works thanks to good planning: building mini-satellites requires laboratories such as those found at universities or well-equipped companies. The aim of the CSL is to provide the basic equipment that students need to build the satellites, such as 3D printers and soldering stations. But that’s not all: robot-controlled production lines, metal 3D printers, laser cutters, CNC milling machines, and much more are also available throughout Hungary. The photos from the CanSatLab Finals 2024 show the teams in the final competition with the rockets that launch the small satellites or how they glide safely back to the ground on parachutes.
Fourteen universities and twenty companies are on board in Hungary, and the infrastructure at over 40 locations is completely accessible remotely. The goal is to always have specialists on site who can provide support with their expertise on the machines and also with satellite construction. If the desired funding is secured (and as of October 2025, it looks like there will even be 80 locations), in addition to the mentors, there will also be online help and workshops, hybrid presentations, and further training for both students and mentors.
Image: Örs Hunor Detre, organizer of the Student Spacelab Network SSN, a project of ESA’s CanSat competition. Source: CanSatLab
Building on the experience of the James Webb Space Telescope
The mastermind behind the Hungarian CanSatLabs is Örs Hunor Detre, who himself worked for ESA for many years. Örs worked on the Nancy Grace Roman Space Telescope RST from the outset, having previously held a position of responsibility at the James Webb Space Telescope JWST and worked at the Max Planck Institute for Astronomy in Heidelberg from 2008 to 2023. For the JWST, he supervised the Mid-Infrared Instrument MIRI as European Electrical Lead and Mechanism Subject Matter Expert, and he enjoys showing photos from his work with NASA and ESA experts in Europe and the USA.
Image: The James Webb Space Telescope is the largest of its kind in space. Örs Hunor Detre had the opportunity to work on it and was responsible for MIRI, the Mid-Infrared Instrument. (Source: NASA, flickr)
“Space projects are just cool; they can motivate and inspire people, says Detre, “and that’s especially important with students.”
The Hungarian learned “how an institute should function” at ESA and NASA and has clear ideas about where the journey should take him. “Everyone wants the NASA badge, it’s cool, and telling kids that they can get it too is great.” Astronomy is a wonderful introduction to astrophysics, and that’s where you can really let your imagination run wild, “because all the sciences are represented there”, he enthuses.
Future plans for CanSat
Next year, the project is to be expanded even further, with a self-imposed goal of creating a Hungarian satellite constellation consisting of more than four CubeSats – if funding is secured.
The aim is then to overtake Germany, which currently ranks first in terms of participants. “Our goal is for our non-profit organization to use space research to get high school students excited about STEM subjects (science, technology, engineering, and mathematics). To achieve this, we offer technical and environmental support and collaborate with universities, experts, and space research companies,” explains Detre.
Ten universities, 150 employees, over 40 locations networked with OpenProject
To make this plan a reality, ten universities with around 150 employees have joined forces and set up a professional project management system, OpenProject, of course. “We started with the Community version on one server for all aspects, across eight countries, until we realized we needed support.” Because funding was limited, OpenProject supported CanSatLab with the Enterprise version.
Image: The scientists at SSN / CanSatLab led by Detre now use many features in OpenProject, from documentation to in-depth project management.
Open source software is becoming more and more important, especially in the public sector in Europe. Open source implies providing access to its source code or segments of it, permitting utilization, modification, additions, and distribution. This means that the software is particularly transparent and therefore secure and reliable. By using an open source software in the public sector, you make sure to play it safe. You also stay independent by avoiding a vendor lock-in, which could save a lot of money.
OpenProject is a popular choice in the public sector when looking for task or project management software. But what about other software categories like file sharing, messaging or an office suite? There are several great software solutions on the market which are gaining more and more recognition in the European public sector.
OpenProject: The open source project management software
You are reading this article on the OpenProject blog: We provide an open source software for efficient task and project management – all in one system. OpenProject is suitable for various project management methodologies, including classic, agile and hybrid approaches. It facilitates collaboration between distributed teams throughout the project lifecycle. OpenProject is designed for organizations of all sizes and industries that manage their projects according to open source principles and value data control.
Manage your tasks and projects with various OpenProject highlight features like:
Nextcloud: The open source content collaboration platform
“Regain control over your data” – is what Nextcloud offers you. The open source software enables users to collaborate remotely and share data in an easy and secure way. This is particularly appreciated by customers from the public sector. Nextcloud works on-premises or as SaaS in a cloud version.
With the Nextcloud Hub, you can work and collaborate in – currently – six different areas:
Nextcloud Files: Universal file access and sync platform.
Nextcloud Talk: Private audio and video conferencing with text chat and screen sharing option.
Nextcloud Groupware: Calendar, contacts, mail and other productivity features.
Nextcloud Assistant: Local AI assistant that can generate content and more.
Nextcloud Flow: Set of intuitive components to automate workflows.
Tip
If you already use OpenProject, you have one more reason to manage your files via Nextcloud! There is a Nextcloud integration for OpenProject and an OpenProject app for Nextcloud – to provide the best user experience based on open source software.
Try out Nextcloud file management in a free 60 minutes trial and get access to Nextcloud Files, Nextcloud Groupware, and Nextcloud Office.
XWiki: The open source enterprise wiki
XWiki offers an open source generic platform for developing projects and collaborative applications. Customers use XWiki as an open source alternative to Confluence.
XWiki offers many features, for example:
Advanced collaborative editing: WYSIWYG and macro editors
Structured information: AppWithinMinutes, livetables, blog and more
Enterprise integration: Groups management, LDAP connection and more
Flexibility and extensibility: Over 600 extensions
Element is an open source and Matrix-based end-to-end encrypted messenger and secure collaboration app. In contrast to other messenger software products, your communication is end-to-end-encrypted, which makes chatting about confidential information feel much more relaxed. Especially when using a messenger, people quickly forget that they may be exchanging sensitive data.
The Element messenger offers group chats for individuals or teams, voice and video chat and also bridges between communication silos like WhatsApp or Signal.
Tip
At OpenProject, we are passionate about using open source software solutions for our work. So we use Element to chat between colleagues, discuss topics in channels, and organize socializing events like game nights. Always knowing that our data is secure and end-to-end-encrypted.
Get started with Element by contacting their sales team and choose between a self-hosted or the fully-managed cloud version.
Univention: The open source solution for identity and access management
Univention develops open source solutions for central identity and access management in large network infrastructures. Customers are enterprises, IT admins and especially educational and administrative organizations. Apart from the Univention Corporate Server (UCS), there is UCS@school, a platform particularly optimized for educational use cases.
UCS can be easily integrated into existing environments, and the integrated app center offers a multitude of enterprise solutions. Thanks to Univention, the open source and sovereign workplace solution openDesk is based on a reliable and secure IT infrastructure.
Take a look at Univention to see their products, read about use cases and start a demo.
Open-Xchange: The open source e-mail provider
Open-Xchange (OX) provides an e-mail platform for hosting, telcos and organizations, especially for the public sector. These are OX’s different products for secure e-mail communication:
OX Cloud: An e-mail and collaboration solution for e-mail providers
OX App Suite: A modular e-mail and productivity suite
PowerDNS: A provider of secure open source and commercial DNS software
Dovecot Pro: A full-service e-mail platform with compliant support for the IMAP, POP3, LMTP, and Manage Sieve protocols
Collabora Online is an open source office suite that supports all major document, spreadsheet and presentation file formats to integrate in your own infrastructure. It works both for organizations or enterprises and for hosting and cloud businesses. Available on desktop and mobile.
These are Collabora Online’s apps:
Writer: A WYSIWYG text editor that supports odt, .docx, .doc, .docm and .rtf
Calc: A spreadsheet app that supports .ods, .xlsx, .xls, .xlsm and .csv
Impress: A presentation editor that supports .odp, .pptx and .ppt
Draw: An app to draw shapes and diagrams that supports .odg and .vsd
Tip
Collabora is well integrated online with Nextcloud, so you can create documents directly in Nextcloud Office and edit them collaboratively.
Nordeck: Open source widgets for Element, Matrix and Jitsi
Nordeck offers support in the classic digitization steps in terms of connecting and networking prefabricated solutions, as well as development services in the open source area. It stands for sovereign and secure digital solutions.
Apart from offering individual software solutions and consulting, Nordeck has developed widgets for Element:
NeoBoard: A collaboration board with fixed stage size and division into individual slides
NeoBarCamp: A session planner for the workshop format “BarCamp”
NeoDateFix: A widget to have scheduled video meetings
NeoChoice: A voting widget to make quick decisions based on individual opinions
API Toolkit: A reusable framework for creating matrix widgets
What is better than one open source tool? Right - several open source tools, combined in one workplace solution. This is available with openDesk, as we explained in an initial blog post: “The rise of the Sovereign Workplace: Your open source alternative to Microsoft and Google”. With openDesk, you get access to multiple open source software products combined in a flexibly customizable workplace solution. Book a demo now on the official openDesk website.
The decisive factors for the choice of software in the public sector are data sovereignty, transparency and security without vendor lock-in. Therefore, we should increasingly rely on open source software in Europe. Let’s continue working together to realize a true open source alternative. This way, companies stay independent and at the same time know: My data is safe.
OpenProject 16.5 has been released and this version introduces new features and improvements again. Please take a few minutes to learn what changes for you. We will summarize the most important changes in this blog article and, as always, please see our release notes that contain all changes, features and bug fixes.
Add work packages to a meeting section in the Meetings tab
When preparing for a meeting, it’s often the small details that make a big difference. Until now, adding a work package to a meeting from the Meetings tab was already possible, but it always landed at the end of the agenda. Teams then had to manually move it to the right section — an extra step that sometimes led to confusion.
With 16.5, this process becomes much smoother. When you add a work package to a meeting, you can now add it directly to the right section or choose the backlog. The improved meeting selector also makes it easier to find the right meeting, whether it’s one of your upcoming appointments or part of a recurring series.
Choose color mode more conveniently with “Increase contrast” checkboxes
Over the last releases, we have steadily improved how you can adapt OpenProject’s appearance to your needs. In 16.4, we introduced the option to automatically sync the color mode with your operating system, as well as a dark high-contrast mode alongside the existing light one.
With 16.5, we are making these settings even more practical. Instead of switching between multiple predefined modes, you can now simply choose Light, Dark, or Automatic, and then enable an “Increase contrast” checkbox for the selected mode.
When you manage many projects, you often just want to see what changed recently. In 16.5, project lists include an “Updated on” filter and a sortable “Updated on” column. Sort by this column (newest first) or combine the filter with other criteria to focus on the projects that were modified most recently.
For integrations and automation, the API now supports an updated_at filter on the /api/v3/projects endpoint. This lets you request only projects changed since a given timestamp — useful for delta syncs that reduce waiting time and server load.
Note
Updated on reflects direct changes to the project itself (for example, a new custom field or a renamed project). Latest activity at is much broader and includes activity within the project, such as attribute changes to work packages.
Jump to highlighted target elements from deep links
Deep links are especially useful when you want to point colleagues directly to a specific item in OpenProject. With 16.5, these links now do more than just open the right page — they also scroll to the exact position and highlight the target element.
For example, when sharing a link to a comment in the Activity tab or to an item in a meeting agenda, the element is automatically displayed near the top of the page and temporarily marked with a blue outline. This makes it clear what the link refers to, helping teams save time and avoid misunderstandings.
Confirm critical actions with more accessible danger dialogs
Accessibility is an ongoing priority for us, and with 16.5 we have improved how danger dialogs work for users of assistive technologies. These dialogs are shown when potentially destructive actions require an extra confirmation step.
In this release, we added ARIA semantics so that screen readers announce the relationship between the confirmation checkbox and the action button. When the checkbox is checked, users hear that the button to proceed is now active; when it is unchecked, they are informed that the button is inactive and that they need to tick the checkbox to continue.
Better access to helpful information
Finding the right information quickly is essential, especially when you are just getting started or want to dive deeper into specific features. With 16.5, we have updated the help menu in the header navigation (the ? icon on the right). The entries have been restructured, links refreshed, and localizations added to make it easier to find what you are looking for.
We also included a new Getting started video right inside the menu, giving new users a simple introduction to OpenProject and offering a helpful refresher for experienced teams. These changes are also reflected in the Community widget that is displayed on the home page of every new instance, so guidance is available right from the start.
OpenProject 16.5: Migration, installation, updates and support
You will find more information about all new features and changes in our Release notes or in the OpenProject Documentation.
If you need support, you can post your questions in the Community Forum, or if you are eligible for Enterprise support, please contact us and we are happy to support you personally.
New to OpenProject? To test all features of OpenProject 16.5 right away, create a 14 days free trial instance for our OpenProject Enterprise cloud.
Prefer to run OpenProject 16.5 in your own infrastructure? Here you can find the Installation guidelines for OpenProject.
A very special thank you goes to Helmholtz-Zentrum Berlin, City of Cologne, Deutsche Bahn and ZenDiS for sponsoring released or upcoming features. Your support, alongside the efforts of our amazing Community, helps drive these innovations. Also a big thanks to our Community members for reporting bugs and helping us identify and provide fixes. Special thanks for reporting and finding bugs go to Alexander Aleschenko, Lars Tiedemann, Akihiko Fujikawa, and Johannes Baumgarten.
Last but not least, we are very grateful for our very engaged translation contributors on Crowdin, who translated quite a few OpenProject strings! This release we would like to particularly thank the following users:
Samo, for a great number of translations into Turkish.
