The time of closed, proprietary software is coming to an end. The future belongs to open source solutions. More and more organizations, especially in the public sector, are realizing the benefits and making the switch. By choosing open source software for their project management, governments not only significantly reduce costs but also foster innovation, increase transparency, and ensure digital sovereignty.
Imagine waking up to find your entire project infrastructure locked away just because a foreign government changed its policies. Sounds extreme? Yet, this is the risk of relying solely on proprietary software controlled by big tech monopolies from the USA. The public sector remains dependent on decisions made abroad, including policies from erratic leaders that could suddenly limit access to critical tools.
At the same time, proprietary software is expensive and restrictive. High costs and vendor lock-in force organizations into long-term contracts. Open source project management isn’t just an alternative — it is essential for an innovative and independent Europe.
High prices limit collaboration
Many project management tools charge per user, making collaboration costly. Imagine paying for every person who receives an email? Ridiculous, right? Yet, proprietary software forces organizations to exclude key stakeholders or pay excessive fees just so people can participate. This pricing model drives teams to manage projects through inefficient email threads or static MS Office documents.
At OpenProject, we do things differently. Our Community Edition is completely for free, so organizations can get started with open source project management easily without financial barriers. For mission-critical projects, our Unlimited Plans provide enterprise-level features and professional support. This ensures organizations have a secure, high-performance system with expert guidance and support. Public institutions can finally focus on their projects without worrying about restrictive pricing models.
PM²: an open and accessible framework
I recently learned that a key OpenProject customer — a federal state in northern Germany — chose PM² as its project management framework because OpenProject supports it. This shows how open methodologies, combined with the right tools, deliver scalable solutions for public administration.
Working with the creators of PM² has been truly inspiring. Their commitment to open and accessible project management aligns perfectly with our mission. Unlike commercial methodologies, PM² evolves based on real-world needs rather than profit motives. Seeing institutions like the BVA customize PM² into PMflex proves that open collaboration leads to better solutions.
Unlike proprietary frameworks such as PRINCE2, PMP, or IPMA, which require expensive certifications and strict licensing, PM² is free. Public organizations can download, study, and adapt it to fit their needs, something commercial methodologies don’t allow. PRINCE2 and PMP do not even provide free access to their core materials, let alone the ability to customize them.
At OpenProject, we support this transition. Open source solutions, built on open standards, give public institutions full control over their software, free them from high fees, and ensure long-term independence. By integrating with PM², OpenProject provides a flexible, future-proof alternative to proprietary tools.
Open source project management is the future
Why should European taxpayers fund software they cannot even modify nor rely on? Why continue spending billions on proprietary software licenses when open solutions offer more flexibility at lower costs?
This change is already happening, and digital sovereignty is now firmly on the political agenda. The collaboration between ZenDiS in Germany, Dinum in France, and openDesk demonstrates how European institutions are actively working together to build independent digital infrastructure and reduce reliance on foreign providers. It’s time to rethink project management, break free from restrictive systems, and embrace open collaboration.
Jira is a well-known agile project management tool. For many, Jira is a household name for issue tracking software. However, Jira is not open source. OpenProject is - and offers quite similar features. On top of that, OpenProject provides both a cloud or on-premises edition. Jira has chosen to focus on the cloud side of things and has terminated the self-hosted option. Let’s compare Jira and OpenProject.
Hosting
Jira shifted its focus to the cloud edition and has discontinued the on-premises offer. This move marks a shift in focus towards the cloud edition. Jira users who self-host their software had been requested to make plans to move to the cloud or data center, as support for self-hosted Jira is no longer available since spring 2024. Since then, many Jira customers already migrated to an alternative or are still looking for an easy way to do so.
OpenProject continues offering both the cloud and on-premises editions. OpenProject Enterprise on-premises edition enables companies to install OpenProject on their own servers and offers additional Enterprise add-ons and security features, as well as support. It provides the flexibility of self-hosting while ensuring a high level of security and extensibility with additional features.
OpenProject is an open source software and as such provides independence and complete autonomy. Its source code is publicly available on GitHub. It allows users to modify code and create new plug-ins for maximum flexibility. Being open source means that users can customize and tailor it to their needs, making it an attractive option for businesses looking for a flexible and adaptable project management solution. With OpenProject, users can take full control of their project management process and make it fit their unique workflows.
Jira is a proprietary software, which means that the software code cannot be reviewed, so the users are dependent on the vendor for reliability, code adjustments and upgrades. This also means that certain features require third-party plugins and can significantly increase maintenance costs.
Data security
Data security is an important aspect when choosing a project management tool. Both OpenProject and Jira treat the subject with the seriousness it requires.
Large companies often have strong data privacy and data security guidelines which might prohibit the use of web-based solutions, making use of Jira cloud solutions potentially problematic. Furthermore, the location of data storage must be considered. Jira uses AWS storage services. While storing customer data in the European AWS region is possible, it must be actively requested.
For OpenProject data security is a top priority, our processes meet all requirements of the EU General Data Protection Regulation. Whether you decide to use the cloud or a self-hosted edition, you can be sure that your data is safe. All our customer data for the cloud edition is hosted and kept in the EU. For the self-hosted edition, you have absolute control over your data.
Features
OpenProject and Jira both offer comprehensive and customizable project management tools that offer a range of features to support agile, classic, and hybrid project management. They both provide similar capabilities for issue tracking, backlog maintenance, reporting, user management and more. It should be noted that with Jira, some of the functionalities or more advanced versions of such functionalities come through integrating one or more plugins. This can mean additional maintenance efforts, not to mention additional costs.
Let’s take a look at how some of the features compare.
Issue & task tracking
Both Jira and OpenProject offer sophisticated issue tracking with custom fields and workflow customization.
Jira
In Jira users can create new issues either directly in the list view of the existing issues or in a popup window. The displayed fields can be configured, and the view can be customized to users’ needs. It is possible to specify workflows for different issue types.
Image: Issue tracking in JiraImage: A list view of issues in Jira.
OpenProject
In OpenProject you can create new issues from the work package table. Similar to Jira, the displayed attributes can be configured for each issue type. On top of this, you can display help texts to assist users in setting the correct attribute values. You can adjust the workflow for each issue type, as well as for the author and assignee of a work package.
Image: Create a work package in OpenProject.Image: A list view of work packages in OpenProject.
Project planning with Gantt charts
Managing a project plan is a critical component for successful project management.
Jira
The core version of Jira previously did not include a Gantt chart. This has now been compensated be the timeline function that displays the project time plan. Sophisticated Gantt chart options are available via installing additional plugins.
Image: A time plan in Jira.
OpenProject
OpenProject enables creating and managing project plans using Gantt charts, both for single projects, as well as multi-hierarchy projects. The dynamic and interactive Gantt chart in OpenProject can be displayed on the work package table. This allows a seamless transition from the list view to the Gantt chart view. Start and due dates can be easily updated by either setting the dates in the list view or using drag & drop in the Gantt chart. Thereby, you can choose between top-down and bottom-up planning. You can also create and visualize dependencies in the Gantt chart. Project managers can create and visualize the progress, even for complex Gantt charts which span multiple projects. It is also possible to add a baseline comparison to also display planning changes.
Image: A Gantt chart time plan in OpenProject.
Time and cost tracking
An essential feature for any larger project is the ability to track the time, as well as the costs spent on a project.
Jira
Jira supports time tracking, including the detailed specification of working times and hours. In the basic version, the time spent on an issue can be logged in the detailed view of a task but is not displayed in the list of all the tasks. More advanced time tracking options are available through various add-ins. Jira does not support cost tracking in the basic version. However, it is possible to download add-ins in the Atlassian marketplace for cost tracking.
OpenProject
You can enable time and cost tracking for each project separately within OpenProject. Additionally, OpenProject allows users to track costs - both personnel costs as well as unit costs. Furthermore, you can create budgets within projects to compare planned and realized costs. You can create and save detailed time and costs reports filtered and grouped based on your needs. A sophisticated permission model allows users to restrict the data that users can see. This includes for example whether a user can only see and edit own tracked time.
Image: A time tracking overview in OpenProject.
Conclusion: OpenProject vs Jira
In conclusion: Jira is a very powerful application with more than 2,000 add-ons and a large following. It is highly customizable. However, this flexibility comes at a price: Many add-ons come with a significant price tag which adds up. Also, going forward, Jira is putting its cloud version first, deprioritizing server products.
OpenProject is open source, it offers very similar features all from the same source without additional expense. The decision between the cloud or on-premises editions is entirely up to you. OpenProject is the best open source Jira alternative.
If you consider moving from Jira to OpenProject, there is a way to import tickets from Jira to OpenProject. First, you can export your tasks from Jira into an Excel file and then import these tasks via an Excel plugin into OpenProject. Additionally, there is the user-built OpenProject Jira importer, as mentioned in the beginning of the article. If you would like to discuss your specific case, you can always get in touch with us.