Kuma Yamashita, for a great number of translations into Japanese.
Would you like to help out with translations yourself? Then take a look at our translation guide and find out exactly how you can contribute. It is very much appreciated!
As always, we welcome any feedback on this release. 💙
We have released version 2.10.0 of the OpenProject integration app for Nextcloud! ✨ This update brings several usability improvements and fixes to make your project collaboration experience even smoother.
We recommend updating to the latest version via your Nextcloud app center to benefit from the newest enhancements.
Changes of the release 2.10.0:
Clearer error messages for missing or unsupported apps
Improved group handling to avoid user removal issues
Enhanced SSO support for external token exchange setups
Better translations and more user-friendly messages
Thanks to Nextcloud for the continued partnership!
After March 28, 2029, Jira Data Center licenses and apps will expire and become read-only, leaving cloud hosting as the only supported way to stay with Jira. But for many organizations, cloud hosting is not an option. On top of that, Atlassian recently burdened its customers with significant price increases for Jira Service Management (JSM) Cloud products.
The challenge: Finding a new self-hosted project management software within a short period of time, migrating existing data and onboarding the users so that your teams can switch over as effortlessly as possible.
Looking for: A feature-rich and affordable project management tool that also offers long-term on-premises solution. A solution where you have full ownership and control of your data within your own infrastructure.
Break free from Jira’s vendor lock-in and choose freedom with OpenProject
OpenProject offers exactly what many (still) Jira customers are looking for: a secure, powerful, and, above all, reliable solution for their projects, at attractive pricing models, or even completely free of charge in our Community version.
Next steps for your migration from Jira Data Center to OpenProject
If your organization depends on Jira Data Center, you have to act now.
Start your free OpenProject trial to get to know our product hands-on.
Map your use cases with OpenProjects features or ask us for help to understand your possibilities with OpenProject.
Choose a self-managed, long-term solution.
We will help you plan a migration path and the onboarding plan.
OpenProject is a powerful open source alternative to Jira
OpenProject is a highly developed, fully featured best-in-class project management software that offers a long-term on-premise solution. It supports both self-hosted and managed hosting options and gives you full control over your infrastructure without locking you into a specific vendor.
With advanced work package tracking – comparable to Jira issues – and comprehensive modules for agile boards, Gantt charts, and time and cost tracking, OpenProject covers a wide range of project requirements.
The software is available as a cost-free Community Edition, while the Enterprise Edition includes powerful add-ons for authentication, integrations, and custom workflows at fair prices.
OpenProject has been continuously developed for over ten years by a growing German company. It is based on a strong commitment to transparency, data sovereignty, and long-term reliability. We continuously develop the product based on our users’ needs.
Important
OpenProject will continue offering its on-premises solution — including new features and security updates — beyond 2029. You choose where to run your data.
Benefit from the open source alliance
Perhaps you’ve considered switching to open source before, but the timing never seemed right? Now is the perfect moment. Security and reliability is just one of at least 8 reasons to choose open source software whenever possible. It’s user-centric, offers fast developments and a high level of customization. And, of course, without vendor lock-in that Atlassian customers currently face.
OpenProject is part of a strong open source ecosystem that builds secure, sovereign alternatives to proprietary software — and actively works to improve interoperability. One example is our partnership with XWiki and CryptPad, officially launched in July 2025. So if you are looking for a Confluence alternative we can recommend checking out XWiki, which is optimized for shared use with OpenProject.
Image: Niels Lindenthal (CEO OpenProject) and Ludovic Dubost (CEO XWiki and CryptPad) at the OSXP in Paris.
Nice to know: OpenProject and XWiki are also part of openDesk, offering a fully sovereign workspace for the public sector in Europe. Stronger together is more than just a slogan for us.
Tip
Another advantage of transparent source code: the members of our open source Community share the same values, and some of them are very competent and proactive. This led to the creation of the OpenProject Jira Importer – a tool written and hosted by a Community member and available as open source as well.
No strings attached: Start your free trial now
Your next step doesn’t need to be complicated. Start a free OpenProject trial today or get in touch to discuss migration paths from Jira Data Center. Because at OpenProject, we are on our user’s side and let you decide where and how to host your data.
When managing complex projects, it is beneficial to use a project management methodology for guidance. PRINCE2 is one of the most popular and widely used methodologies available. OpenProject is a popular tool that supports PRINCE2, offering the advantages of open source software while also being cost-effective. Let’s learn how exactly project managers can implement PRINCE2 with OpenProject.
Note
Originally published in 2018, this article has been substantially revised to reflect the latest changes in both PRINCE2 and OpenProject. The PRINCE2 framework was updated to version 7 in September 2023, adding new priorities such as sustainability, people-centric management, and digital/data integration. At the same time, OpenProject has introduced key features — like meetings enhancements, baseline comparison, and new permissions — that make applying PRINCE2 workflows easier and more powerful.
Article navigation
If you are already familiar with the PRINCE2 framework, you can jump straight to the practical section on using OpenProject.
PRINCE2 (or Projects inControlled Environments) offers a structured process for projects & provides recommendations for each project phase. It is one of the leading project management methodologies (next to PMBOK (from the Project Management Institute)) and is used in over 150 countries.
PRINCE2 provides a clear structure for projects and is based on 7 principles, 7 practices (formerly known as themes) and 7 processesas described by PRINCE2.com. Let’s take a look at those basics before diving into the OpenProject software.
7 Principles
PRINCE2 is built on seven principles which represent guiding obligations and good practices.
The 7 Principles are:
Continued business justification: A project must make good business sense (justified use of time and resources, clear return on investment).
Learn from experience: Previous projects should be taken into account. Project teams use a lessons log for this purpose.
Define roles, responsibilities and relationships: The decision makers in the project are clearly defined. Everyone in the project knows what they and others are doing. The ‘relationships’ has been added later to PRINCE2 as dependencies are an important part of project management.
Manage by exception: The project board is only informed if there is or may be a problem. As long as the product is running well, there is not a lot intervention from managers.
Manage by stages: Difficult tasks are broken into manageable chunks, or management stages.
Focus on products: Everyone knows ahead of time what is expected of the product. Product requirements determine work activity.
Tailor to suit the project: The PRINCE2 methodology can be tailored and scaled. Projects which are adjusted based on the actual needs perform better in general than projects which use PRINCE2 dogmatically. Formerly known as ‘Tailor to the environment’.
7 Practices
In addition to these 7 Principles, there are 7 Practices – formerly called ‘Themes’ – which are addressed continually throughout the project. They provide guidance for how the project should be managed. They are set up at the beginning of the project and then monitored continually to keep the project on track:
Business Case: This practice is used to determine if a project is worthwhile and achievable. It is related to the principle of Continued Business Justification.
Organization: Project managers are required to keep a record of every team member’s roles and responsibilities. It is related to the Define Roles and Responsibilities principle.
Quality: At the beginning of the project, the project manager defines what constitutes the quality of the project. This is related to the Focus on Products principle.
Plans: A plan is set up which describes how objectives are going to be achieved. It is focused on cost, quality, benefits, timescale and products.
Risk: Uncertain events during the project are identified, assessed and controlled. They are recorded in a risk log. Positive risks are called opportunities, negative risks are called threats.
Issue: How to handle change requests and all types of project-related concerns that arise and require resolution. Issues shouldn’t be ignored, but changes should only be implemented once agreed upon. This practice was formerly called ‘Change’.
Progress: This principle is about tracking the project. This allows project managers to verify and control whether they are performing according to the project plan.
7 Processes
To structure the step-wise progression through a project, there are 7 Processes. Every one of the steps is overseen by the project manager and approved by the project board:
1. Starting up a project
Create a project mandate to answer logistical questions about the project. It covers the purpose of the project, who will carry it out and how to execute it.
From the project mandate a project brief is derived, as well as lessons log and discussions with project members.
A project team is assigned.
2. Directing a project
This is an ongoing process covering the entire life time of the project.
The project board manages activities such as initiation, stage boundaries, guidance, project closure.
3. Initiating a project
During this stage, the project manager determines what needs to be done to complete the project and outlines how the performance targets will be managed (cost, time, quality, benefits, risks, scope)
4. Controlling a stage
Project managers break the project into work packages / manageable activities and assign them to the project members.
The project manager oversees and reports the work package progress.
5. Managing product delivery
This manages how the communication between the team and the project manager is controlled.
The activities include accepting, executing and delivering work packages.
6. Managing stage boundaries
The project manager and the board review every stage. The board decides whether to continue the project. The project manager records lessons learned with the team for the next stage.
This process includes
Planning the next stage
Updating the project plan
Updating the business case
Reporting the stage end or producing an exception plan
7. Closing a project
In the final process, the project is closed. This includes decommissioning the project, identifying follow-on actions, preparing project evaluation and benefits reviews, freeing up leftover resources and handing over products to the customer.
Implementing PRINCE2 with OpenProject
OpenProject supports the seven processes, seven principles and seven practices laid out by the PRINCE2 methodology. Let’s see how exactly project managers can implement PRINCE2 with OpenProject in 7 steps:
Starting up a project: Create a project, activate modules, create project Mandate, add members.
Directing a project: Define roles and permissions, create decision checkpoints and track them.
Initiating a project: Define performance targets, set up budgets and assign them.
Controlling a stage: Create work packages and relations, estimate and assing work.
Before any work begins, PRINCE2 recommends clarifying whether the project is viable and worth pursuing. In OpenProject, this “starting up” step is fast and intuitive — you create a new project space, enable the modules you need, and prepare the foundation for structured collaboration, governance, and documentation.
Create a project
Starting up a project in OpenProject starts by simply creating a project. Simply click on the green + button in the header navigation and select + Project in the dropdown. Next, all you need is to provide a name and click on Create.
Activate the modules you need
Now the project is created and you can start with some basic settings. Navigate to project settings → Modules to make sure that the Wiki, Work packages, Time and costs, and — optionally — Meetings, Forums, Budgets, and News modules are activated. These modules support transparency, collaboration, and documentation, which are all central to a people-focused approach in PRINCE2 7.
The Wiki module is especially useful for documenting your Project Mandate, Lessons Log, and other artifacts like communication plans. This aligns with PRINCE2’s emphasis on accountability, people, and continual learning.
Create a Project Mandate in the Wiki module
Next, select Wiki from the side menu on the left side and use it to create the Project Mandate. Make sure to press the Save button at the end. If you like, you can already create more wiki pages, such as the Lessons log as well.
Add members to your project
Afterward, go back to your project and select Members from the side menu to add the project members and assign them roles.
If the project members do not yet have an OpenProject account, you can send an invite to them directly in your project.
Tip
If you’re a system admin, you can invite new members to your instance and add them to the project afterward. Click on your avatar on the top right and select Administration → Users and permissions. You can also assign entire groups to add multiple project members at once.
2. Directing a project
Once the project is set up and the team assigned, the project board’s role in PRINCE2 is to guide the project and approve important decisions. In OpenProject, you can reflect this setup through roles, permissions, and decision checkpoints.
Define roles and permissions
You can configure which roles have permissions to edit, approve, or only view information under Administration → Users and permissions → Roles and permissions.
This lets you ensure that:
Project managers can update plans and work packages.
Board members can review progress and approve major stages.
Team members see only what’s relevant to them.
If these permissions are set in the system administration, you can go back to your project, navigate to Members in the left menu and assign key roles like Project Manager and Board Member.
Create decision checkpoints with Milestones and Gantt charts
Use Milestones to mark stage boundaries that require approval. In OpenProject, milestones are a type of work package that has a target date, but no duration like other type of work packages. To display milestones and their connected work packages, use OpenProject’s Gantt charts.
Go to Gantt charts in the left side menu, click on the green + Create button and select Milestone in the dropdown. You can also add watchers (e.g. the group ‘board members’) to be notified when a milestone is reached.
Create several decision checkpoints (Milestones) along with phases, tasks and other work package types you need and create relations and hierarchies.
Track decisions and approvals
Use status fields to indicate when a stage or work package is waiting for board approval. For example, set the status to “Pending board decision” or use a custom field with dropdown options like “Pending”, “Approved”, or “Exception required”.
Board members can leave comments or change the status directly in the work package — no separate tool or email chain needed.
3. Initiating a project
Once the project board has authorized the start, PRINCE2 focuses on planning how the project will be executed, controlled, and completed. In OpenProject, this is where you lay the groundwork: define performance targets, plan project phases, and estimate resources.
Define performance targets
Use a Wiki page to summarize the project’s key targets — such as time, cost, scope, risk, quality, and benefits. This creates a shared understanding for everyone involved.
You can include the wiki as a custom text widget on the project overview page to make it visible at a glance. To do this, open the Overview, and click on + Widget, then select Custom text. On this page, you can also display other key performance targets to see all important information when accessing your project.
Set up budgets and assign them
Go to the Budgets module to create a new budget. Enter a name and define cost units, such as hourly labor rates or material costs. You can also set a base amount. This will help you track whether the PRINCE2 project remains within its financial boundaries throughout.
If you’ve created phases or milestones in the directing phase, you can now assign budgets to them. Click the info icon to open the Details view, then assign them to your budget under the Costs section. This ensures financial alignment across stages.
In PRINCE2, the project manager is responsible for monitoring progress within each stage and ensuring that work packages are delivered according to the plan. In OpenProject, you can break phases into smaller work packages, assign responsibilities, and track progress using the work package table.
Break down the work and create relations
After setting up the initial phases and milestones, continue by breaking the phases down into work packages. To do this, click on the three little dots next to a phase and select Create new child. Select type Task or Work package if you created a separate type for this. See the OpenProject user guide on how to create a new type.
To show dependencies between work packages and create logical links, users can create different types of relations between work packages, e.g. predecessor, successor, child, blocks, part of … or relations without logical effects on the related work package.
Estimate work
During the Controlling a stage process in PRINCE2, it’s crucial to track ongoing work and respond proactively to any risks of deviation. In OpenProject, the Estimates and progress section in each work package provides a clear overview of effort and status.
This section includes:
Work
Spent time
Remaining work
% Complete
To add work, you can either open a work package and add the information there. Or, if you want to edit several work packages right after each other, create a work package table that shows columns for progress. Add the column Estimated time to provide an effort estimate in hours.
Assign work
Afterward, continue by assigning the work packages to the project members by clicking on the cells in the Assignee column.
5. Managing product delivery
According to PRINCE2, this process focuses on the scheduled execution of work and the delivery of high-quality outcomes. OpenProject supports this through structured collaboration, time tracking, and transparent communication — all directly linked to each work package.
Log time on work packages
While working on the project, project members can log their time by opening the work package details view, selecting the More (three dots) menu and then the Log time entry. Alternatively, they can click the Time tracking button (clock icon) in the top bar. This starts a timer. Clicking it again stops the timer and opens the Log time modal with the duration pre-filled.
Communicate and document on work packages
To facilitate the communication within the project, OpenProject offers the forums, meetings and news module.
The Activity tab in each work package enables team members and project managers to collaborate and keep track of changes. Use @mentions, emoji reactions, and internal comments (available as Enterprise add-on) to stay aligned throughout the delivery phase. Read more about work package activity with OpenProject.
And then there is file management with OpenProject: Upload files with few clicks to your work package or use one of our integrations to link to and from Nextcloud, OneDrive (Enterprise add-on) or SharePoint (Enterprise add-on).
6. Managing stage boundaries
In PRINCE2, every stage should end with a review and approval before moving on. In OpenProject, you can support this by structuring your project into phases and milestones, tracking progress in the Estimates and progress section, and reviewing key outcomes with the team.
The progress of the phases is documented automatically in the Activity section of the phase. Additionally, the progress can be set directly, as we described in the section on how to control a stage.
Manage meetings
To review progress and make go/no-go decisions between stages, we strongly recommend using OpenProject’s Meetings module. It allows you to prepare structured agendas, assign work packages for discussion, and document decisions directly — all in one place.
You can use recurring meetings (e.g., after each stage) and apply templates to keep reviews consistent across projects. During the meeting, outcomes can be recorded directly in the agenda, and follow-up actions can be created as work packages right away. This ensures accountability and traceability for your stage boundary decisions.
Tip
Need to share meeting notes with external stakeholders? Simply export the meeting as a PDF to circulate a summary of key outcomes.
Project life cycle with stages and stage gates
Support stage transitions with approval gates: OpenProject’s project life cycle feature — originally designed for the PM² framework — lets you define phases and gates. In our Enterprise edition, you can edit them and create new ones. Use this feature to visually structure your PRINCE2 stages and introduce checkpoints for management approvals before continuing.
Baseline comparison
To assess how you’re performing against your original plan, use the Baseline comparison feature. With one click, you can quickly see what has changed in your work package tables since a previous snapshot—helpful for identifying deviations before moving to the next stage.
7. Closing the project
In PRINCE2, closing a project means formally completing all work, reviewing outcomes, and handing over deliverables. OpenProject provides the structure and documentation tools to support a smooth and transparent closure process.
PDF reports
When all the tasks, phases and milestones have been completed, you can document the final project report in a wiki page, add a news or create a new document. If you finish your project with a meeting, you can download this as a PDF to generate a final report as well.
Archive the project
As a last step, you can archive the project by selecting Project settings and then Archive. If you think you’ll work on a project with a similar structure in the future, you can also set this project as a template.
Tip
Archiving a project also helps keep your workspace clean and focused on active work. You can still access closed projects and filter them in your project list as needed.
Apply PRINCE2 to your free OpenProject test environment
Whether you’re certified in PRINCE2 or simply looking for a structured, flexible framework, OpenProject gives you the tools to manage projects with clarity, accountability, and transparency — all in a secure, open source environment.
More and more organizations are turning to open source alternatives to implement PRINCE2 and avoid vendor lock-in or rising license costs. With OpenProject, you can build workflows that match your organization’s needs, without compromising control.
Start your free OpenProject trial now and see for yourself how you can implement your company’s workflows with OpenProject. No credit card, no phone number, no strings attached. So there’s really no reason not to give OpenProject a try: https://start.openproject.com/
Working remotely has many advantages, above all maximum flexibility for employees. However, having colleagues spread across the globe also has the disadvantage that you can’t just meet up for a coffee or after-work get-together.
That’s why we in the OpenProject team – which works 100% remotely – try to make sure that social interaction isn’t neglected. One way to socialize in a relaxed atmosphere is through monthly game nights, which are organized by and for employees outside working hours.
Read this article to get an insight into what these events are like.
Ways to make remote work fun
So, how do you keep connected in a remote team? You don’t have hallway conversations, you don’t have socializing in the office after 5pm, you don’t even have similar summer or Christmas events as in non-remote companies.
At OpenProject, here’s what we do to socialize:
Virtual Christmas party,
On-site meetups wherever possible, at least once a year with the whole company,
Monthly random coffee chats (2-4 people),
After work game nights.
Together, these activities help keep the team together and bring fun to work. Let’s take a closer look at OpenProject game nights now.
How game nights at OpenProject work
Game nights are internally organized by employees and usually take place once a month, always outside working hours and are, of course, absolutely voluntarily. Even though sometimes new colleagues join, it’s usually the same group of 5-10 people who are participating.
We started the first game night in 2023, and it soon became an unofficial, but regular place to socialize.
And over time, game night has also become a space for running jokes and shared humor.
To keep things easy and fun and include everyone who wants to participate, we follow these simple ground rules:
Browser-based games only,
Free to play only,
In the evening, outside working hours,
Once a month, we start a poll to decide on the next date.
Games we like to play
As mentioned above, we restrict ourselves to browser-based games to have low-entry barriers. Here are some of our all-time favorites:
skribbl – Each player takes turns drawing a term, which the others guess via text chat (as often as they like). Points are awarded for guessing correctly quickly and for drawing well.
codenames – Two teams play against each other, with one person from each team having to explain certain terms from a 5x5 grid of cards to their team. But: they are only allowed to say one word and one number (indicating how many cards are meant).
timeguessr – You see a random picture and have to decide when and where it was taken. We play that by one person sharing their screen and us collectively discussing to find the right solution.
make it meme – A fun game in which each person chooses a meme (image) and adds text to it. After a few minutes, the outcomes are presented and you can vote for the memes you like best. For us, this is THE game of inside jokes.
garticphone – There are various creative game variations to choose from. They all involve drawing and a kind of Chinese whispers. For example, everyone draws a picture, then receives the picture of another player and has to write a short description. After that, everyone receives only a text and has to draw a picture to go with it - and so on.
wikispeedruns – This game plays through Wikipedia: You choose a starting term and an ending term – e.g. from OpenProject to Banana. To get from the Wikipedia page for the starting term to the ending term, you have to click on links in the text. The player who needs the fewest clicks wins.
Some games are cooperative, some are competitive, and most require a little creativity. A mouse is helpful, especially for drawing-based games, but other than that, all you need is a stable internet connection. And, of course, it’s not really about winning or creating the most beautiful doodles — the focus is always on having fun together.
Some visual insights
Image: Outcomes of a game called Garticphone: One draws something, the next person has to re-draw it but with less time, and so on. From art to absurdity in a few hilarious steps.
Image: Collage of outputs created during OpenProject game nights. Two doodles from garticphone, one meme from make it meme, and one image from wikispeedrun.
Note
As OpenProject employees speak different native languages, we generally communicate in English. Still, it happens sometimes that all game nights participants are German speaking. This is where we switch language and the reason why one image from the above is in German.
Want to take part? Become a colleague!
These social activities are organized by the team, for the team — and are entirely optional. But they’re a great way to have fun together. If this sounds like the kind of workplace you’d enjoy, take a look at our current vacancies.
OpenProject 16.4 has been released and this version introduces new features and improvements again. We look forward to hearing your thoughts and feedback on the latest updates. Please take a few minutes to learn what changes for you. We will summarize the most important changes in this blog article and, as always, please see our release notes that contain all changes, features and bug fixes.
In this blog article, we will focus on two main topics: the new automatic color mode sync together with dark high contrast mode for a more convenient and accessible interface, and the PDF export of project lists for more professional reporting.
We will also briefly summarize additional important features. Here is a quick navigation to all feature descriptions:
We always have many milestones on the roadmap, but some features stand out because they affect everyone. With OpenProject 16.4, you can enable automatic color mode sync in your personal settings. OpenProject will then match your operating system (OS) preference and switch automatically between light and dark mode. If your OS uses high contrast, OpenProject will select the corresponding light high contrast or dark high contrast mode for optimal readability.
These different color modes are more than just convenient options. They are part of our ongoing commitment to accessibility — a principle that has been part of OpenProject from the very beginning, when the project was forked from Redmine in order to remove accessibility barriers. You can read more about this in our articles on real progress in accessibility, written by Niels Lindenthal.
By the way: When our developer Kabiru Mwenja, who is responsible for the color mode changes, demoed the auto-sync feature for the first time, the whole team was genuinely excited. This shows that even though it is a simple option, it makes a real difference in everyday work for many users.
On the one hand, we still believe that the best way to collaborate is directly in OpenProject with living documents. On the other hand, we also know that for many organizations, PDFs remain an essential format. Whether for regulatory requirements (e.g. in the public sector), for digital or printed filing, or simply for sharing professionally styled reports with stakeholders.
This is why, over the past two years, we have continuously added PDF export features to different modules: work packages and tables, work package descriptions, meetings, Gantt charts, timesheets — and now also project lists.
With OpenProject 16.4, you can now export project lists as structured PDF reports. The export includes:
A table of contents that reflects your project hierarchy (when multiple projects are included).
A cover page and numbered sections (e.g., 1, 1.1, 1.2).
Linked section titles to jump back into OpenProject.
The same attributes and order that you configured in the list view.
To export, open the More (three dots) menu on the project list and select Export. In the modal, choose XLS, CSV, or – now also possible – PDF.
Custom fonts for all PDF exports (Enterprise add-on)
Another improvement, available as an Enterprise add-on for customers of Enterprise Basic and higher, is the ability to define custom fonts for all PDF exports. Administrators of the Enterprise Basic plan and higher can now upload fonts under Administration → Design → PDF export font. Once uploaded, the font will be used consistently across every PDF export in OpenProject — from project lists and work packages to meetings, Gantt charts, and timesheets.
This feature is particularly important for organizations with strict corporate design requirements. It ensures that all exported documents reflect the organization’s professional branding and style.
Improved meeting participants dialog
Managing participants now runs smoother: you can search and multi-select users with autocomplete when preparing a meeting, and track attendance during the meeting with simple toggles — including Mark all as attended. The dialog also aligns visually with sharing components and shows a cleaner status on the right pane and in PDFs.
Synchronize group information via OIDC (Enterprise add-on)
OpenProject 16.4 introduces the ability to synchronize group memberships from your OpenID Connect (OIDC) provider. This makes it easier to manage user groups and permissions centrally in your identity provider and ensures that memberships in OpenProject reflect those settings whenever users log in. Admins can filter which groups to import, extract name substrings, auto-create groups, and distinguish between locally managed vs. synchronized memberships.
Improved budget handling in project queries and budget planning
Budget setup is more practical: you can define a Base amount (a fixed sum) without detailing material or labor costs — and still add them later, if needed. Project lists now include planned budget, spent budget, spent percentage, and available budget for a clearer overview. We plan to continue improving budgets in upcoming releases. Read more about budgets in our user guide.
Updated Home and Project overview page
We refreshed the widgets on the Home and the Project overview pages:
cleaner styling (white backgrounds in Light mode, rounded corners, improved Dark mode support),
an always-visible More (three dots) menu,
a clearer add widgets click zone,
and a new + Widget button in the subheader that opens the selection modal and places new widgets at the top for instant feedback.
OpenProject 16.4: Migration, installation, updates and support
You will find more information about all new features and changes in our Release notes or in the OpenProject Documentation.
If you need support, you can post your questions in the Community Forum, or if you are eligible for Enterprise support, please contact us and we are happy to support you personally.
New to OpenProject? To test all features of OpenProject 16.4 right away, create a 14 days free trial instance for our OpenProject Enterprise cloud.
Prefer to run OpenProject 16.4 in your own infrastructure? Here you can find the Installation guidelines for OpenProject.
A very special thank you goes to Helmholtz-Zentrum Berlin, City of Cologne, Deutsche Bahn and ZenDiS for sponsoring released or upcoming features. Your support, alongside the efforts of our amazing Community, helps drive these innovations. Also a big thanks to our Community members for reporting bugs and helping us identify and provide fixes. Special thanks for reporting and finding bugs go to Björn Schümann, Harald Herz, James Neale, Rince wind, Alexander Aleschenko, Sam Yelman, Stefan Weiberg, Tom Gugel, Johannes Baumgarten, and Christoph Nodes.