Agile methods make administrations more effective - but without the right software, good ideas often remain good ideas. Modern task management makes it possible to control processes efficiently and react flexibly to changes. OpenProject offers exactly this possibility: a customizable open source solution that ensures full control over data with a high level of functionality. Cost-effectively.
Making digital administration work: Cutting complexity, boosting efficiency
Endless Excel lists, lost emails, and overflowing inboxes—does that sound familiar? Many administrative teams struggle with outdated tools and rigid workflows that slow down rather than support their daily work. Digitalization is supposed to help, but too often it brings complicated, expensive, and impractical solutions.
We understand—many people don’t want to hear about digitization anymore. Too many initiatives have promised improvement but ended up adding more complexity instead. The real question is: How can digital tools actually simplify work in administration — without creating new obstacles?
OpenProject offers a pragmatic approach here. The open source project and task management software helps to clearly structure tasks and make processes more efficient. Without burdening employees with unnecessary complexity. Freedom of design for administrators, simple and perfectly tailored application for employees.
Introducing agile processes with efficient task management
Digital task management is a key building block on the path to greater agility in administration. Every day, numerous tasks, approvals and processes are created in public administrations that need to be coordinated. Without a clear structure, this leads to lags, extra work and a lack of transparency. Professional task management ensures that:
responsibilities are clearly defined,
all tasks can be tracked at all times,
work processes run efficiently and transparently.
Agile working does not mean chaos, but flexibility with a basic structure at the same time. Administrative staff can react more quickly to changes and adapt their work to current requirements. Instead of constantly adapting rigid processes, agile structures can create more efficient workflows that grow dynamically. This enables a sustainable, future-proof way of working in administration.
What features does task management software need in administration?
For task management in administration to function simply and efficiently, the software must have the following features:
Easy to use: Only administrators have to deal with technical details - for everyone else, operation is uncomplicated and intuitive.
Flexible methods: Personalized composition of agile and classic methods - in a modular system, suitable for the working methods of the respective administration.
Tasks in work packages: All information collected in one place, with clear responsibilities and traceable progress.
Data protection and compliance: Security and GDPR compliance must of course be guaranteed.
No vendor lock-in: Public administrations must retain full control over their data at all times.
Five stars for OpenProject - perfect for task management in administration
The demands on modern administrations are increasing at every turn: More tasks, more regulations - and more digitalization. OpenProject is a solution that was developed precisely for these challenges. No more Excel spreadsheets like “xxx_new-2”, just centralized task management supported by agile processes.
Let’s put OpenProject to the test and take a closer look at the five requirements mentioned above:
Feature
Description
⭐ Easy to use for all employees
- Administrators can set up the instance with the help of extensive configuration options, so that it is easy to use for users.
⭐ Structured workflows with clear responsibilities
- Tasks are assigned transparently, so everyone knows who is responsible for what. - Status updates and automatic notifications ensure that the entire workflow remains traceable.
⭐ Flexibility with agile and traditional methods
- Whether Kanban, Scrum, or Gantt charts – OpenProject supports various ways of working. - Government teams can use hybrid methods and gradually introduce agile processes.
⭐ Data protection and digital sovereignty
- OpenProject is open source, giving public administrations full control over their data. - GDPR compliance and secure hosting options ensure maximum security.
⭐ Future-proof and sustainable solution
- No dependency on proprietary vendors, as OpenProject is open, extensible, and customizable. - Regular updates and an active community drive continuous development.
Tip
openDesk - your secure office and collaboration suite: Do you already know openDesk? The office and collaboration suite bundles proven open source tools explicitly for digital administrative work - including OpenProject for efficient task management and agile processes. Learn more about openDesk.
Features for agile administration with OpenProject - an overview
Successful digital administrative work requires more than just task management. OpenProject offers a wide range of features that are specially tailored to the needs of public administrations, such as:
Agile Boards - Manage tasks and processes visually, prioritize them flexibly and maintain an overview.
Meetings - Plan meetings in a structured way, link them to work packages and thus easily integrate agile methods such as dailies.
Time and cost tracking - Track working hours and budgets accurately to manage projects and resources optimally.
Here’s an example status board created in OpenProject:
Tip
Did you know? OpenProject is your best choice, if you do not exclusively use either agile or classic project management features. It offers a high range of customization and flexible administration. Read about your best mix with hybrid project management here.
European public administrations successfully work with OpenProject
OpenProject has been a popular choice for project and task management in the public sector long before the launch of openDesk. We’ve already outlined several reasons for this. Now, take a look at concrete real-world examples. We’ve spoken with customers and created case studies to provide transparency on the typical challenges faced by public administrations and how exactly OpenProject – and its key features – offers a solution.
How do public institutions in Germany use OpenProject?
“With OpenProject as part of openDesk, we have a centralized, flexible platform that greatly facilitates our work as the office of the Federal IT Standardization Board – from meeting planning, execution, and documentation to the centralized management of federal IT standards. The software supports us in collaboration and the coordination of our initiatives.”
Tobias Schuh, IT Standards Coordinator at FITKO (Federal IT Cooperation)
FITKO faces the significant challenge of coordinating and streamlining numerous tasks and stakeholders. With the introduction of openDesk, FITKO members now have access to a centralized and secure office and collaboration suite that enables just that. Read more in FITKO’s case study with OpenProject.
City of Ravensburg
“OpenProject enables us to plan long-term and reliably without overburdening our staff. As a municipality, OpenProject has finally given us the opportunity to properly manage our resource planning. The platform provides high reliability and transparency regarding workload distribution.”
Eric Fischer, former Process and Project Manager in Digitalization at the City of Ravensburg
The City of Ravensburg is just one of many municipalities relying on OpenProject. Since 2023, Ravensburg has been using OpenProject primarily for traditional project management, utilizing features like Gantt charts and the time and cost module. One major challenge before introducing OpenProject was making employees’ workloads visible at all. Now, it is possible to track workloads precisely and, most importantly, in time to redistribute tasks when necessary. Read more in the case study on City of Ravensburg and OpenProject.
Conclusion: Start agile now - at your own pace
The best way to get to know OpenProject? Just give it a try! You can test OpenProject free of charge for 14 days - no strings attached. Discover for yourself how intuitive and powerful digital task management can be for your administration.
Would you like an individual introduction or in-depth training? No problem! We offer customized training and consulting to provide you and your team with the best possible support.
Why is the location of a project management software provider important?
Choosing the right project management software is not just about features — it is also about data protection and data sovereignty. The location of your software provider determines the legal framework under which your data is processed and stored.
With project management software, you handle confidential company data: business processes, customer and supplier information, internal documentation, employee details, and intellectual property. That is why data security should be one of the most important factors when selecting a provider.
Many software providers are based in either the EU or the USA. Companies should be aware of the different data protection regulations to ensure that their sensitive data is processed under the desired legal framework.
Why a European project management software?
Europe has long been committed to privacy and data security. The General Data Protection Regulation (GDPR) was introduced as a unified law to establish clear priorities for:
Data protection principles and secure data processing
Personal rights and consent to data processing
Data protection by design and by default
The “right to be forgotten”
Companies that violate the GDPR face severe fines. To avoid legal risks, it is advisable for European businesses and organizations to choose project management software from Germany or the EU, ensuring compliance with the highest data protection standards.
Why a project management software made in Germany?
Besides being part of the EU and consequently enforcing the GDPR, Germany is well known for data protection. Germany was the first country worldwide to introduce a data protection law in 1970. This was in the State of Hesse and 7 years later it was followed by the Federal Data Protection Act seven years later. That means, in Germany, the protection of the citizens’ personal data is a state responsibility.
So even before the GDPR, the German Federal Data Protection Act was one of the strictest in the world and many amendments of the GDPR did not present anything new for Germany as it had already been implemented previously.
Continuing its pioneering role in data protection, Germany was also the first country to implement all new requirements of the European directive in the so-called German Data Protection Amendment Act (GDPAA) in 2017.
For organizations looking for task or project management software from Germany, it is crucial to choose a provider that fully adheres to local data protection regulations.
OpenProject is made in Germany
OpenProject is a leading open source project management software from Germany, designed to meet the highest data protection and security standards.
As a company based in Berlin, OpenProject strictly adheres to European and German data protection laws. Our software can be hosted on-premises, giving organizations full control over their data. Alternatively, OpenProject offers hosting in certified German data centers that comply with the highest security and privacy standards.
Hosting and server location: Full control over your data
GDPR-compliant hosting in Germany or other parts of Europe – no personal data stored outside the EU.
On-premises option – full control over your infrastructure.
Highest security standards – servers in certified European or optionally German data centers.