Last but not least, we are very grateful for our very engaged translation contributors on Crowdin, who translated quite a few OpenProject strings! This release we would like to particularly thank the following users:
Alin Marcu, for a great number of translations into Romanian.
William, for a great number of translations into Chinese Traditional.
OlhaTrotska, for a great number of translations into Ukrainian.
Would you like to help out with translations yourself? Then take a look at our translation guide and find out exactly how you can contribute. It is very much appreciated!
As always, we welcome any feedback on this release. 💙
Marketing teams, we know your struggles. Your content planning deserves better than sticky notes and scattered tools. Sometimes, all it takes is a smart structure and the right tool to turn chaos into clarity. Customize OpenProject to plan your content efficiently in one place — it’s free, open source, and built for team collaboration. From discussing a new strategy to handing over content pieces for review, manage your marketing work in a clear, precise way. And be the flagship of your organization.
This article gives you tips and practical insights into how we at OpenProject use our own tool: for content planning, social media calendars, campaign coordination, and more.
Looking for a great and low-cost content planning tool?
Especially small marketing teams face challenges like:
How do we plan and organize our content effectively?
How can we make it transparent which content still needs review or is ready to be published?
What should we do with content ideas that aren’t ready to be scheduled yet?
How can we make sure the whole team has full visibility into content plans and responsibilities?
How do we coordinate with other departments — like Sales or Product — without endless email threads or lost feedback?
How can we collaborate with freelancers or external partners without granting access to everything?
And above all: How do we keep everything in one place, without paying for yet another tool?
OpenProject is free and open source
Maybe you’ve already tried to solve these challenges with tools like Trello, Asana, or Notion — but none of them fit your exact workflow? Perhaps they lack transparency, are hard to customize, or simply cost too much?
OpenProject is a powerful alternative to these content and project planning tools. It’s free and open source — which means no licensing fees in the Community edition, full data control, and maximum flexibility. You can tailor your setup to match exactly how your marketing team works.
OpenProject makes it easy to manage all types of content in one place — from blog articles and social posts to videos, designs, and written copy — so your entire planning process stays connected.
It comes with all the essential features for content planning and team collaboration:
Agile boards to track content status from draft to publication.
Calendar views to schedule blog posts, campaigns, and social media content.
Relations between tasks / content pieces (e.g. the social post for a blog article).
File management and comments to collaborate transparently in one place.
Insights: How to use OpenProject in a marketing team
But let’s get specific: What does OpenProject actually look like when used as a content planning tool? In the following sections, we’ll give you a detailed look into how we — the OpenProject marketing team — use our own software every day. Because we know the struggles of content planning firsthand. And we know exactly how to tailor OpenProject to organize and structure marketing work effectively.
OpenProject gives you a lot of flexibility — but you have to know how to make the most of it.
Content planning with OpenProject
Let’s start with the basics: In OpenProject, everything begins with a “project” — but that doesn’t mean it has to be a classic project with deadlines and deliverables. You can simply create one called “Marketing” and use it as your team’s workspace. Depending on your structure, you can also create sub-projects like Content marketing or Event marketing. If you’re a small team, we recommend starting with just one project, which keeps everything in one place and is easy to manage.
Now it’s time to define your work packages. In OpenProject, work packages are the building blocks and can be of types like task, campaign goal, blog article, or social media post. This is where the flexibility of OpenProject really shines: You define the types that make sense for your marketing work, and you choose the status values that reflect your workflow.
For example, a blog article might move through the following statuses: New → To be scheduled → Scheduled → In progress → Needs review → Closed.
To make your setup even more precise, you can use roles like Assignee and Accountable to clarify responsibilities — for example, who’s currently reviewing a piece and who’s ultimately responsible for delivery. And if your team needs additional information to stay aligned, you can define custom fields to track things like campaign goals, target audiences, or publishing channels. It’s all fully customizable to match your team’s workflow.
Table view or board view — work how your team prefers
In OpenProject, you can work in different views depending on your team’s style:
The Table view shows your content tasks in a familiar spreadsheet-like format. It’s great for bulk editing, filtering, grouping, and customizing columns — like status, finishing date, or assignee.
The Board view lets you organize content in an agile Kanban-style layout. It’s perfect for visual planning and drag-and-drop changes between statuses like In progress, Needs review, or Published.
You can switch between views anytime, and every view can be customized to show exactly what your marketing team needs.
With this structure in place, your marketing team is ready to manage all kinds of content workflows, from blog posts to social media management and event planning.
Blog article management
We’ve already given you some insights in our blog article management above. Let’s walk through the full process, from idea to publication.
One person comes up with an idea and creates a new work package of type Blog article. They add all their thoughts into the description and @mention their colleagues or team leads in the Activity tab to discuss if and when this idea is ready to follow up on.
The mentioned person answers and updates the status from New to To be scheduled. They also assign the work package to the person responsible for writing and publishing.
When the article is written, the status is set to Needs review and the assignee is changed to the colleague who will do the review. This makes responsibilities clear at every stage.
When the article is ready to be published, a date must be set. If you’ve set up a calendar (by filtering for type blog article), the article will now be shown there.
Here’s an insight into the blog article calendar at OpenProject:
Tip
Subscribe to your OpenProject calendar from your external calendar app. This way, you always see when blog articles are scheduled. This isn’t just helpful for your team, but also for Sales, Support, or others who want a quick overview of upcoming content.
Once the article is published, the work package is marked as Closed. This removes it from your open work lists, but it still exists for future reference or performance tracking.
Of course, you might now want to share your new content piece for the world to see. To do so, let’s look at how to manage social posts with OpenProject.
Social Media management
Once your content is ready, it’s time to get it out into the world — and social media is usually the next step. With OpenProject, you can plan and coordinate your social media posts just as precisely as your long-form content.
Each social post becomes its own work package. You can set the type to Social media and use custom fields to track channels (e.g. LinkedIn, X/Twitter, Instagram) or campaign tags. This keeps everything structured and filterable.
A typical process might look like this:
Create a work package of type Social Post for each planned social post. Add the content draft directly into the description or attach a file if needed. Make sure to add a date so that your post will appear in the calendar.
Add relations between social posts and the content they support (e.g. a blog article or campaign). That way, you always see which social activities belong to which main content pieces.
Assign responsibilities and collaborate in the comments to finalize your posts. You can also assign the whole team if you don’t know yet who will take care of it.
Event and campaign management
At OpenProject, we actually don’t run many marketing campaigns or large-scale events — but we know how crucial structured coordination can be for teams that do. Especially when multiple parties are involved, things can get messy fast without a clear system.
That’s where OpenProject’s flexibility really helps: You can create a dedicated subproject for each event or campaign. This allows you to keep your planning structured, define specific settings, and even invite external stakeholders or agencies without giving them access to your full Marketing workspace.
Meeting management
Need to align schedules, assign tasks, or review campaign materials? Use the Meetings module to prepare agendas and capture outcomes. This helps not only with event preparation, but also with recurring internal check-ins or retrospective meetings.
Tip
At OpenProject, we use our own Meetings module for regular 1:1 meetings between the team lead and content manager. The content manager simply adds the work packages they’re currently working on or need to discuss — and a meeting template ensures all sessions follow a consistent structure. This is what we mean by keeping “everything in one system”.
Team collaboration beyond your marketing team
OpenProject is the perfect choice for open-minded and clever marketing teams who want to customize a content planning tool to their exact needs. From managing blog articles and planning social media posts to coordinating campaigns, events, and team meetings — everything stays in one place, structured and transparent. You define the workflow, the content types, and the collaboration setup.
Marketing teams are often the first to structure their work, but rarely the first to get the tools they deserve. OpenProject helps you take the lead by offering a free content planning tool: streamline your content workflows, collaborate efficiently with other teams, and set an example for transparent, organized work across your organization.
Show what smart teamwork looks like. Become the blueprint for how your company gets things done.
Start your free trial today
You’re probably not reading this just out of curiosity. You’re managing campaigns, chasing approvals, and trying to bring order to creative chaos. We’ve been in the same spot, and that’s why we built this setup for ourselves. If it works for us, it could work for you too.
You know that every good article ends with a call to action, and here’s ours: Start your free trial today. No credit card, no phone number, no pressure. After 14 days, it’s entirely your call whether to continue — but we believe OpenProject will speak for itself.
Using project templates in OpenProject helps your team save time, avoid repetitive setup, and ensure a consistent project structure across your organization.
Let us have a look at how you can set up project templates in OpenProject.
3 steps to create a new project template
In OpenProject, only administrators can create and remove project templates. That way, there is a handful of people ensuring consistency and overseeing the amount and structure of templates.
To set up a new project template, you can either create a new project from scratch or convert an existing one into a template. If you want to make sure that all settings are predefined as you need, we suggest creating a new template project.
We will go through all three steps by using an example use case.
Project templates example use case
Let us use the example of organizing an event, e.g. a conference. This is something that can occur frequently, e.g. quarterly or annually. In order not to have to start from scratch every time and also to help in case different colleagues are organizing conferences, a template can be very useful to save time and build on past experiences.
We’ll walk you through which modules can be pre-configured to get the most value out of templates.
Now you see the screen where your template will later appear as well. Select a template to start with prefilled settings or start with a blank project.
Then, you name your project that will later become your template.
When you create your project template as described above, consider adding template to its name, making it easy to distinguish it from your normal projects. Your project template will appear e.g. in the project lists so that you would want to be able to see which of the projects serve as templates.
We advise to add a short description that will also appear in the overview of selecting a new project from a template. You can also define whether your new project should be the subproject of another project. For the function of being a template, this is not relevant, but if you use several templates, you could think about organizing them all under a “templates” project.
2. Adjust the project settings
Modules template
Now, go to the project settings and activate the relevant modules for your template. For an event template, this could be modules like Activity, Boards, Budgets, Calendars, Documents and more.
Work package template
Next, set up the work packages needed to manage your project from initiation to closing. Thereby include relations and hierarchies to make it quick and easy when you start a new project from your template.
Of course you can also customize your work package form in the template to include all relevant information for your organization. Every time you open a new work package, you will then see the attribute list that you had set up.
Agile boards template
If you are using the boards view to get things done with your team, set these up, too. Configuring the lists of action boards will provide you with prefilled boards as they automatically draw input from your work packages.
Members template
Consider setting up your members for your project templates. Either the whole team will always be the same or you set up the core members that will for sure be part of a project like this. Define roles and permissions, rates and groups.
Custom fields template
Creating custom fields in your project template allows you to have it available for all future projects based on this template. We created for example an approval field so that managers can approve artworks or merchandise or the likes. Please note that if a custom field is enabled globally, it will automatically be displayed in a template project.
Project attributes template
If you want to display specific attributes on the project overview page, you can select existing or create new project attributes for your template project.
3. Set your project as template
We showed only the most relevant modules to give you an idea about the benefits of project templates. Other modules like Meetings or Wiki can of course also be set up for your template.
Important
Please note that due to complexity reasons, the modules Budgets and Time and costs cannot be copied with content for now. Please do not set these up in your template as when you use the template, these modules will appear empty in your newly created project.
Once you’re happy with all settings on your template project, it’s essential to set it as template so that it will appear in the template selection when creating a new project.
To make this project a template, navigate to the project settings to either:
A) Go to information and click on the 3-dot-menu to choose set as template.
B) Or go to templates and enable the button to “set as template”.
In case a project template is not relevant anymore and should not be used any longer, this is also the spot where you can remove it from templates.
Congratulations, you’ve created your first project template in OpenProject. Now, if you click on +Project again, your template will appear in the selection overview:
Project templates help you start faster, stay consistent, and improve project outcomes — especially when your team manages recurring workflows.
For more information about project templates and other OpenProject-related questions, please see our documentation.
Programme management in public administration is complex. Multiple projects need to be coordinated, dependencies managed, and the achieved benefits demonstrated transparently. With PM², the project management methodology of the European Commission, there is a clear framework for this. The German Federal Office of Administration has adapted this standard with PMflex specifically for German authorities – practice-oriented and with checklists for programmes, portfolios, and projects.
To keep an overview as a programme manager, you need a central control point – a kind of cockpit that bundles all relevant information. The open source software OpenProject, developed in Europe, provides exactly this support. In this article, we present seven features that specifically support and empower you in programme management.
What does good programme management mean?
Good programme management means steering several interrelated projects so that they jointly deliver the planned benefits. Unlike project management, it is not only about successfully completing a single initiative, but about keeping the overall impact in focus. While portfolio management sets the strategic selection and prioritization, programme management ensures the coordinated operational execution.
For public administrations, this approach is crucial: programme management creates transparency, enables accountability to stakeholders, and ensures that political or organizational objectives are actually achieved.
Programme management in the public sector in Europe
OpenProject supports you in implementing both approaches. With standardized workflows, transparency across programme structures, and central documentation, it is an ideal tool for managing programmes according to PM² and PMflex.
Tip
Of course, OpenProject supports not only programme management but also project and portfolio management. Projects form the operational level, programmes bundle several projects with a shared benefit, and portfolios provide the strategic orientation. With OpenProject, administrations have one solution that covers all three levels – integrated, transparent, and compliant with PM² and PMflex.
Seven features for successful programme management
In PM² and PMflex, phases and phase gates are central building blocks. Every programme runs through defined stages – from initiation through planning and implementation to closure. At the phase gates, it is checked whether a phase has been successfully completed and whether the next one may start. This governance ensures that decisions are transparent and traceable.
OpenProject helps you apply this logic in practice. Even in the cost-free Community Edition, you can create and monitor phases and phase gates according to PM² specifications. In the Enterprise Edition, you can customize them individually as well as add new phases or phase gates. This way, you stay in control – and always know whether your programme is on track.
2. Keep the overview: Programme dashboards and baseline
For programme managers, a quick overview at the programme level is essential:
Monitor the status of all sub-projects (e.g. phase, phase-gate status, traffic light).
Detect deviations and bottlenecks early (schedule, budget, quality).
Track upcoming milestones and deadlines.
Identify risks and issues that need to be escalated.
Consolidate key figures for reporting and decision-making.
With OpenProject, you set up an overview page (dashboard) for each programme that displays all relevant information. In addition, you can create, filter, save and share project lists to consolidate the metrics of all sub-programs or sub-projects in one clear table. To dive deeper into work packages, risks, and recent changes, you can use the Baseline feature.
Returning to the cockpit metaphor from the introduction: in OpenProject, this becomes your cockpit, where all information is available at a glance and forms the basis for well-founded decisions at any time.
3. Clarify dependencies: Milestones and relations
Programmes consist of many sub-projects with close content-related and time-related interdependencies. To detect delays or conflicts at an early stage, dependencies and common milestones must always be visible.
In OpenProject, you represent a programme as a project with sub-projects. Dependencies are managed through the diverse relations types between work packages:
Temporal dependencies such as predecessor / successor.
Logical relations such as blocks / blocked by or includes.
Parent-child relations to clearly structure complex tasks.
Programme-level milestones that apply to multiple sub-projects.
These dependencies can be visualized in different views – for example, in the Gantt chart for timelines, in table views for detailed overviews, or also in parent-child boards (Enterprise add-on) to visualize the hierarchy of work packages.
4. Make impact visible: Outputs, outcomes, and benefits
In PM² and PMflex, a clear distinction is made between three levels:
Outputs are the tangible results of a project, e.g. a new IT system.
Outcomes are the direct effects when these results are used, e.g. active use of the system.
Benefits are the long-term value for the organization, e.g. more efficient processes or reduced costs.
For programme managers, it is crucial to keep this entire chain of impact in view, rather than focusing only on the completion of individual deliverables.
OpenProject supports you by allowing outputs, outcomes, and benefits to be defined as separate work package types. These types can be equipped with status transitions for custom workflows, attributes, and status values, and tailored exactly to the specific steering needs. This creates a transparent structure that makes it clear at any time whether the programme is actually delivering the planned benefits.
5. Detect problems early: Risk and issue management
Good risk management helps you sleep at night. As a programme manager, you need to keep an eye not only on current problems but also on potential risks and issues that may endanger the entire programme.
In OpenProject, risks and issues can be represented just like Outputs or Outcomes as their own work package types – with individual workflows and attributes. This allows you to manage probabilities of occurrence, impacts, and countermeasures systematically and ensures that critical points are not lost in the daily project routine.
Note
The OpenProject team is currently working intensively on an extended risk module that will soon support the PMflex requirements even more consistently and enable more precise control at the programme level. Stay up to date: Risk module development on OpenProject Community
6. Create transparency: Reports and controlling
For programme managers, it is essential to always have reliable information available – for their own control and for mandatory reporting upwards. You need clarity about the status of your programme, and at the same time standardized documentation to reliably inform portfolio managers, agency leaders, or political decision-makers.
OpenProject provides standardized reports and controlling features for this purpose. Status reports, budget overviews, or progress analyses can be consolidated and exported directly as PDFs – ideal for regular communication with stakeholders. In addition, OpenProject takes PMflex templates into account, so your reports comply with established standards and are ready to use without additional editing.
This way, you keep your own overview while at the same time providing transparent, comparable information for control at portfolio and management level.
7. Strengthen collaboration: Meetings based on work packages
What if your team meetings started exactly where the actual work happens? Instead of meticulously gathering information from emails or external Word or Excel documents, in OpenProject you can directly access work packages stored in the programme or sub-project.
This way, you create agendas with the relevant topics in no time, document results directly during the meeting, and generate minutes immediately – in the OpenProject style, with links to the respective risks, milestones, outcomes, and more. Everyone involved stays aligned, and traceability is ensured at all times. OpenProject’s Meetings module is a highlight for many programme managers, and offers significant advantages, especially in public sector programmes with many stakeholders.
Conclusion: Successfully implementing programme management with PM² and PMflex
Programme managers in public administrations face the task of steering complex initiatives transparently and traceably. With PM² and PMflex, clear standards are available – and with OpenProject, a tool that consistently supports these standards in practice.
From phase gates to dashboards, risk management, and meetings: OpenProject provides you with an integrated “cockpit” that ensures governance, creates transparency, and strengthens collaboration. This way, you not only guide programmes reliably through the individual phases but also ensure that the planned outcomes and benefits are actually achieved.
Especially in public administration, where traceability and accountability are crucial, OpenProject is the right solution to bring programmes to success according to European standards.
OpenProject 16.3 is here, bringing a fresh look, more control over email notifications for meetings, along with other improvements that make everyday work more efficient. This release is all about helping you stay focused, find what you need faster, and keep your projects running smoothly.
We will summarize the most important changes in this blog article and, as always, please see our release notes that contain all changes, features and bug fixes.
Here is a quick navigation to all feature descriptions:
Your workspace should help you focus — not distract you. That’s why in 16.3, we’ve refined the design and navigation to make OpenProject easier and more pleasant to use:
The header has been redesigned with Primer, including a fresh icon for notifications.
The grid icon now opens as a smooth lateral menu, giving you quick access to Home, My Page, and My time tracking.
The sign-in modal and running time tracking section have moved to a new overlay menu on the right, keeping the header clean and uncluttered.
These changes make it easier to find your way around and keep important tools within reach.
Better control of meetings notifications
Receiving emails about every small update can be annoying. With OpenProject 16.3, you can now choose whether participants receive email calendar updates when creating or copying a meeting.
A simple checkbox in the meeting form lets you enable or mute notifications. The current status is always visible in the sidebar:
For one-time meetings, you can toggle notifications directly there.
For recurring meetings, you can set the preference in the template so it applies to the whole series.
This small change gives you more control over how and when participants are informed and keeps your communication timely and relevant.
We’ve made it easier to avoid double time entries and keep an eye on your work in progress. The My time tracking module now clearly shows if a timer is running: In both list view and calendar view, the work package currently being tracked is marked with a small timer icon and blue background. This makes it easy to spot ongoing tracking, especially if you step away and return later in the day.
Progress reporting in work package tables is now more reliable. In OpenProject 15.5, we introduced % Complete sums, but in some cases — especially when not all work packages had values for Work or Remaining work — the calculation could be misleading.
With 16.3, these % Complete sums are now calculated accurately across all progress calculation modes, including status-based and simple averages. This means you can trust the numbers you see, no matter how your team tracks progress.
For teams using the Nextcloud integration in the Corporate plan, there’s now a clearer way to spot one specific issue: missing token exchange capability. If your identity provider doesn’t support token exchange (often due to older OIDC settings), the health check will now flag this directly. That way, you’ll get a precise message pointing to the cause, instead of a generic “token refresh failed” error.
Faster cost reporting with autocomplete
Cost reports are a powerful way to get insight into your projects — and now, setting them up is faster. In OpenProject 16.3, key filters like User or Work package now support autocomplete in cost report filters. Just start typing and select from matching results, instead of scrolling through long lists. It’s a small change that can save you time every week.
You will find more information about all new features and changes in our Release notes or in the OpenProject Documentation.
If you need support, you can post your questions in the Community Forum, or if you are eligible for Enterprise support, please contact us and we are happy to support you personally.
New to OpenProject? To test all features of OpenProject 16.3 right away, create a 14 days free trial instance for our OpenProject Enterprise cloud.
Prefer to run OpenProject 16.3 in your own infrastructure? Here you can find the Installation guidelines for OpenProject.
A very special thank you goes to City of Cologne, Deutsche Bahn and ZenDiS for sponsoring released or upcoming features. Your support, alongside the efforts of our amazing Community, helps drive these innovations. Also a big thanks to our Community members for reporting bugs and helping us identify and provide fixes. Special thanks for reporting and finding bugs go to Sven Kunze, Michael Lathion, Gábor Alexovics, and Tom Gugel.
Last but not least, we are very grateful for our very engaged translation contributors on Crowdin, who translated quite a few OpenProject strings! This release we would like to particularly thank the following users:
Alin Marcu, for a great number of translations into Romanian.
William, for a great number of translations into Chinese Traditional.
OlhaTrotska, for a great number of translations into Ukrainian.
Would you like to help out with translations yourself? Then take a look at our translation guide and find out exactly how you can contribute. It is very much appreciated!
As always, we welcome any feedback on this release. 💙
AI is everywhere. Especially large language models (LLM), which are what most people mean when they talk about AI today. These models are becoming common tools at work and in everyday life. At the same time, concerns around data protection and transparency remain.
At OpenProject, we’ve been exploring this topic deeply. We recognize both the incredible potential and the valid concerns. This article gives you a first look at how OpenProject approaches AI — and what you can expect as a user.
How does OpenProject approach AI?
At OpenProject, we approach AI — or more precisely, language models — with both curiosity and caution. Our goal is clear: help users save time and reduce complexity, without compromising privacy or open source standards.
We stick to a simple principle: “A fool with a tool is still a fool.” This applies to software just as much as it does to artificial intelligence: What matters is how you use it. Or, in other words, technology only helps if it’s used responsibly. That’s why we develop AI-powered features to assist, not replace, human decision-making.
We will use language models to save our users time and hassle in their work. At the same time, we remain firmly committed to our principles: Open source standards will not be broken and data protection is our top priority.
One quick note: While we use the term “AI” in this article, we technically refer to large language models (LLMs). The distinction matters, but for clarity, we follow everyday language.
Important
Even though we will be implementing AI/LLM features in OpenProject, the final decision will always be up to you, the user. Therefore, we want to emphasize that we will offer the option to enable or disable AI features.
OpenProject follows strict ethical AI guidelines
Human decision authority
AI serves as decision support, never autonomous decision-making
Transparent recommendations with clear explanations
Human oversight required for all critical decisions
Clear accountability chains maintained
Privacy & GDPR compliance
Strict data isolation between projects and tenants
Our AI features are designed to align with PM² as well as with PMflex, the official German standard for strategic project and portfolio management in the public sector. This means workflows automatically follow government requirements — no manual checks needed.
Thanks to AI, OpenProject can detect risks early, before they disrupt timelines or budgets. Real-time analytics and predictive insights give public sector teams the confidence to make data-driven decisions.
At the same time, automating workflows and reporting can save up to 80% of the time normally spent on admin tasks — allowing teams to focus on strategy rather than routine.
Preview of some of the first AI features in OpenProject
Even though we cannot make any firm promises regarding the release date for AI features at this time, we would like to show you some features that we are working on intensively. Especially with the still relatively new topic of AI, we want to test all features extensively before we release them.
Note
Some technical information: To develop AI features, we use our own OpenProject Haystack. Just like the rest of OpenProject, all source code is publicly available. Visit our Haystack GitHub to see it and learn more about the system architecture.
During a hackathon in July, we designed several AI-powered features and showcased them in a demo. Here’s a short overview of the specific AI features that we now continue working on:
Automatically generated tips to improve your project management
Some users are new to project and portfolio management and might need support. Ideally, this takes place directly in the application so that users don’t have to look up information in their handbook. Additionally, no external handbook can give you the exact information you need based on the data you already created.
This is why we created a feature to automatically display tips, specifically based on PMflex and PM² standards. But also users who are not working with these standards will benefit from this feature as some hints and are generally helpful in the area of project and portfolio management.
Here’s an example of how we implemented this feature on a demo instance:
These are the hints in the example screenshot:
Update portfolio plan
Complete documentation
Add missing deadlines
Monitor scope changes
The overview page only shows the five most relevant notes. The information includes not only missing tasks, but also notes on what has already been accomplished.
Automatically generated status reports
Creating a project status report can be very time-consuming and tedious, requiring a lot of copying and pasting. With the help of the OpenProject LLM, users save several hours of time and can focus on more important things.
The feature to generate status reports by just pressing a button is still in development, and some parts of it don’t even need AI functionality. The LLM mainly summarizes the information used in the project and creates a short text based on that.
After one minute, your project status report is created and you can adjust, save and share it with others. This is how a status report could look:
AI Document features: Ask AI, Improve writing and more
OpenProject is working on integrating familiar AI-powered writing tools directly into its editor — making it easy to translate, rephrase, check spelling, or generate first drafts without switching tools. Within the Documents module, on which we’re also currently working, the AI can also perform helpful tasks like summarizing longer texts. This streamlines your workflow and supports teams in creating high-quality content more efficiently.
Conclusion and outlook on AI features in OpenProject
“We are continuing to work on AI features with one goal in mind: more efficient, standard-compliant work with a single mouse click, even without prior knowledge of AI.” – Dominic Bräunlein, Feature lead for AI topics at OpenProject
With OpenProject, we are committed to building AI features that are not only helpful, but also ethical, secure, and transparent. We believe that language models can significantly support users in their daily work — especially in the public sector, where structured processes, compliance, and documentation are essential.