One of the biggest advantages of OpenProject is its open source license, which provides organizations and developers with freedom and security. Because the code is publicly available, the Community can review it for potential security vulnerabilities and fix them quickly — an advantage that proprietary software does not offer.
openDesk: The all in one office and collaboration suite, not only for the public sector
Alongside OpenProject, openDesk is part of a new generation of digital open source solutions. openDesk is your secure all in one office and collaboration suite, specifically designed for public institutions and data-sensitive organizations.
With openDesk, organizations can rely on an independent and GDPR-compliant alternative to traditional US-based providers. OpenProject is a core component of this solution, enabling secure and efficient project and task management for public administration.
Project management for the public sector in Europe
For public administrations and government institutions, digital sovereignty is a top priority. With OpenProject and openDesk, there is now an open source alternative designed to meet the specific needs of the public sector.
Why is OpenProject ideal for the public sector in Germany and Europe?
GDPR-compliant & BSI-recommended – Designed for government and public institutions.
Modular setup for hybrid project management – Combines agile and classic methodologies.
On-premises or EU hosting – Full control over your data.
Sovereign open source solution – No dependence on proprietary providers.
Conclusion: Why choosing project management software from Germany matters
When selecting project management software, security, compliance, and digital sovereignty are just as important as functionality. Organizations handling sensitive data — whether in businesses or the public sector — need solutions that ensure full control over their information while complying with GDPR and national data protection laws.
By choosing project management software developed in Germany, organizations benefit from high security standards, legal clarity, and transparent open source development. OpenProject, as a German open source alternative, offers flexible hosting options, including on-premises deployment and secure German-based cloud hosting, allowing teams to collaborate efficiently while maintaining control over their data.
As digital sovereignty becomes increasingly relevant, OpenProject continues to support businesses and public institutions with a transparent, secure, and community-driven approach to project management.
An upcoming version of OpenProject will introduce automatic scheduling for work packages. This highly-requested feature will make the process of setting up complex predecessor/successor relations a lot more practical for users who rely on OpenProject for complex project setups.
This blog post describes the upcoming changes and how they might affect you.
Note
The upcoming changes will not overwrite existing dates for any existing work packages but can change the scheduling mode. Please read on more more details. Don’t have much time? Skip directly to the summary.
Why we need this change
Especially in large projects with many assignees and stakeholders, scheduling can be a complex task. In the current version of OpenProject (15.3), there are two ways to schedule: a manual mode in which you can freely enter fixed dates which are never affected by relations, and a default mode where the dates are sometimes automatically adjusted, derived or constrained by relations. Whilst the current approach is functional, it is not always consistent.
For example, in default (non-manual) mode, a predecessor is able to push a successor to the future but unable to pull a successor earlier in time. This means that if, for example, a predecessor ends later than initially planned, it will push the follower back by as many days. However, if the predecessor ends earlier than initially planned, the follower stays where it was. Users rightly reported that this behaviour was inconsistent.
This behaviour does not affect work packages that are manually scheduled: users are already able to make the successor’s dates unaffected by those of the predecessor by choosing manual scheduling for the successor.
The upcoming changes will address this inconsistency and make scheduling more dependable.
Two scheduling modes: Manual and automatic
An upcoming version of OpenProject will introduce two distinct scheduling modes for work packages: manual and automatic.
Manual Mode: In this mode, users have the freedom to select dates at their discretion. This flexibility allows project managers to set timelines based on specific needs, deadlines, or external factors that may influence project delivery. Manually scheduled work packages behave as they do today: they can still have predecessor, successor, parent or child relations but these relations will not affect the manually input dates.
Automatic Mode: In automatic mode, it is not possible to manually enter a start date. This means that when a task is scheduled, the date picker will automatically calculate the appropriate start date based on the nearest predecessor. You can still enter a duration (and effectively change the finish date). This makes it possible to create a dependable chain of automatically scheduled work packages that automatically adjust to planning changes.
Note
Automatic scheduling mode will only be available to work package that have predecessors or have children.
Enhanced context in automatic mode
The work package date picker in OpenProject already gave you helpful context. With the upcoming release, they will provide even more precise context in both automatic and manual modes:
The context includes information about the task’s scheduling, such as:
Which related work package is determining the start date in automatic mode (predecessors or children)
If there is a significant gap between the predecessor and successor when the successor is in manual mode
If there is an overlap of dates with the predecessor and successor in manual mode
This improvement is designed to enhance user understanding and confidence in the scheduling process by making things more transparent.
Improved navigation with tabs
Another enhancement is the introduction of tabs within the date picker.
There will be three new tabs that display existing relations in addition to the default Date tab:
Predecessors: Tasks that must be completed before the current one can begin. In automatic mode, the closest predecessor from which the current work package derives its dates is marked with a “closest” label.
Successors: Tasks that will commence after the current one is finished. In automatic mode, the start dates of these are affected by the current work package’s finish date.
Children: Sub-tasks that fall under the current work package. If a work package has children, it will by default be in automatic scheduling mode. The start and finish dates of the parent will cover the dates of all containing children.
This structure allows users to quickly navigate through related tasks, making it simpler to understand project dependencies and manage timelines effectively.
Default setting for new work packages
By default, new work packages will be set to manual scheduling. This change allows users to begin by setting their own dates, which can be particularly beneficial in the initial planning stages of a project. It ensures that project managers have the flexibility to establish timelines that best suit their workflow from the outset. Switching to automatic mode remains a one-click operation in the date picker.
Single date mode
Along with automatic scheduling, an upcoming version of OpenProject will bring another feature to the date picker: single date mode.
Currently, all work packages except milestones have two date fields: start date and finish date. In other words, the date field is always a range. Of course, you do not always have set both dates, and you can also set the two dates to be the same. But in many cases, you don’t need two fields; a simple finish date is enough to signal a deadline or a delivery date.
To enable this, the date field for work packages in an upcoming version will by default only ask for the finish date. This simplifies things for users who don’t need both, but this is just the default; the user can in a single click go from single date mode to range mode (like today) by clicking on the + Start date button or adding a duration. The date picker will then behave as is does today. Of course, if the user wants single date mode with just a Start date instead of a Finish date, this is possible too.
Work packages in single date mode work exactly like work packages do today when only one date is entered and the other left empty. This will therefore not involve a change in behaviour and scheduling, simply a change in the default behaviour and UI of the date picker.
In summary
Here is a summary of changes coming in an upcoming version:
The date picker now offers two scheduling modes: manual and automatic scheduling.
Dates can be selected freely in manual mode and will not be affected by relations.
The start date is automatically derived in automatic mode based on predecessors or children; the duration can still be manually input.
In automatic mode, the date picker banners will give more helpful context about what the start date is derived from.
The date picker will include tabs that list predecessors, followers and children.
Scheduling mode for new work packages will be manual by default.
New work packages will default to a single date mode with finish date only; users can easily switch to range mode by adding a start date or duration.
Your feedback
As an open source software company, we value the ideas and feedback of our user Community. This upcoming changes are directly a result of user feedback. If you have opinions about these changes or have feature requests, feel free to join our Community instance and share your thoughts on this feature. We hope you’re looking forward to this improvement as much as we are looking forward to releasing it.
The OpenProject integration app for Nextcloud reached version 2.7.2 earlier and was updated to version 2.8 today! ✨ This update ensures full support for the latest Nextcloud version 31, which was also released today.
This release requires OpenProject version 13.2 or newer. Update to the newest version of the app through your Nextcloud app center to take advantage of the latest enhancements and fixes.
Changes of the release 2.7.2:
Fixed fatal error related to group folders
UI/UX improvement: consistent element sizes in Create work package modal
UI/UX improvement: accomodate long subject of a work package
Changes of the release 2.8.0:
Support Nextcloud 31
Correct encoding of the avatar url
Expose OpenProject API endpoints as OCS endpoints
Thanks, Nextcloud, for our continued partnership! 💙
Today, we have released OpenProject 15.3. Among other changes, you can now create meeting series. This is a major update to our meetings module and a big improvement for organizing your recurring appointments within OpenProject. With this blog article, we will take a little tour to see how exactly you can do that.
Let’s take a quick look at the most important feature changes first:
This blog post explores recurring meetings, highlighting key improvements and how they can help teams stay organized. For more details on other changes, features and bug fixes in 15.3, check out our release notes.
Recurring meetings: Overview of changes in OpenProject 15.3
OpenProject 15.3 introduces over 20 improvements to the Meetings module. The most notable change is the Recurring meeting option, now available alongside One-time meetings and Classic meetings. So what was previously called Dynamic Meetings is now split into Recurring and One-time Meetings.
Image: The OpenProject Meetings module, with a dropdown menu for creating a new meeting: One-time, Recurring, and Classic.
In the past, if you wanted to set up regular meetings in OpenProject, you had to manually copy existing meetings for each new occurrence. This process was time-consuming and made it harder to keep track of recurring discussions.
With OpenProject 15.3, this changes: You can now schedule recurring meetings using templates. Instead of copying meetings manually, you set up a template once, define the schedule (e.g., every day, every working day, weekly), and OpenProject automatically creates future meetings for you.