By combining AI with OpenProject’s proven project management features, we want to reduce manual effort, accelerate strategic alignment, and make professional project and portfolio management accessible to more people. Whether you’re new to project management or a seasoned expert — our goal is to support your work without replacing your judgment.
We will continue developing and testing AI features carefully, hand in hand with our Community, partners, and users. If you’re interested in trying out the first features, we’ll keep you informed through our blog and newsletter. The future of project management is intelligent, but above all: open and secure.
What does a software solution look like that enables employees in the public sector to successfully prioritize, manage, implement, and report on strategic initiatives?
At OpenProject, we explored this question during a hackathon last week. In this article, we give you an overview of our results.
The requirements we defined are based on PM² the open source project management methodology provided by the European Commission.
If you already want to “spoil” the results, feel free to watch the following video (available in German only), which we presented at the end of the hackathon:
Wanted: A software solution for the strategic implementation of digitalization initiatives
Transparency is one of our core values, so in this article we want to share an overview of the hackathon, the requirements, and of course our proposed solutions.
Requirements included:
Compatibility to PM² (tailoring)
Consistency across portfolio, program, and project levels
Cross-agency collaboration
Agility
Enjoyable user experience
Challenges for us:
Only one week to develop additional features, comprehensive demo material, documentation, and (video) presentation. All of this alongside our daily business, including the release of version 16.2.
Immersing ourselves in the working environment and various user stories from public administration, which operates very differently than we do internally. Here, our extensive experience with the public sector, especially in connection with openDesk, was a major advantage.
Overview of the required user stories:
Several user stories were provided, each with associated data like budget, status, target states, and more. Every user story included at least one fictional persona, from whose perspective the solution needed to be demonstrated.
Prioritize portfolio elements
Manage portfolio
Report program status
Report project status
In addition to the predefined user stories, we also showcased how the solution could be used on the go via the mobile app.
Delivered: Full commitment for ten new PM² features
Alongside 19 developers, many other OpenProject team members were fully engaged in the PM² hackathon. Despite — or perhaps because of — the short timeframe and complex requirements, the energy and team spirit were tangible across all days, even across our globally distributed remote workspaces.
For Rosanna Sibora, who had her very first week at OpenProject as Chief Product Officer during the hackathon, the team’s commitment, creativity, and passion made a strong impression:
“During the hackathon, I was impressed by how well the self-organized teams collaborated. It clearly showed me how well-aligned the OpenProject team is and how open and empowering the culture is. We proved that 2+2 is definitely more than 4 — and what can be achieved with great collaboration and empowerment.” – Rosanna Sibora, CPO, OpenProject GmbH
OpenProject implementation – behind the scenes:
Full energy and passion, not just from developers
15,000+ lines of new code
Team formation for developing new features, building a demo instance, and designing product mockups for additional features
Daily hackathon stand-ups, retros, and pulse checks with the PM² experts and other stakeholders, 100% remote collaboration using other open source tools like Big Blue Button and Element
Daily operations continued in parallel: support and release of OpenProject 16.2
OpenProject implementation – on the product level:
While the current version of OpenProject already supports the majority of requirements, we identified several aspects we wanted to expand or develop from scratch during the hackathon week. Especially relevant across all user stories was the development of features for reporting and managing goals, risks, and budgets.
Here is an overview of our main development focuses during the hackathon:
Let’s take a closer look at what these features and requirement implementations looked like by the end of the hackathon week.
Important
Please note that this is a summary of key developments. Additional features were also planned, designed, and developed during the hackathon. As these features were created in a very short time, they are not yet fully tested or finalized.
Planning and managing portfolios and programs
To support PM², OpenProject needed to manage not just projects but also portfolios and programs. Modeling these was the first step during the hackathon. Portfolio, sub-portfolio, and program extend the existing project hierarchy with the ability to group projects and manage them collectively.
Enhancing portfolio and program dashboards
On the overview pages for portfolios, (sub-)programs, or even projects, managers want to see key information about goals, milestones, risks, and budgets at a glance. To enable this, we created widgets during the hackathon that visually aggregate this data: charts for budgets and risks, listings of components with their priority, status, and goal progress. These widgets were implemented as prototypes in a new dashboard using the OpenProject Design System.
Portfolio management with proposal functionality
We created a dedicated module for portfolio management where managers can first create portfolio proposals and then submit them for review. These can be downloaded as PDFs or added to a meeting.
Linking and improved display of budget planning and overviews
OpenProject already supports extensive budgeting and cost tracking, but previously limited this to individual projects. During the hackathon, we added cross-project budgeting, distinctions between planned and booked costs, and modeling of sub-budgets. The overview page and project lists can now display total budgets and their components.
Calculated project scoring
Portfolio managers want to calculate project scores automatically based on project attributes, allowing better evaluation, prioritization, and communication of decisions. This functionality was further developed during the hackathon and activated on the demo instance to display ranking values for project weighting.
It is now possible to apply formulas to freely configurable values that together generate a score. This increases transparency and comparability of evaluations.
This feature is still in development (thanks City of Cologne for their support here), so we’re showing a design draft here:
Risk management and overview
Since risk management is a core requirement for the public sector, we created a dedicated risk module. It includes a risk matrix that visualizes project, portfolio, or program risks with color-coded severity.
Modeling is based on probability (1–5) and impact (1–5). The system calculates a risk level from these values.
This also means: Risks now have their own data type and are a core part of OpenProject. Users are encouraged to document risks, monitor them regularly, and take countermeasures.
Create status report meetings
Status reports are a key element of PM². But they are not just documents — they are often discussed in meetings. That’s why we created a feature to automatically generate status report meetings.
Directly from the overview page, managers can create proposals for a status report meeting with the steering committee. They can select a baseline timeframe and add currently relevant information from the portfolio. The system generates an agenda based on selected changes for further editing.
Documents module with real-time editing
A few weeks ago, OpenProject successfully participated in Hack Days 2025 in Paris, organized by the French government’s digital directorate, DINUM (direction interministérielle du numérique). We’ve now extended those features to enable collaborative real-time editing for multiple users.
To support collaborative creation and sharing of typical documents, the OpenProject documents module was completely redesigned. It now allows for automatically updated content and real-time collaborative editing.
Mobile app enhancements for portfolio/program management
We have been working on a mobile app (iOS/Android) for OpenProject for some time. During the hackathon, we also developed new functionality to differentiate between portfolio, program, and project levels in the app.
Please note that developing a high-quality mobile app takes time, and we want to ensure the best experience before release. Of course, we will announce availability as soon as it’s ready for users.
AI foundations and support for documents and project/portfolio management
OpenProject was extended with two core services: Haystack to gather relevant information, and a custom LLM (Large Language Model). Both services operate within the same network as OpenProject and have no internet access. No data leaves the cluster for AI usage.
Detailed AI features developed during the hackathon include:
AI-generated status report drafts
Create drafts of status reports based on work packages and attributes visible to the respective user, using a local AI trained on PMflex
AI assistance in project and portfolio management
Display of PMflex-based best practices on the overview page, based on analysis of project data and work packages
A secure local AI assists with introducing best practices and provides timely management recommendations
AI support in documents
Writing tools in the OpenProject editor (translate, rephrase, spell check, generate drafts, etc.)
Familiar AI editing features directly inside the editor
The documents module uses the LLM to perform simple text tasks like summarizations
PDF export of portfolio and program status
We believe in a single source of truth for project data. However, there many use cases where an export is extremely helpful, e.g. when information needs to be documented in external systems. So during the hackathon we built a status report engine that creates pixel-perfect PDF files from the data in the system.
Status information
Budget
Risks
Objectives
KPIs
Milestones
Custom attributes
[…]
Kudos go to the German Federal Ministry of the Interior who sponsored the pdf export of work packages in 2023. The PDF export library we developed laid the foundation for this feature.
As an outlook, we are working on more configuration options to adjust the export to the specific needs. Additionally, we plan to add further charts and illustrations.
Found? – What happens after the hackathon?
All released features will be available either in OpenProject itself or in openDesk, the secure office and collaboration suite designed specifically for the public sector.
Demo environments provided through OpenProject’s SaaS infrastructure
Even though the work is progress this hackathon clearly demonstrated how OpenProject, as an open source solution, can meet the concrete requirements of public administration — quickly, competently, and collaboratively.
There is a visible shift toward data sovereignty, open standards, and independent software solutions — not only, but especially in the public sector.
The server location is a relevant criterion when looking for software: If you choose a software provider from the EU with servers in the EU, you can rely on EU data protection (GDPR). Especially with project management (PM) software, data protection and security is an extremely important issue, since sensitive data is stored. But which project management software meets this requirement?
Find out in the article why the German PM software OpenProject is a safe choice in terms of server location, data protection and customer service.
Overview: Project management software from Germany
Anyone researching PM cloud software will quickly come across well-known solutions such as Jira, Asana or Trello. However, most market leaders for PM software are not based in the European Union and regularly host their servers outside the European Union. And even if software is hosted in Europe, stored data could be made available to US authorities upon request. This is in conflict with the GDPR and would therefore contradict the use of any cloud services with US reference.
If you are specifically looking for PM software from Germany, you need to take a good look. The following PM software providers have both their headquarters and server locations in Germany: OpenProject, Stackfield, InLoox, Factro, awork.
All of the above solutions offer servers in the European Union. In addition, they all offer German-language support, documentation – and, of course, a German user interface.
The best open source PM software from Germany: OpenProject
OpenProject stands out from other German project management software providers mainly because of the following criteria:
A wide range of German-speaking companies and organizations already rely on the Enterprise version of OpenProject, including, for example: City of Cologne, Autoliv, University of Zurich, Fraunhofer, Volksbank Bocholt, Brandenburg State Parliament, Siemens or Charité Berlin. Many more are managing their projects with the free of charge Community version.
European legal security: DSGVO compliant and open source
Of course, the cloud-hosted version of OpenProject is DSGVO compliant. All data - starting with marketing! - is treated with strict confidentiality. Our goal is to minimize data storage, that is, to capture and store only Data that is really necessary. No matter if you are browsing the OpenProject website or using the software. We do not set cookies that are not technically necessary, and we do not collect or process personal data for any purpose other than ensuring our services.
In short: For OpenProject, data protection is not just a legal regulation, but a matter of course.
CEO Niels Lindenthal: “Our goal is to bring OpenProject to perfection as a lighthouse project for data privacy and security in Europe.”
As open source software, the source code of OpenProject is publicly available. This means that numerous people can quickly expose errors and possible security vulnerabilities. Because: Like any software, OpenProject can be affected by security vulnerabilities. These can usually be found and fixed much faster in OpenProject by the vigilant community than in project management software that is not open source.
Good to know: For EU customers it is required by the GDPR to sign a data processing agreement (sometimes called data processing addendum) before using the OpenProject Enterprise cloud edition. To save bureaucratic effort and time for both sides, OpenProject has automated this process.
In addition to data security, data sovereignty is a top priority at OpenProject. Together with other open source software providers, OpenProject is currently working on openDesk - the Sovereign Workplace, an open source alternative to Microsoft, Google and Co. OpenDesk is initiated and supported by the Federal Ministry of the Interior and Homeland of Germany.
Server locations in Europe
OpenProject can be operated on self-managed servers (”on-premises”) or used as software-as-a-service in the cloud. If you decide to use the cloud version of OpenProject, your data will be stored on secure servers within the EU. If you prefer a server location specifically in France, this is also possible without any problems - just contact us!
Important
Prior to March 2026 our services are hosted across both Netways (Germany) and Scaleway (France) data center environments. Starting with March 2026, Scaleway will become our sole data center provider for the EU shard.
Security always includes backups, which are continuously created for OpenProject’s cloud solutions. This means that data can be easily restored in the event of an emergency. Backups are stored on separate servers at OpenProject and encrypted as data-at-rest (with AES-256).
German-speaking support for international customers
Another important criterion when deciding on project management software is customer support. While many people in the DACH region speak English, most feel most confident in their native language, especially when it comes to technical vocabulary. OpenProject, as a German company based in Berlin, offers full German support.
Book training and consulting in German or English, or contact our English- or German-speaking customer support staff. Our digital user guide is also available in German as well as English. And also in Spanish and French - further languages are planned.
Rely on OpenProject for all-around secure data handling in your project management. Software from Germany, with European standards - for international customers.
What does a software solution look like that enables employees in the German federal administration to successfully prioritize, manage, implement, and report on strategic initiatives?
At OpenProject, we had the chance to explore this very question during a hackathon last week, as we are on the shortlist for this software solution. In this article, we will present the exact requirements from the German Federal Ministry for Digital and Modernization of the State (BMDS) and the results we were able to deliver.
The requirements defined by the BMDS are based on PMflex, a comprehensive strategic management solution and integrated project management system developed at the federal level specifically for public administration. PMflex is based on the open source project management methodology PM² provided by the European Commission.
If you already want to “spoil” the results, feel free to watch the following video (available in German only), which we presented to the ministry at the end of the hackathon:
Wanted: A software solution for the strategic implementation of federal digitalization initiatives
During the week of July 14–18, 2025, OpenProject not only released a new software version but also spontaneously participated in a kind of hackathon. The client was the Federal Ministry for Digital and Modernization of the State (BMDS). The ministry is looking for a software solution to implement strategies at the portfolio, program, and project levels.
We at OpenProject are honored to be shortlisted for this solution and used the hackathon to show that all requirements are either already met or will be met in the near future.
Transparency is one of our core values, so in this article we want to share an overview of the hackathon, the requirements, and of course our proposed solutions.