Most important updates regarding Meetings:
When creating a new meeting, you now have the option to choose a Recurring Meeting (or a One-time Meeting).
The Classic Meeting still exists, but we will sunset that option once it becomes fully obsolete.
The sidebar on the left has changed. It now shows existing meeting series, in addition to preset filters like My meetings or Recurring meetings.
To switch between upcoming and past meetings, you now find buttons on top of each meeting overview page.
Here’s an example overview page of the updated Meetings module, filtered for ‘My meetings’:
Image: The OpenProject Meetings module, filtered for ‘My meetings’, showing upcoming meetings structured into Today, Tomorrow, and Next week or later. An additional section that is not shown in this example would be Later this week.
Example: Scheduling a monthly team meeting on Thursdays at 10:00
Let’s say your team holds a team meeting every four weeks on Thursday at 10:00 AM.
Previously:
You had to manually copy the meeting for each new meeting.
Setting up a consistent structure (agenda, participants) required manual effort.
It was difficult to track and manage recurring meetings in a clear overview.
Now with recurring meetings:
Create a new meeting and select Recurring meeting.
Set the recurrence to Weekly.
Adjust the Interval to 4 – this means the meeting repeats every 4 weeks.
OpenProject will display: Every 4 weeks on Thursday at 10:00.
Choose when the meetings series ends:
Never
After a specific date
After a set number of occurrences
Tip
Please note that you can create flexible meeting schedules by combining a frequency (daily or weekly) with an interval (e.g., 4, meaning every 4 days or every 4 weeks). More advanced monthly options are currently not available yet. If you want to cast your vote on this feature, please see https://community.openproject.org/work_packages/61522.
Image: Your options when creating a new recurring meeting – Project, Title, Location, Dates, Duration, Frequency, Interval and End of the series.
Meeting templates
Use templates to prefill each recurring meeting occurrence with some general agenda items and sections. We at OpenProject for example structure our weekly all-hands meeting in sections for each department, a “Good News” section, one for customer and user feedback, and so on. This way, the meeting is always structured in the same way and, for a specific date, attendants only have to add their agenda items or work packages to the respective sections.
Of course, you can adjust the template anytime and also edit each meeting occurrence so that it differs from the template.
Image: The OpenProject Meetings module, showing an empty template agenda and a note that you are editing a template that every new occurrence of a meeting in the series will use.
Meeting series
Once you created a recurring meeting, it will be displayed in the left side menu under Meeting series. Here, you can switch again between upcoming and past, while the default view is upcoming meeting occurrences, divided into Open and Planned. OpenProject opens the agenda of the next meeting for you as soon as the previous has started. This way, you can already start adding agenda items to the next meeting during your appointment, which can be quite helpful. Additionally, you can open any planned meeting by clicking on the Open button in the list. This action moves the occurrence up and lists it under Open. Open meetings are clickable, so that you can change the agenda.
Here is a screenshot showing the team meeting series from our example above:
Image: Example meeting series: Marketing monthly, two occurrences are displayed under Open, three under the section Planned.
More to come: Agenda item outcomes (Meeting minutes)
While Recurring meetings improve scheduling, we’re already working on the next major enhancement: Agenda item outcomes (Feature work package).
With this update, you’ll be able to take minutes, note decisions, and create follow-up work packages from agenda items in meetings. Regarding recurring meetings, agenda items without outcomes might be transferred to an upcoming meeting. This will be another major improvement to provide users with a structured and efficient meetings module.
OpenProject 15.3: 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 15.3 right away, create a 14 days free trial instance for our OpenProject Enterprise cloud.
Prefer to run OpenProject 15.3 in your own infrastructure? Here you can find the Installation guidelines for OpenProject.
A very special thank you goes to the 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 Luka Bradesko, Max Mutzge, Lars Geiger, Rudi B., Alexander Aleschenko, Alex Fantini, and Peter Wafzig.
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 highlight
greench, for an outstanding number of translations into Turkish.
Kuma Yamashita, for a great number of translations into Japanese.
Willers-ICT, for a great number of translations into Dutch.
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. 💙
Teams around the world are looking for alternatives to Jira, whether due to changing project requirements, a preference for open source solutions or rising costs. However, switching tools is often easier said than done – especially if a seamless migration solution is not readily available. This is where the strength of open source and Community-driven development comes into play. A developer recently faced this exact challenge — needing to migrate from Jira to OpenProject but finding no suitable tool. Instead of giving up, he developed his own open source Jira migration tool using the OpenProject API and made it available to others – helping not only himself but the entire open source Community.
“Since I’m a developer, and to a hammer, everything is a nail — I wrote my own migration script.”
Emad Ibrahim, developer of the OpenProject Jira importer
The challenge: Migrating from Jira to OpenProject
For many teams, Jira has long been the project management tool of choice. In many cases, simply out of habit and a lack of time to start over. Especially since Atlassian continues to raise prices and “lock-in” users into their cloud offering, more and more organizations are rethinking their options and looking for cost-effective open source alternatives that are trustworthy and feature-rich.
However, switching from Jira to OpenProject presents challenges:
Time constraints – teams often don’t have the resources to manually migrate their projects.
Technical complexity – a migration tool must be able to handle issues, work logs and custom fields.
Lack of ready-made solutions – until now, there was no open source Jira to OpenProject migration tool.
A member of the open source Community developed a solution
In the face of these challenges, a member of the open source Community who wanted to migrate from Jira to OpenProject took action: Developer Emad Ibrahim created his own Python-based migration script to streamline the process – and, in the true spirit of open source, made it available to others. He shared his experience on Hacker News, explaining:
“Migrating thousands of JIRA tasks (projects, comments, attachments, etc.) was a challenge. OpenProject provided an Excel Macro written in Visual Basic, which didn’t work for me. So, I wrote a Python script to automate the migration. In a few hours, I had all our data moved over, and we’ve been happily using OpenProject ever since.”
The open source community quickly took notice of this post. Users quickly recognized the value of this migration tool and expressed their appreciation:
“This is awesome. JIRA migrations are a massive headache, and the fact that you are providing a working solution as open-source software is solid.”
“Perfect for people who want to ditch proprietary tools.”
“I have been thinking about using a tool other than Jira for so long, but since you have already shared your experience, I could use your script and switch to OpenProject.”
This positive response highlights how challenges can be solved together when developers share their solutions and open source them. 💙
We at OpenProject want to help finding migration solutions
At OpenProject, we want to support solutions that make migration easier. Many teams want to make the switch but don’t have the time or technical skills to do so. This Community-developed migration tool is a step in the right direction and helps lower the hurdle for those looking to migrate.
Tip
This story also reminds us of another recent Community success: The GitLab integration for OpenProject. Similar to this migration tool, the GitLab integration also started as a Community initiative before becoming an official OpenProject integration.
Thanks a lot to Emad Ibrahim for open-sourcing your development and helping others migrate, too! It’s really great to see success stories like this in our open source Community and we are very happy to be a part of it.
If you want to use the OpenProject Jira importer, you can find it here on GitHub. Please note that even though we really appreciate this tool, it is a Community-developed tool and not part of the official OpenProject offer, so we cannot provide support related to using it. If you are interested in other OpenProject Community-developed plugins as well as official integrations, see this list in our documentation.
Teams rely on clear and structured task names to stay organized, but manual naming often leads to inconsistencies. OpenProject’s upcoming feature, Automatically generated work package subjects, ensures work packages follow predefined naming rules. This improves searchability, reduces errors, and saves time. Read on to learn how it works — along with ready-to-use subject patterns for your workflows.
Struggling with inconsistent task names? Here’s why it matters
A well-structured project relies on clear and standardized task names. In reality, however, manually naming work packages often leads to inconsistencies. Different team members may use different formats, leave out important details, or follow outdated guidelines. Over time, this creates confusion, makes filtering and searching harder, and increases the risk of errors.
For teams that handle structured processes — such as HR processing vacation requests, finance tracking invoices, or IT logging security patches — consistent naming isn’t just helpful, it’s essential.
The solution: Automatically generated work package subjects
To solve this challenge, OpenProject will soon introduce Automatically generated work package subjects, a feature that ensures work package names follow predefined patterns — without manual input. This feature is still in development and planned for one of our upcoming releases in early 2025. However, details and the release timeline may still change.
Admins define structured naming rules
Instead of relying on users to type a subject manually, admins can then define naming patterns using placeholders such as:
Employee name — Ensures HR requests always include the relevant person.
Dates — Automatically adds a start and end date for structured tracking.
Project name — Makes it easier to distinguish work packages across projects.
Custom fields — Allows flexibility for department-specific workflows.
Whenever a user creates a work package of a specific type — such as a vacation request, supplier invoice, or IT security patch — the subject is automatically generated based on these rules. This means no more inconsistent or incomplete task names — just clear, structured, and searchable work package titles every time.
Example: Automating vacation request subjects for HR
HR teams process numerous vacation requests every year, often requiring a clear and structured naming convention to track employee leave. Without predefined subject patterns, employees might enter inconsistent titles like:
Vacation – Max
Vacation Request 15-12 to 06-01
Max Mustermann holiday leave
These inconsistencies make it difficult to filter requests, ensure compliance, and standardize approvals. Also, some subjects miss important information like the date.
With Automatically generated work package subjects, admins can define a structured naming rule to enforce consistency. For vacation requests, an HR admin could configure the following pattern:
How Automatically generated work package subjects improve vacation request tracking
An employee creates a Vacation request work package. (Note: In the screenshot, the work package type is Feature)
Instead of manually entering a subject, OpenProject automatically generates:
VACATION REQUEST: Max Mustermann 15/12/2024 - 06/01/2025
If the employee or HR updates the request’s start or end date, the subject updates automatically to reflect the change.
Note
Please note: Work package types with automatically generated subject lines cannot be edited manually.
This ensures that all vacation requests follow a uniform format, making it easier for HR teams to track and manage employee leave. With standardized subject lines, filtering and reporting become more efficient, allowing teams to quickly find requests for specific time periods. Additionally, the automated structure helps prevent missing information by ensuring that every request includes the employee’s name and the relevant dates.
Standardized subject patterns for different departments
Automatically generated work package subjects can be applied across various industries and teams. Let’s look at some example subject patterns that teams can use across different work package types.
These predefined formats help standardize naming conventions, making tracking and collaboration easier:
By using predefined subject patterns, teams across different departments can ensure clear, standardized work package names that make tracking and collaboration easier.
Tips on crafting your own patterns
If you don’t see exactly what you need in the list above, here’s how to create patterns tailored to your team:
1. Identify critical attributes
Ask yourself: When someone sees the title, which details do they need right away?
Which date matters? (Start date, Finish date, Creation date)
Are there key custom fields? (Invoice ID, Budget Period, Lead Name)
2. Add meaningful labels
Include short, recognizable keywords that describe the purpose at a glance:
VACATION REQUEST
SUPPLIER INVOICE
BUG REPORT
CONTRACT RENEWAL
3. Start small and focus on impact
If you’re new to subject patterns, begin with one or two high-impact cases — perhaps work packages that frequently cause confusion, such as vacation requests or invoices.
Prioritize what matters most — Avoid adding too many details. Keep subjects short and clear for quick identification.
Expand gradually — Once you see the benefits, apply patterns to additional work package types.
4. Communicate the rollout
Make sure your team is aware of the new conventions. Share examples, explain the benefits, and provide guidance on how these patterns will improve workflows.
Stay tuned for automatically generated work package subjects
With Automatically generated work package subjects, OpenProject will soon introduce a great feature that will help teams save time, reduce errors, and ensure clarity in work package naming. Whether you’re managing vacation requests, invoices, or project milestones, structured subject patterns will bring more consistency to your workflows.
We’re excited to bring you this new feature soon — so stay tuned!
Want to be the first to know? Follow us on social media and subscribe to our monthly newsletter to stay up to date with OpenProject’s latest features and improvements.
Transparency is a cornerstone of OpenProject’s open source values. By sharing our roadmap openly, we invite you to see where the software is heading, align your workflows with upcoming features, and actively contribute to the development process. At openproject.org/roadmap, you can continuously track which features are planned for which dates — while keeping in mind that plans may evolve.
This article provides a focused summary of our current priorities for 2025, looking beyond individual features to highlight overarching goals. Discover what’s planned for OpenProject in 2025!
Overview: Current focus topics for developing OpenProject
Here is a brief overview of the key areas we’re focusing on to make OpenProject even more valuable in 2025:
Let’s take a closer look at each of these topics, highlighting exemplary features and why they’re planned for this year.
OpenProject’s focus on project portfolio management
Managing multiple projects efficiently is a critical challenge for many organizations. Our focus on project portfolio management in 2025 is planned to help you maintain clarity, prioritize effectively, and make strategic decisions across your portfolio.
Roadmap 2025: Planned portfolio management features
One of the exciting upcoming features regarding project portfolio management is the project lifecycle with stages and gates. These represent specific phases (stages) and critical decision points (gates) in a project lifecycle. By integrating these into the system, project portfolio managers will be able to better track and manage projects as they progress through different stages.
Image: Preview OpenProject 2025 – Project lifecycle with stages and gates - administration. Please note that the feature is still in development and this is just a preview.
OpenProject’s focus on team collaboration
Collaboration is the foundation of successful project management. In 2025, we’re planning enhancements to help teams communicate, coordinate, and work together seamlessly.
Meetings play an essential role in project collaboration – for companies of all sizes. That’s why we’re excited to continue improving our dynamic meetings module this year. Some key features will be the ability to take meeting minutes during the meeting as well as recurring meetings.
Image: Preview OpenProject 2025 – Recurring meetings. Please note that the feature is still in development and this is just a preview.
OpenProject’s focus on integrations and API solutions
Integrations and API solutions remain a priority to ensure OpenProject works seamlessly with other tools in your ecosystem. These planned improvements aim to make workflows smoother and more connected.
The Nextcloud integration for OpenProject has played a central role in file management for years. We are very happy about this collaboration and look forward to developing further integrations with valued open source partners such as Element and XWiki soon.
OpenProject’s focus on user experience and accessibility
Making OpenProject more intuitive and accessible is an ongoing goal. We aim to ensure that every user, regardless of their technical background or abilities, can benefit from the software. In 2023, we started introducing the Primer design system and continued applying it last year. In 2025, we will continue applying standardized components to missing pages and improving accessibility, with a special focus on the Scrum module. Learn more about the Primer design system for OpenProject.
Mobile app
In 2025, we continue developing our mobile app, which is not yet publicly available. While most of our developers are focused on the web app, we are excited about the progress of our mobile app. Stay tuned for updates as we work toward delivering a powerful mobile experience.
Image: The OpenProject mobile app Home screen in an alpha version. Please note that the app is still in development and this is just a preview.
Your feedback, ideas, and wishes for our roadmap
Your opinion matters: Are these planned features useful to you? Is anything missing that you really wish for? We would love to hear from you.
As an open source company, we work in the open. So if you would like to participate in OpenProject, join our Community instance to request features, report bugs, and get early access to upcoming releases. See this guide to our Community instance to learn how exactly you can contribute.
Stay connected
Apart from using our Community instance, there are other ways to stay informed about OpenProject:
We are very happy to announce the release of OpenProject 15.2. With this update, users are now able to set reminders for work packages to never forget about a task again. Another great features are:
In this blog article, we’ll examine the feature of setting reminders for work packages along with the feature of exporting time tracked in work packages now as PDF. To learn more about the other features and bug fixes included in version 15.2, please check out our release notes.
Set reminders for work packages
With OpenProject 15.2, you can stay on top of your tasks with the new Reminder feature. Need a nudge about a work package at a later time? Simply open the work package, click the new Reminder icon, and set the date and time for your reminder. When the moment comes, you’ll receive a notification in your notification center, ensuring you never miss a critical task.
Simply click on the Reminder icon and specify when you would like to be notified:
We expect this feature to help many users to organize themselves even better and to keep the notification center free of outdated reminders. Maybe it has happened to you that you don’t mark notifications as read because you want to edit or view the corresponding work package later. However, this causes your notification center inbox to grow over time and become more and more cluttered.
In addition, it can often happen in your daily work that you have a work package open which you would like to look at again later – today, or days or weeks later. This is especially true in management positions if you want to monitor the progress of a task.
With the new reminder feature, you can now focus on your most urgent work and let OpenProject remind you of the work packages that will become relevant at a later point in time.
Export timesheets as PDF
Time tracking - and reporting in a nicely styled document – grows more and more important for many companies and freelancers. Until now, you could export your OpenProject timesheets to Excel.
With OpenProject 15.2, exporting time reports just got more flexible! You can now also generate PDF timesheets in the Time and Costs module. Simply set up your report filters, click the Export PDF timesheet button, and download a polished, easy-to-share PDF report.
Important
Please note that for now, the PDF export focuses exclusively on time entries and does not include cost data.
Here’s an example:
… And this is how the generated PDF will look like:
OpenProject 15.2: 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 15.2 right away, create a 14 days free trial instance for our OpenProject Enterprise cloud.
Prefer to run OpenProject 15.2 in your own infrastructure? Here you can find the Installation guidelines for OpenProject.
A very special thank you goes to the City of Cologne and ZenDiS for sponsoring parts of this release. 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 Stefan Weiberg.
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 highlight
atifahnordin, for an outstanding number of translations into Malay.
Alin Marcu, for a great number of translations into Romanian.