Requirements included:
PMflex compatibility (tailoring)
Consistency across portfolio, program, and project levels
Cross-agency collaboration
Agility
Enjoyable user experience
Challenges for us:
Only one week to develop additional features, comprehensive demo material, documentation, and (video) presentation. All of this alongside our daily business, including the release of version 16.2.
Immersing ourselves in the working environment and various user stories from public administration, which operates very differently than we do internally. Here, our extensive experience with the public sector, especially in connection with openDesk, was a major advantage.
Overview of the required user stories:
Several user stories were provided, each with associated data like budget, status, target states, and more. Every user story included at least one fictional persona, from whose perspective the solution needed to be demonstrated.
Prioritize portfolio elements
Manage portfolio
Report program status
Report project status
In addition to the predefined user stories, we also showcased how the solution could be used on the go via the mobile app.
Delivered: Full commitment for ten new features and implementation in PMflexONE
Alongside 19 developers, many other OpenProject team members were fully engaged in the BMDS hackathon. Despite — or perhaps because of — the short timeframe and complex requirements, the energy and team spirit were tangible across all days, even across our globally distributed remote workspaces.
For Rosanna Sibora, who had her very first week at OpenProject as Chief Product Officer during the hackathon, the team’s commitment, creativity, and passion made a strong impression:
“During the hackathon, I was impressed by how well the self-organized teams collaborated. It clearly showed me how well-aligned the OpenProject team is and how open and empowering the culture is. We proved that 2+2 is definitely more than 4 — and what can be achieved with great collaboration and empowerment.” – Rosanna Sibora, CPO, OpenProject GmbH
OpenProject implementation – behind the scenes:
Full energy and passion, not just from developers
15,000+ lines of new code
Team formation for developing new features, building a demo instance, and designing product mockups for additional features
Daily hackathon stand-ups, retros, and pulse checks with the BMDS and other stakeholders, 100% remote collaboration using other open source tools like Big Blue Button and Element
Daily operations continued in parallel: support and release of OpenProject 16.2
OpenProject implementation – on the product level:
While the current version of OpenProject already supports the majority of requirements, we identified several aspects we wanted to expand or develop from scratch during the hackathon week. Especially relevant across all user stories was the development of features for reporting and managing goals, risks, and budgets.
Here is an overview of our main development focuses during the hackathon:
Let’s take a closer look at what these features and requirement implementations looked like by the end of the hackathon week.
Important
Please note that this is a summary of key developments. Additional features were also planned, designed, and developed during the hackathon. As these features were created in a very short time, they are not yet fully tested or finalized.
Planning and managing portfolios and programs
To support PMflex, OpenProject needed to manage not just projects but also portfolios and programs. Modeling these was the first step during the hackathon. Portfolio, sub-portfolio, and program extend the existing project hierarchy with the ability to group projects and manage them collectively.
Enhancing portfolio and program dashboards
On the overview pages for portfolios, (sub-)programs, or even projects, managers want to see key information about goals, milestones, risks, and budgets at a glance. To enable this, we created widgets during the hackathon that visually aggregate this data: charts for budgets and risks, listings of components with their priority, status, and goal progress. These widgets were implemented as prototypes in a new dashboard using the OpenProject Design System.
Portfolio management with proposal functionality
We created a dedicated module for portfolio management where managers can first create portfolio proposals and then submit them for review. These can be downloaded as PDFs or added to a meeting.
Linking and improved display of budget planning and overviews
OpenProject already supports extensive budgeting and cost tracking, but previously limited this to individual projects. During the hackathon, we added cross-project budgeting, distinctions between planned and booked costs, and modeling of sub-budgets. The overview page and project lists can now display total budgets and their components.
Calculated project scoring
Portfolio managers want to calculate project scores automatically based on project attributes, allowing better evaluation, prioritization, and communication of decisions. This functionality was further developed during the hackathon and activated on the demo instance to display ranking values for project weighting.
It is now possible to apply formulas to freely configurable values that together generate a score. This increases transparency and comparability of evaluations.
This feature is still in development (thanks City of Cologne for their support here), so we’re showing a design draft here:
Risk management and overview
Since risk management is a core requirement for the BMDS, we created a dedicated risk module. It includes a risk matrix that visualizes project, portfolio, or program risks with color-coded severity.
Modeling is based on probability (1–5) and impact (1–5). The system calculates a risk level from these values.
This also means: Risks now have their own data type and are a core part of OpenProject. Users are encouraged to document risks, monitor them regularly, and take countermeasures.
Create status report meetings
Status reports are a key element of PMflex. But they are not just documents — they are often discussed in meetings. That’s why we created a feature to automatically generate status report meetings.
Directly from the overview page, managers can create proposals for a status report meeting with the steering committee. They can select a baseline timeframe and add currently relevant information from the portfolio. The system generates an agenda based on selected changes for further editing.
Documents module with real-time editing
A few weeks ago, OpenProject successfully participated in Hack Days 2025 in Paris, organized by the French government’s digital directorate, DINUM (direction interministérielle du numérique). We’ve now extended those features to enable collaborative real-time editing for multiple users.
To support collaborative creation and sharing of typical PMflex documents, the OpenProject documents module was completely redesigned. It now allows for automatically updated content and real-time collaborative editing.
Mobile app enhancements for portfolio/program management
We have been working on a mobile app (iOS/Android) for OpenProject for some time. During the hackathon, we also developed new functionality to differentiate between portfolio, program, and project levels in the app.
Please note that developing a high-quality mobile app takes time, and we want to ensure the best experience before release. Of course, we will announce availability as soon as it’s ready for users.
AI foundations and support for documents and project/portfolio management
OpenProject was extended with two core services: Haystack to gather relevant information, and a custom LLM (Large Language Model). Both services operate within the same network as OpenProject and have no internet access. No data leaves the cluster for AI usage.
Detailed AI features developed during the hackathon include:
AI-generated status report drafts
Create drafts of status reports based on work packages and attributes visible to the respective user, using a local AI trained on PMflex
AI assistance in project and portfolio management
Display of PMflex-based best practices on the overview page, based on analysis of project data and work packages
A secure local AI assists with introducing best practices and provides timely management recommendations
AI support in documents
Writing tools in the OpenProject editor (translate, rephrase, spell check, generate drafts, etc.)
Familiar AI editing features directly inside the editor
The documents module uses the LLM to perform simple text tasks like summarizations
PDF export of portfolio and program status
We believe in a single source of truth for project data. However, there many use cases where an export is extremely helpful, e.g. when information needs to be documented in external systems. So during the hackathon we built a status report engine that creates pixel-perfext PDF files from the data in the system.
Status information
Budget
Risks
Objectives
KPIs
Milestones
Custom attributes
[…]
Kudos go to the German Federal Ministry of the Interior who sponsored the pdf export of work packages in 2023. The PDF export library we developed laid the foundation for this feature.
As an outlook, we are working on more configuration options to adjust the export to the specific needs. Additionally, we plan to add further charts and illustrations.
Found? – What happens after the hackathon?
At the time of writing, it is still open what the next steps will be for OpenProject and the BMDS. What we do know is that the entire OpenProject team has grown through this experience — and we are proud of what was achieved and delivered during the week.
Regardless of the outcome of the tender, we will finalize, thoroughly test, and potentially release the developed features to our customers in future versions.
All released features will be available either in OpenProject itself or in openDesk, the secure office and collaboration suite designed specifically for the public sector.
If OpenProject is selected in the BMDS tender, the rollout would likely proceed as follows:
Implementation consulting via specialized partners such as ]init[
Demo environments provided through OpenProject’s SaaS infrastructure
Even though the BMDS decision is still pending, this hackathon clearly demonstrated how OpenProject, as an open source solution, can meet the concrete requirements of public administration — quickly, competently, and collaboratively.
There is a visible shift toward data sovereignty, open standards, and independent software solutions — not only, but especially in the public sector.
At a time when digital sovereignty and transparency are essential for governmental institutions, OpenProject offers secure, open source project management and team collaboration software tailored to public sector needs.
Whether it’s resource-heavy infrastructure projects or multi-stakeholder policy implementations, public administrations across Europe are already leveraging its flexible features, such as work packages, Gantt charts, agile boards, time & cost tracking, wikis, and meeting management. This helps them to professionalize workflows while maintaining full control over their data.
OpenProject in Public Sector implementations
Many different public institutions already rely on OpenProject to manage their projects and organize their teams. They have implemented a wide range of use cases. We spoke personally with some of our customers and would like to give a short overview of how they use OpenProject to achieve their goals.
The Federal IT Cooperation (FITKO)
Within the openDesk framework, FITKO uses OpenProject for centralized coordination of IT standardization and to prepare and conduct the IT Planning Board Meetings. Key benefits include meeting management, documentation workflows, Nextcloud integration to link work packages and documents, and secure multi-stakeholder collaboration.
At the District Office Enzkreis OpenProject supports major projects like implementing the Bundesteilhabegesetz and internal change initiatives. What are its strengths for this organization? Visualization in Gantt charts, real-time information exchange, efficient meeting agendas and minutes, and @-mentions for easy communication.
Through features like Gantt charts, Kanban boards, and integrated resource planning, Constance transformed its construction management and facility maintenance into collaborative, transparent, and accountable processes and manages their public order office seamlessly in one platform.
As a hub for hundreds of public and culture-related projects, Chemnitz works with OpenProject to manage multiple projects with standardized templates, which accelerated project planning by 80%. It benefits from its self-hosted on-premises version to maintain their data sovereignty.
City of Cologne is managing a huge project portfolio in OpenProject and is actively contributing as a sponsor for project portfolio management, the Nextcloud integration, and scheduling and progress reporting features.
Brandenburg State Parliament
OpenProject plays a central role in advancing digital governance and transparency for the State Parliament of Brandenburg. With its flexible agile boards, meeting management, and workflows, the parliament coordinates initiatives, legislative processes, and digital strategy implementation. Teams streamline planning, track tasks, and collaborate smoothly across departments, all while maintaining full data sovereignty by self-hosting.
From strategy to execution: How PMFlex guides public sector success
OpenProject doesn’t just handle individual projects. It aligns perfectly with structured public sector methodologies like PMFlex. PMFlex is a – flexible – adaptation of the European PM² standard for project management. As a comprehensive strategy management solution, it links strategic goals with specific key performance indicators and enables end-to-end control at the portfolio, program, and project levels.
Using PMFlex as a framework, organizations clearly define roles, like Project Core Teams and Steering Committees. Along with phases and phase gates, while still being able to work agile inside the execution phase.
Example with PMFlex: On portfolio, program, and project levels
Public institutions often manage complex initiatives on multiple levels. With OpenProject, these align with PMFlex structures:
Aligns initiatives with political goals and digital agendas.
Program
Aggregated views via parent projects with subprojects, global user visibility
Ensures synergy across interrelated projects and shared resources.
Project
Phases, gates, agile boards, work packages, wikis and more
Keeps teams on track, transparent, and audit-ready.
In addition to the features mentioned above, OpenProject’s Meetings module offers the possibility to discuss tasks, risks, and strategies easily and in an audit-proof manner within the system at all levels. And, of course, the highly specific roles and permissions system in OpenProject allows all stakeholders to do exactly what their role requires – no more, no less.
In this way, public organizations can easily track progress on PMFlex indicators, prepare for formal gate reviews, and document results for stakeholders and audit institutions – all in one secure, open source environment.
Top features for the Public Administration
Feature
Benefit
Work packages
Clear task assignment, status tracking, visibility
Gantt charts
Long-term planning, dependency management
Agile boards
Hybrid workflows, flexible prioritization
Time & cost tracking
Budget oversight, resource balancing
Meetings module
Streamlined agendas, documented decisions
Wikis
Knowledge base, shared documentation
Nextcloud integration
All important documents linked to work packages
These features, powered by OpenProject, significantly reduce administrative overhead, foster team collaboration and informed decision-making, and help organizations remain GDPR compliant.
Data sovereignty is more than a buzzword
At OpenProject, data sovereignty is a core principle and not just a buzzword. Public sector organizations can choose between secure cloud hosting in a certified European data center or full control through self-managed on-premises installations. Both options ensure complete ownership and control of sensitive data, in full compliance with European regulations.
OpenProject is fully open source, licensed under GNU GPL v3. Its source code is publicly available on GitHub and openCoDE, providing full transparency and auditability. This openness not only strengthens trust, it enhances security by enabling early detection and resolution of potential vulnerabilities.
Free from vendor lock-in, organizations are empowered to adapt and extend the software as needed. For those seeking additional features and expert support, OpenProject GmbH offers affordable Enterprise packages that are still significantly more cost-effective than proprietary solutions like Microsoft Project or Atlassian Jira.
Ready for digital transformation?
OpenProject empowers public organizations to break free from siloed communication, manual tracking and workflows, and costly vendor lock-ins. By combining open standards with robust collaboration tools, it enables secure, transparent, and efficient governance.
Curious how OpenProject can support your administration? Get in touch with us and we are happy to share more insights into our different use cases.
OpenProject 16.2 has been released and this version introduces new features and improvements again. We look forward to hearing your thoughts and feedback on the latest updates. Please take a few minutes to learn what changes for you. We will summarize the most important changes in this blog article and, as always, please see our release notes that contain all changes, features and bug fixes.
In this blog article, we will focus on the design updates and briefly summarize some more important features. Here is a quick navigation to all feature descriptions:
New header and sidebar with improved navigation and design
The most striking change from 16.1 to 16.2 is the more modern design and improved user experience of the sidebar and header navigation. The reason for these changes is to give the application a more contemporary look and to ensure compatibility with the openDesk application. It is important to us to provide the best possible user experience in openDesk when navigating between the different applications within openDesk.
The updates in OpenProject itself also follow familiar logic. For example, the project navigation has moved consistently into the sidebar. Here’s an overview of what’s new in OpenProject 16.2, regarding header and sidebar navigation:
The hamburger sidebar toggle has moved from the header to the sidebar.
The default sidebar color in light mode is now brighter.
The search and create buttons have a new, more intuitive position in the header.
Please note that these changes will not affect your already customized designs.
See a comparison between OpenProject version 16.1 (top) and 16.2 (highlighted below):
What do you think of these updates? As with any change, it may take some time to get used to the new navigation, but we hope that it will provide you with a better user experience in the long run and a more intuitive start for new users.
Other design updates in OpenProject 16.2
The changes to the header and sidebar weren’t the only design changes: as part of the ongoing updates to the Primer design system, the user interface and process for creating a new project or copying an existing one has also been improved. For example, when you create a project based on a template, you can now immediately select which modules and parts you want to copy and which you want to skip.
Also, in the Relations tab of a work package, the + Relation dropdown now uses second-level navigation: Only the first relations are shown directly, others are displayed when clicking on “Other relations”.
Seamless integration of open source applications with a SCIM API (Enterprise add-on)
While this is a rather technical update, the newly added SCIM API can be a huge benefit for seamless integration with other open source applications. It allows your identity provider (IdP) to automatically provision and de-provision users in OpenProject, based on the open SCIM standard.
This reduces manual work for administrators, ensures your user data stays in sync across systems, and improves overall security.
The SCIM API is available as an Enterprise add-on in the Corporate plan. Administrators can configure SCIM clients directly in OpenProject, generate secure system tokens, and see which users are managed by which client – all within the authentication settings.
This is particularly valuable for organizations looking to connect OpenProject to other open source tools such as Nextcloud or Keycloak, supporting a fully sovereign and integrated digital workspace.
See our system admin guide to learn more about authentication methods for OpenProject.
Non-Latin languages and emojis supported in PDF exports
We’re especially happy about this update, because it makes OpenProject even more international and inclusive: PDF exports of work packages now fully support non-Latin scripts and emojis, so languages like Arabic, Chinese, Japanese, Korean and many others appear exactly as intended. This means your multilingual project data and even your favorite emojis are displayed correctly in your exported documents.
Option to disable keyboard shortcuts for better accessibility
Here comes another step in improving accessibility across OpenProject. Users can now disable all keyboard shortcuts in their personal settings. That’s not only helpful for people working with screen readers or other assistive technologies, but also for anyone who prefers to avoid unintended shortcut actions.
Tip
Have you noticed? We recently also updated the font on our website to make it easier to read. While improving the OpenProject application is our main focus, we are also aware of accessibility issues on our website and in our documentation, and we are working to address them.
Smoother experience with Custom fields, Meetings, and My time tracking
Apart from the already mentioned feature updates, OpenProject 16.2 includes many small improvements that make everyday work just a bit smoother.
When creating custom fields or project attributes, you can now pick the field type right at the start — saving clicks and making the setup process clearer.
For meetings, OpenProject is now listed as the organizer in calendar invitations instead of the person who created the meeting. This means everyone can freely accept or decline without accidentally canceling the event for all participants.
And in the My time tracking module, weekly views now collapse future days, helping you stay focused on what matters today.
OpenProject 16.2: Migration, installation, updates and support
You will find more information about all new features and changes in our Release notes or in the OpenProject Documentation.
If you need support, you can post your questions in the Community Forum, or if you are eligible for Enterprise support, please contact us and we are happy to support you personally.
New to OpenProject? To test all features of OpenProject 16.2 right away, create a 14 days free trial instance for our OpenProject Enterprise cloud.
Prefer to run OpenProject 16.2 in your own infrastructure? Here you can find the Installation guidelines for OpenProject.
A very special thank you goes to City of Cologne, Deutsche Bahn and ZenDiS for sponsoring released or upcoming features. Your support, alongside the efforts of our amazing Community, helps drive these innovations. Also a big thanks to our Community members for reporting bugs and helping us identify and provide fixes. Special thanks for reporting and finding bugs go to Michael Lathion, Jason Culligan, Sven Kunze, and Gábor Alexovics.
Last but not least, we are very grateful for our very engaged translation contributors on Crowdin, who translated quite a few OpenProject strings! This release we would like to particularly thank the following users:
William, for a great number of translations into Chinese Traditional.
rmiyata, for a great number of translations into Japanese.
rubenpedrolopez, for a great number of translations into Spanish.
Would you like to help out with translations yourself? Then take a look at our translation guide and find out exactly how you can contribute. It is very much appreciated!
As always, we welcome any feedback on this release. 💙
Every project involves regular meetings: What’s the current status? Who’s responsible for which tasks? Especially in public institutions, it’s crucial to document decisions from meetings clearly and in a way that’s audit-proof. Fully transparent, both internally and externally.
With OpenProject, this is effortless: You can prepare meetings in just a few clicks, link tasks, and create a structured record with responsibilities, outcomes, and a list of participants.
Meeting over? Export and print your meeting directly from the system, formatted as a clear PDF. This way, you have all decisions and responsibilities in black and white — ready for files, audits, or inquiries from citizens.
Document decisions
What’s the core of almost any meeting? Bringing together different perspectives and making decisions. In reality, this often looks quite different. Meetings run over time, participants aren’t sure why they’re there, and in the end, everyone is just as confused as when they started.
How can I record decisions directly during a meeting?
With OpenProject, you record decisions right as the meeting happens. Nothing gets lost, and all participants – and those who couldn’t join – immediately see what was agreed.
To do this, set the meeting status to “In Progress.” This automatically activates a + Outcome button under each agenda item. Any participant can click it to log decisions on the spot.
You can also rearrange agenda items by drag & drop at any time. If certain points turn out to be irrelevant, simply
move them to the backlog at the end,
delete them,
or in a recurring meeting series, push them to the next meeting.
The result is a clear, traceable record that captures your decisions exactly as they were made.
Assign responsibilities
For decisions to be implemented, responsibilities must be crystal clear. In OpenProject, you define right in the meeting who is responsible for which agenda item.
This also avoids those awkward moments when no one starts the conversation because no one feels responsible — instead, everyone can see the name and avatar of the person in charge next to each agenda point.
This cuts down on questions and duplicated coordination. Projects run more smoothly because everyone knows their area of responsibility and the next steps are clear.
How do I assign responsibilities directly in a meeting?
OpenProject’s meeting module offers two ways to add agenda items and define responsibilities:
You can add an existing work package (like a task or ticket), which typically already has an assigned person.
You can create a new agenda item and note the responsible person directly in the text. Of course, you can also link multiple work packages within one item.
In both cases, you can add a responsible person in the top right of the agenda point. You decide whether this person is only presenting the topic or also in charge of following up afterward.
Everything in the minutes — your single source of truth
All items from the meeting automatically come together in a structured record. This is your single, reliable source of truth — without scattered Excel sheets or Word files. With OpenProject, you keep working on tasks and documenting them exactly when they’re discussed. No more memory-based notes that are incomplete or vague.
What does the meeting record include automatically?
Your OpenProject meeting brings it all together: agenda, outcomes, tasks, documents, responsibilities, participants, plus date and time. Everything in one place, available to everyone involved.
You keep your familiar processes while gaining efficiency: build the minutes directly from your agenda and simply add outcomes. This saves time and creates a true reflection of your meeting.
Why is a central record so important?
With a single, always up-to-date document, you establish a clear single source of truth. No more outdated versions buried in emails or spreadsheets.
Even those who couldn’t attend the meeting can easily see what was discussed and decided. Often, one click on the linked work package is enough to view all details and the entire communication thread.
What other tools do I need for my meetings?
OpenProject covers almost everything — from the agenda to tasks to the final minutes. The only additional tool you need is software for the actual video or phone conference if you’re meeting online or in a hybrid setting. Ideally, you’ll use one where you can share your screen and display the meeting in OpenProject at the same time.
Tip
We’re passionate about open source — that’s why our own team uses the open source virtual classroom software BigBlueButton for video meetings. It pairs perfectly with OpenProject.
How does the calendar feature help?
The automatically generated invitation email contains an ICS file. This lets participants add the meeting to their personal calendar with a single click — whether they use Outlook, Thunderbird, or any other tool with iCal support.
Alternatively, you can download the appointment directly from within the meeting to add it to your calendar manually. Even though OpenProject includes its own calendar, we know that for many teams, the main calendar is where everything comes together. That’s why we make integration easy.
Black on white — export and print your minutes
When the meeting is done, you can export and print your minutes right away. This way, all decisions and responsibilities are clearly documented — black on white, audit-proof, and ready for your files.
How do I print my meeting minutes?
Just a few clicks export the minutes as a PDF. You can choose whether to include
a list of participants (above the agenda),
a list of attachments (at the end),
backlog entries,
or outcomes.
You can also add a custom footer text. Click Download, and you’ll get a professionally formatted document, ready to print or archive digitally.
Why does this matter for records and audits?
A printed, audit-ready protocol is essential, especially in public institutions and organizations with strict requirements for written documentation. It lets you prove at any time who decided what and when.
Even though people are ready for digital processes, the requirements behind the scenes often still demand paper. And with OpenProject, you can provide it seamlessly.
Conclusion: Why OpenProject is especially valuable for meetings in public projects
With OpenProject, you permanently document decisions, tasks, and responsibilities — transparent, audit-ready, and accessible to everyone. This doesn’t just help you meet documentation requirements, but also makes your projects more organized and your teams collaborate more effectively.
In public institutions, it’s particularly important to document processes completely and be able to prove at any time who decided what. OpenProject makes this possible without media breaks, without scattered Excel sheets or Word files. Instead, you have one central platform that seamlessly connects planning, execution, and follow-up for your meetings.
This keeps your projects transparent and verifiable at all times. You can be confident that everyone is on the same page — from the first decision to the printed record that clearly documents every outcome.
We are delighted to announce our official partnership with XWiki. This adds another important milestone on our journey to establish a fully open, transparent, and data-sovereign ecosystem as a genuine open source alternative to proprietary tools such as Atlassian Confluence and Jira.
A shared vision for digital sovereignty
Both OpenProject and XWiki have always stood for open standards, transparency, and user control. At a time when data sovereignty and digital independence are becoming increasingly important, a strategic collaboration was the next logical step.
Our goal: Together, we want to offer organizations an integrated, open source alternative to Jira and Confluence, combining a solution for project management and knowledge management – and thus a powerful, privacy-friendly as well as cost-effective alternative to Atlassian tools.
“This partnership strengthens the open source ecosystem and marks an important step for organizations to move away from Atlassian — toward digital sovereignty and independence. We are delighted to have XWiki as an experienced and committed partner at our side that share the same vision and values to further advance open and sovereign software solutions.” – Niels Lindenthal, CEO, OpenProject GmbH
Image: Niels Lindenthal (CEO OpenProject) and Ludovic Dubost (CEO XWiki and CryptPad) at the OSXP in Paris.
“Our partnership with OpenProject is a natural extension of a shared commitment to building open, sovereign digital infrastructure for Europe and beyond. At the same time, it’s a strong affirmation of our joint vision: delivering integrated, open source solutions that respect user freedom and data sovereignty. By combining our expertise, we’re creating a compelling alternative to Atlassian’s Jira and Confluence — one that puts control and transparency back into the hands of the user. It’s a step forward for open-source collaboration in Europe, and most importantly, it responds directly to what our customers have been asking for.” — Ludovic Dubost, CEO and Founder, XWiki SAS and CryptPad
OpenProject + XWiki = Open source stack for modern teams
XWiki is a powerful platform for collaborative knowledge management – ideal as a Confluence replacement. OpenProject offers comprehensive project planning, task management, and issue tracking – a strong alternative to Jira.
The combination of both solutions creates an open, modular stack that enables teams to collaborate efficiently without compromising on control, security, or usability.
Image: Overview of benefits of the open source alternative for Jira (OpenProject) and Confluence (XWiki)
Concrete benefits for our users for switching from Jira and Confluence
This partnership is not just a symbolic alliance – it also brings practical benefits:
Integration in development: We are actively working on an integration between OpenProject and XWiki to enable a seamless user experience.
Joined sales & support: Both partners will be able to offer each other’s services and support packages.
Expanded ecosystem: The connection to other open source providers such as Nextcloud will also be further strengthened by this cooperation.
Both OpenProject and XWiki are part of the openDesk: Therefore both open source applications can also be jointly procured via ZenDiS as part of the openDesk bundle.
Part of the openDesk initiative
Our partnership is part of larger European initiatives such as openDesk, a modular open source suite for public administration and organizations. Under the leadership of the Center for Digital Sovereignty (ZenDiS), leading open source companies such as OpenProject and XWiki are working closely together here alongside many other well-established open source vendors from Germany and Europe.
For a sovereign digital future
With this partnership, we are sending a strong signal for the open source movement in Europe and worldwide. Together with XWiki, we are providing organizations with tools that enable teams to work independently, securely, and collaboratively without vendor lock-in and without compromises on their data sovereignty.
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