Yuliia Pavliuk, 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. 💙
Meet Samantha, OpenProject’s dynamic Customer Success Manager, whose passion for empowering customers and fostering collaboration drives the company’s mission forward. From shaping processes to celebrating team successes, Samantha’s journey exemplifies dedication and adaptability in a rapidly evolving environment. In this interview, she shares insights into her role, the evolution of OpenProject, and what inspires her every day.
A few fun facts about Samantha
To get to know her better, let’s start with a few fun facts about Samantha:
Favorite activity outside of work: I love being outdoors, whether cycling, walking in parks, or spending time at the beach. I also enjoy baking.
Favorite art form: I frequently visit museums and appreciate a wide range of styles. My time in Paris deepened my love for the arts.
First job: My first job was in event management, a role that honed my organizational and communication skills, which I continue to apply today.
Current read: I’m reading Breath: The New Science of a Lost Art by James Nestor, exploring the health benefits of proper breathing techniques.
Can you tell us about your role and day-to-day responsibilities at OpenProject?
As a Customer Success Manager at OpenProject, I focus on delivering exceptional experiences and fostering long-term relationships. My role centers around understanding our customers’ needs and ensuring they maximize the value of OpenProject in their daily operations.
My responsibilities include answering customer inquiries, providing timely support, and guiding users through OpenProject’s ever-evolving functionalities. I prioritize ensuring customers feel supported and empowered, particularly when new features are released each month.
Collaboration is another vital aspect of my role. I work closely with sales, marketing, and product teams, sharing customer feedback to drive product and process improvements. Teamwork is key. Creating a collaborative environment ensures the team is motivated and aligned toward our shared goals.
At what point do you engage with customers, and how do you prioritize their needs?
I work with customers at all stages—from those exploring OpenProject during a trial to seasoned enterprise clients. While all customers can reach us via email or phone, we prioritize enterprise customers as they have support plans with us. We also assist trial users to showcase the value of OpenProject early on.
Community Edition users are encouraged to leverage forums or documentation, but we still monitor their inquiries for insights into potential improvements. It’s beneficial for us to understand their feedback, even if they’re not enterprise users.
How do you keep your team motivated?
I encourage open communication and celebrate collective successes. When a team member’s efforts lead to positive customer feedback, I make sure they know their impact.
Can you share your journey with OpenProject and how the company has evolved during your tenure?
I started in customer support, and the department was in its early stages. Over time, I contributed to shaping processes, transitioning ticket systems, and building a more professional support structure.
After taking maternity leave in 2023, I returned to discover a dynamic landscape with new features and team members. It was inspiring to see how much had changed and improved in my absence.
What’s an accomplishment you’re particularly proud of last year?
Reintegrating into the team and learning about all the new functionalities introduced during my leave was a big accomplishment in 2025. Adaptability and enthusiasm underscore my commitment to personal growth and team success.
What are you passionate about, and how does it align with OpenProject’s values?
A strong advocate for work-life balance, I appreciate OpenProject’s 100% remote work policy. I was looking for a company that values flexibility and happiness in the workplace. OpenProject embodies that.
Do you have any memorable customer success stories?
Sometimes, a simple inquiry leads to unexpected appreciation, and it’s always rewarding. Whether it’s proactive outreach or resolving a complex issue, customer gratitude reaffirms the team’s efforts.
What is one of your favorite aspects of working at OpenProject?
The pace of innovation. Monthly releases, new features, and consistent improvements ensure there’s always something exciting happening. It keeps the work dynamic and challenging.
Samantha’s journey with OpenProject is a testament to her dedication to fostering customer success and building strong teams. Her story highlights the company’s commitment to innovation, collaboration, and work-life balance.
Would you like to be a part of OpenProject? We at OpenProject are happy to welcome new colleagues who are passionate about open source. Click here to see our vacancies.
At OpenProject, our mission is to create tools that empower teams to collaborate and succeed. But what truly makes OpenProject special is the people who bring this vision to life. In this installment of our Culture Series, we’re thrilled to introduce Marcello, a senior software engineer whose passion for open source and teamwork is at the heart of what we do.
Marcello’s journey into tech is anything but ordinary — starting as a veterinarian and eventually transitioning into software development, his path reflects the curiosity and resilience that define OpenProject’s culture. In this interview, Marcello shares insights into his role, his love for open source, and the moments that make working at OpenProject so fulfilling. From crafting integrations to fostering team collaboration, Marcello’s story offers a glimpse into the dedication and innovation driving our team.
Dive into the conversation to learn more about Marcello’s work, his philosophy on tech, and what makes OpenProject a place where passion meets purpose.
What is your role at OpenProject, and what are your day-to-day responsibilities?
I’m a senior software engineer at OpenProject. My main focus is on files, file storage, and computer-to-computer communication—essentially the ‘plumbing’ that supports our features. It’s the kind of work that users may not directly see, but it’s critical to making the system function smoothly.
Can you tell us about the tech stack you work with?
We use Ruby for the backend, and my main tools are RubyMine and the terminal. I occasionally collaborate with other teams, like operations, but most of my time is spent in these tools, which are like my power tools for coding.
How long have you been in tech, and what led you to OpenProject?
I’ve been in tech for about 20 years, but my journey is unconventional—I actually trained as a veterinarian! After working in various fields, including public and private sectors in Brazil, and startups in Germany, I joined OpenProject about a year and a half ago. Despite the short time, it feels like I’ve been here forever — I truly love it.
Why do you feel so strongly about OpenProject?
OpenProject aligns with my values. It’s not about chasing world domination or massive profits. It’s about delivering meaningful, open source software that anyone can use. I’ve been an open source advocate for a long time, and being paid to work on something open source is a dream come true. It’s not just a job; it’s a labor of love.
What has been a memorable project or achievement for you at OpenProject?
I’m especially proud of our recent OneDrive integration. It was a complex project that required us to challenge long-standing assumptions about file storage and integration. Beyond the technical accomplishment, it sparked valuable discussions within our team and led to system-wide improvements, like better error messages and more comprehensive testing. These changes benefit not just us as developers, but also our users.
How does remote work impact your collaboration?
Remote work is relatively new to me. I started during the pandemic. While I enjoy working from home, as I’m a bit of a hermit, it’s clear that we lose certain subtleties, like body language. Those non-verbal cues are hard to replace, but we’re improving how we communicate through language and tone.
What sparked your love for open source?
I discovered open source nearly 30 years ago through Linux and its ecosystem. To me, software is like art — it’s imagination turned into something tangible. Open source thrives on collaboration and recognition among peers, and that’s what drew me in. Over the years, I’ve contributed to various projects, but one of my proudest contributions was to a Ruby framework called Hanami. It was challenging but incredibly rewarding.
What do you do outside of work?
I’m passionate about board games and tabletop RPGs. My wife and I host game nights with friends regularly — it’s a social event where we play, chat, and enjoy each other’s company. I’ve also loved progressive rock since my youth. Bands like Porcupine Tree and Pink Floyd are my go-to programming soundtracks.
What advice would you give to others entering tech?
Be curious and ask questions. It’s okay to challenge assumptions and seek clarity. Also, never stop learning. I’m constantly reading and revisiting materials, like Pedagogy of the Oppressed, which helps me mentor others effectively. Tech is as much about people as it is about code.
In summary
Marcello’s passion for OpenProject and open source shines through every aspect of his work and life. His unique background and dedication to collaboration make him an inspiring figure within our community. Stay tuned for more stories from the OpenProject team!
Another year is almost over! Given the current difficult economic and political situation around us, we are more than grateful and proud of this successful year in which OpenProject has once again grown and made great progress. This is in particular due to our amazing team working hard to continuously improve this open source software in many ways, the fantastic users and customers and of course a vibrant and very engaged Community that support us throughout the year.
Let’s take some time to look back: What happened at OpenProject 2024? Spoiler alert – we released almost 30 new versions this year! With so many changes and updates, a summary of the highlights is particularly valuable. So please sit back and join us on a little journey through the last 12 months in this article. There is a high probability that you will discover (or rediscover) a feature that will help you achieve your 2025 goals. 🏆
From January 17 to December 11, 2024, 28 versions were released for OpenProject. Of these, 2 were major, 10 minor and 16 patch releases. Comparing to the previous year: In 2023, there were only twelve releases in total, less than half as many as this year. This is due to our decision at the beginning of 2024 to release one minor/major release every month. The reason for this is to provide users with finished features and improvements directly – even if they are small. In addition, our team has grown, enabling us to develop faster and to get user feedback more quickly – to then be able to quickly react to it.
After one year of monthly releases, we are very interested to know: As an OpenProject user or administrator, what do you think of this monthly cycle? Do you appreciate getting new features much quicker? Please write us your feedback or exchange ideas with other users in our Community Forums.
Highlight features of 2024
With all these new versions, let’s take a closer look at our highlight features that were released in 2024:
Starting December 2023: A OneDrive/SharePoint integration (Enterprise add-on)
In December 2023, we introduced a OneDrive/SharePoint integration as an Enterprise add-on. This integration allows you to link files and folders from OneDrive or SharePoint directly to work packages in OpenProject. It simplifies access to important project documents by keeping everything in one place. You can add a specific folder for each project with automatically managed permissions. This also enables to create project templates with a pre-defined folder structure and linked file templates.
Furthermore, we have continued to improve this integration during the year, by adding
project folders,
a connection validation ,
and the ability to activate storage for multiple projects at once.
We would like to thank the City of Cologne for sponsoring great updates on project lists in 2024.
In February 2024, we introduced features to filter and save custom project lists. This allows you to create personalized views of your projects by applying filters and saving these configurations for quick access. It helps project portfolio managers keep on top of things, especially when handling numerous projects.
In July 2024, we enhanced project portfolio management by allowing users to mark project lists as favorites and share them. You can now easily access frequently used project lists by marking them as favorites, streamlining your workflow. Additionally, sharing project lists with the entire instance is available in the Community edition, while sharing with specific users or groups is offered as an Enterprise add-on, fostering better collaboration.
For complete information on how to set up and use project lists, check out our user guide.
March 2024: A GitLab integration
In March 2024, we introduced a GitLab integration, which was developed from a Community plugin. This feature allows you to link GitLab merge requests and issues directly to work packages in OpenProject, streamlining collaboration between development and project management teams. By connecting these elements, you can monitor development progress and maintain a unified workflow.
For more information on setting up and using this feature, please refer to our GitLab Integration Guide. To get an overview of all OpenProject’s integrations, take a look at our new integrations overview page.
Starting April 2024: Progress reporting across work package hierarchies
In April 2024, we enhanced progress reporting across work package hierarchies. This improvement provides a cohesive overview of estimates, effort, and progress, especially beneficial for multi-project management. By linking progress tracking with time entries and extending it across hierarchies, you gain a clearer picture of your project’s status.
In June 2024, we enhanced progress reporting again by allowing time entries to be recorded in days, in addition to hours. This flexibility enables teams to log work and remaining work in the unit that best fits their workflow, improving accuracy in time tracking. Administrators can define the number of hours that constitute a working day to align with organizational standards.
Later in October 2024, we made this feature more flexible, by allowing manual editing of the % Complete field and introducing new settings for progress calculation, giving administrators greater control over progress tracking.
May 2024: PDF export of Gantt charts (Enterprise add-on)
In May 2024, we introduced the PDF export of Gantt charts as an Enterprise add-on. This feature allows you to export your Gantt chart views to PDF format, facilitating easy sharing and printing of project timelines. It enhances project documentation and communication by providing a portable format for your schedules. Later in the year, we improved this feature by adding options for paper size selection and date zoom levels, offering more flexibility in your exports.
In August 2024, we introduced a dark mode to enhance user experience. This feature provides an alternative visual theme with light text on a dark background, reducing eye strain in low-light environments and offering an aesthetically pleasing interface. Users can enable dark mode by navigating to My account > Settings and selecting Dark under the Mode option. This setting applies individually, allowing each user to choose their preferred display without affecting the entire instance.
September 2024: Restore local backups in text editor
In September 2024, we introduced the ability to restore local backups within the WYSIWYG text editor. This seems like a small feature, but is very valuable as it allows users to recover unsaved content changes in work package descriptions or wikis. So this feature prevents data loss due to accidental closures or crashes. By clicking the clock icon in the editor’s header, you can access and restore previous versions of your content, each marked with a timestamp and word count. This enhancement ensures that your work is safeguarded and easily retrievable.
November 2024: Emoji reactions and more in the new Activity tab
In November 2024, we unveiled a redesigned Activity tab for work packages, enhancing communication and collaboration. The new design offers a cleaner, more structured interface, aligning with GitHub’s Primer design system. Key improvements include:
Real-time updates: Comments and notifications now load instantly, eliminating the need for page refreshes.
Emoji reactions: Users can respond to comments with a selection of eight emojis, making interactions more engaging.
Fixed comment box: The input field is anchored at the bottom for easy access.
Filtering and sorting: Options to filter by all activities, comments only, or changes only, and to sort by newest or oldest first.
December 2024: Custom fields of type hierarchy (Enterprise add-on)
Our last bigger release in 2024 included an Enterprise add-on to create custom fields of type hierarchy. It allows users to structure data further into multi-level selections within custom fields, making it easier to categorize and manage complex information in work packages. Whether you’re organizing locations, structuring teams, or categorizing products, this feature adds clarity and precision to your workflows.
If you have been following OpenProject and our updates for a while, you will know that we started a major design change last year. In September 2023, we reported that we wanted to adopt the design system Primer from GitHub and that we would be incorporating it into the application in many small iterations.
In the course of 2024, we have already updated some parts to the new design. In addition to the more modern, user-friendly design, we have improved features in some places at the same time, such as the dropdown function in the relations tab on work packages.
Have you noticed these design changes? How do you like them?
In 2025, we will continue to adapt further areas of OpenProject to the Primer design system. Thank you for your patience and understanding that such changes can only be implemented step by step. This way, we have capacities for new great features, bug fixes and further innovations in addition to the design adjustments.
Launch of openDesk 1.0
OpenProject is driven by values around open source and data sovereignty. Therefore, it is very important to us to collaborate with other great open source software providers. On the one hand, we do this in the form of providing integrations, as we have done so far with Nextcloud, for example, with further integrations planned with XWiki and Element on our roadmap.
During the Smart Country Convention in Berlin this October, openDesk 1.0 was officially launched. We are excited about this big step and look forward to the first in-depth user experiences.
Company and culture at OpenProject 2024
We are immensely proud of how well OpenProject as an organization and we as a team have developed and grown in 2024. We were able to attract a large number of exceptional people and also win some of them back.
Our new team members
The best part of growth are the new team members who strengthen and professionalize the team. In 2024, our team has grown again – a warm welcome to every new team member!
Jen, Marketing & Community Manager US
Cécile, Senior Software QA Engineer
Ivan, Senior Software Engineer
Simon, Support Specialist
Judith, Senior Software Engineer
Giuseppe, People & Organization Manager
Dorothee, People & Organization Manager
Tobias, Senior Software Engineer
Oleksii, App Developer
Bruno, Senior Software Engineer
Alex, Senior Software Engineer
Jan, Senior Software Engineer
Vanessa, Team & Accounting Assistant
Note
Interested in seeing your name on this list next year? We at OpenProject are happy to welcome new colleagues who are passionate about open source. Click here to see our vacancies.
Team meetups and official events
We also had some wonderful team highlights in 2024. The most important is probably our annual team offsite. As much as we welcome and have embraced remote working, it’s also nice to get together with the team in person from time to time. This year we met in Berlin at Wannsee for our company offsite and worked, laughed, spent time together and strengthened our bond.
Furthermore, we attended several conferences again this year, such as the Univention Summit, FOSDEM (watch our talk at FOSDEM 2024), Nextcloud Community and Enterprise days, the Smart Country Convention and the Open Source Experience. These fairs are always a great opportunity to get in touch with our users and the Community.
Roadmap for 2025
Of course, we have some exciting updates on our roadmap for 2025. Please feel free to check back at www.openproject.org/roadmap to see which features are planned for which approximate time frame. Please also keep in mind that we develop in an agile way and that plans are always subject to change.
One topic in particular will be on our minds in 2025: As requested by many users, we have been working on a mobile app for some time now, which is scheduled for release in the course of the coming year. We will publish more detailed information as soon as the scope and release date become clearer.
Stay up to date regularly, it’s worth it! We particularly recommend subscribing to our newsletter, which informs you about new versions and features at least once a month.
Feel free to visit and subscribe to our social networks to get all the information directly:
That was our summary of 2024. What did you particularly like? Where would you like to see changes? Please do not hesitate to contact us and give us honest feedback. We would also like to take this opportunity to refer you to our Community forums, where you can exchange ideas with other users about OpenProject.
If you would like to contribute to OpenProject, please visit our Contributions guide that we recently created, as so many of you asked how to support us. You can help by translating OpenProject, by reporting bugs or submitting feature ideas. You can also help by contributing to our documentation. And of course, if you spread the word, link to our website or give us a testimonial for us to publish, this also helps a lot.
Many thanks to everyone who has accompanied and supported us again this year! To our great Community, which supports us in so many ways with bug reports, translations and more. To our sponsors, who enable growth and innovation. And to our team, who did a great job again in 2024 and contributed to becoming the leading project management software for data conscious organizations. True to our vision, to achieve great things for the good of society.
And with that, we wish you a good break between the years and a powerful start to the new year 2025! 🌟
Every day, mankind launches more and more satellites into space: navigation, internet, remote sensing and earth observation: more and more services are sharing the orbit, and the orbits are becoming ever more crowded and competitive.
Innovative satellite propulsion: Morpheus Space leads the way
As competition increases, so do the demands on the mobility of the satellites themselves - and this is precisely where Morpheus Space offers innovative and sustainable propulsion technology.
The company currently not only produces the world’s most advanced propulsion system for satellites, but also offers mission planning software for satellite missions. And OpenProject plays a small part in this.
Image source: GO-2, probably the most advanced propulsion system for satellites in space travel today, comes from Dresden and is being developed with the help of OpenProject - https://www.morpheus.space/media
In ion propulsion, ions from a molten metal alloy are released and accelerated by an electric field. Because these ions are accelerated to a very high speed, the drive technology is highly efficient and is also ideal for small satellites. And all this, according to the manufacturer, is also possible because OpenProject supports project management.
Morpheus Space was founded in 2018 and emerged from research into field emission propulsion (FEEP) technology at a technical university in Germany. The company is dedicated to the ever-increasing challenges of space mobility faced by satellites and spacecraft. Conventional propulsion systems are no longer sufficient to solve the problems faced by satellite operators in orbit: Our orbits are full of debris, and many satellites are about to become space debris themselves.
What was reserved for Star Trek or other Hollywood productions just a few years ago is becoming a reality in Dresden: “Our GO-2 ion propulsion system is the simplest, most efficient and cost- effective propulsion system, and it allows mobility over the entire lifespan,” explains Arne Riemer from Morpheus Space. Morpheus develops its prototypes in Dresden and operates its own thermal vacuum chambers and vibration test facilities. The company only expanded in July 2024 and opened new production facilities with “Reloaded”, in which one hundred ion drives are to be manufactured per year. Photos from the website show the newly built production room, which has been equipped with state-of-the-art technology.
How OpenProject fuels space tech development at Morpheus Space
Arne Riemer is a project manager at Morpheus, he loves “structuring projects”. Riemer comes from an aerospace engineering background and has been working in aerospace for over 10 years, including at large corporations such as RUAG - and, like most of his colleagues, he is very satisfied with OpenProject:
“We use OpenProject in the cloud, mainly because MS Project couldn’t offer us enough agility. Especially in the start-up environment, that’s no longer enough.”
OpenProject is also really easy to administer, especially in contrast to Jira: “Jira was too complex for us to manage, the barrier to entry was far too high,” explains Riemer. Because OpenProject then also “remained fully within the expected price range”, both management and users are very satisfied. “I can improve it if I want to, that’s just great with open source software. I have contacts, can push for features and always understand the development process. If I have a problem with Microsoft products, I have to overcome much greater hurdles to get support, whereas companies like OpenProject deal with my requests very quickly,” says the project manager, describing his impression.
Arne Riemer, Project Manager Morpheus Space
In a start-up, it is not sufficient to rely solely on predictions, but at the same time it is not possible to adopt a purely agile approach. Open Project offers the perfect mix of both and enables to use hybrid project management methods.
And OpenProject has been able to assert itself against competitors such as MS Project, especially when it comes to tickets. Even though some workflows still take place in Teams, MS OneNote and Gitlab, Morpheus Space already uses numerous OpenProject modules, from the Work packages, Gantt charts, agile Boards, and gradually also the Team Planner, as well as the Backlogs module.
Morpheus Space is very happy with OpenProject: “We give feedback directly back into the product and we see progress. That’s not always the case for customers working with large proprietary software companies. OpenProject won in almost all categories in the comparison with MS Project.”
With the release of OpenProject 15.1, the design of the Relations tab for work packages has been improved, but some customers miss the feature of being able to create corresponding sub-tasks (children) or other related work packages directly. Don’t worry: we are already working on a feature that will soon make it possible to create relations directly from the Relations tab again.
In addition to that, there is a clever workaround for displaying a table of related work packages:
How to: Add a table of related work packages to a work package form (Enterprise add-on)
While the redesigned Relations tab improves clarity and usability, you can use a clever workaround to display related work packages directly within a work package form. This approach allows you to maintain an overview of related tasks or items at a glance.
Steps for admins to configure the table:
Navigate to Administration > Work packages > Types.
Choose the work package type you want to configure (e.g. Epics) and access the Form configuration tab.
Click on +Group and select Add table of related work packages.
Specify in the filter the relation you want to be displayed (e.g. Children) and sort your table as you like.
Name your new group.
Click Apply and then Save your changes.
With this setup, users can view all related work packages directly on the form, providing a clear and centralized overview of connections and dependencies. This is how the work package could look like with the set-up that we described above:
When will I be able to add children directly in the Relations tab of a work package?
We are already working on a feature to make it possible again to add children directly in the Relations tab of a work package. As the holiday season approaches, it will be included in a release early 2025. As we work in an agile way, we constantly update OpenProject. This allows us to enable features almost right away. Thank you for your understanding and your patience. We hope that the workaround that we described above will help you in the meantime.
Tip: Visit our Community instance to test features on advance
On our Community instance, we do not only develop our product out in the open, but also deploy a new version a few days or even weeks in advance of the official release. Check out our guide to the Community instance to learn more.
We are excited to announce the release of OpenProject 15.1! This update introduces custom fields of type hierarchy (Enterprise add-on), allowing you to structure complex data into multiple levels. Particularly beneficial for larger organizations, this feature streamlines workflows and improves data clarity.
In this blog article, we’ll explore three practical examples of how hierarchical custom fields can be used. For a complete list of all features and bug fixes included in version 15.1, please check out our release notes.
List of important features with OpenProject 15.1
Let’s start with a list of the key features of OpenProject 15.1:
In the linked release notes sections, you will find all information on these highlight features for OpenProject 15.1.
In this blog article, we will take a closer look at the new Enterprise add-on and examples on how to use custom fields of type hierarchy.
Custom fields of type hierarchy (Enterprise add-on)
The new custom field type hierarchy introduces multi-level selections make it much easier to organize and navigate complex data in work packages. This feature allows users to structure items into multiple levels, streamlining data categorization and improving clarity.
With hierarchical custom fields, users can assign short identifiers (e.g., “B” for Berlin) to levels, creating a logical and accessible framework. For example, you can use this feature to categorize workspaces with precision, ensuring detailed data is well-organized and easy to manage.
In real estate management, keeping track of detailed location information across multiple properties can be a complex task. Hierarchical custom fields in OpenProject simplify this by creating structured levels for properties and their components. For example:
Level 1: Property – “Greenwood Apartments”
Level 2: Building – “Building A”
Level 3: Floor – “3rd floor”
Level 4: Room – “Room 305”
With this structure, a maintenance task could be assigned to Greenwood Apartments > Building A > 3rd floor > Room 305. This ensures that the team knows exactly where to focus their efforts, reducing the risk of misunderstandings.
This approach is not only helpful for property management but also for companies with multiple sites or regional offices. By using a custom field to hierarchically structure locations, it becomes easy to specify location-based work packages, such as events.
Below is an example screenshot of a work package type ‘Event’ that includes the custom field ‘Location’, as described above:
Example 2: Organizational structures
Managing workflows in large organizations can be complex, especially across departments, teams, and locations. Hierarchical custom fields make it easier to categorize and track tasks at any level. For example:
Level 1: Organization – TechSolutions Inc.
Level 2: Location – Australia
Level 3: Department – Engineering
Level 4: Team – Frontend Engineering
If you have multiple ‘Frontend Engineering’ teams in different locations, the hierarchy field specifies exactly which team is responsible, such as the one in Australia. This avoids confusion, ensures tasks are directed to the correct group, and improves transparency.
Here is an example of how an admin could use custom fields type hierarchy to structure and specify the different Engineering teams:
… And this is how this custom field would look like in the fourth level:
Example 3: Product Categorization
In product development, clear categorization is critical to organizing and aligning projects. Hierarchical custom fields help structure products so teams can easily navigate them. For example:
Level 1: Product Line – Electronics
Level 2: Product Category – Laptops
Level 3: Model/Version – ProBook X200
With this hierarchy in place, a task like “Update firmware” can be assigned specifically to the product line Electronics > Laptops > ProBook X200. Admins can adjust these fields as product lines evolve, making the structure both robust and adaptable.
OpenProject 15.1: 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 15.1 right away, create a 14 days free trial instance for our OpenProject Enterprise cloud.
Prefer to run OpenProject 15.1 in your own infrastructure? Here you can find the Installation guidelines for OpenProject.
A very special thank you goes to Deutsche Bahn and City of Cologne for sponsoring parts of this release. 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 Bill Bai, Sam Yelman, Knight Chang, Gábor Alexovics, Gregor Buergisser, Andrey Dermeyko, Various Interactive, Clayton Belcher, Александр Татаринцев, and Keno Krewer.
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 highlight
José Helbert Pina, for a great number of translations into Portuguese.
BigSeung, for a great number of translations into Korean.
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. 💙
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