OpenProject 16.3 is here, bringing a fresh look, more control over email notifications for meetings, along with other improvements that make everyday work more efficient. This release is all about helping you stay focused, find what you need faster, and keep your projects running smoothly.

We will summarize the most important changes in this blog article and, as always, please see our release notes that contain all changes, features and bug fixes.

Here is a quick navigation to all feature descriptions:

• UX/UI improvements
• Better control of meetings notifications
• Timer display in the My time tracking module
• More accurate progress reporting
• Better diagnostics for the Nextcloud integration
• Faster cost reporting with autocomplete

UX/UI improvements

Your workspace should help you focus — not distract you. That’s why in 16.3, we’ve refined the design and navigation to make OpenProject easier and more pleasant to use:

• The header has been redesigned with Primer, including a fresh icon for notifications.
• The grid icon now opens as a smooth lateral menu, giving you quick access to Home, My Page, and My time tracking.
• The sign-in modal and running time tracking section have moved to a new overlay menu on the right, keeping the header clean and uncluttered.

These changes make it easier to find your way around and keep important tools within reach.

Better control of meetings notifications

Receiving emails about every small update can be annoying. With OpenProject 16.3, you can now choose whether participants receive email calendar updates when creating or copying a meeting.

A simple checkbox in the meeting form lets you enable or mute notifications. The current status is always visible in the sidebar:

• For one-time meetings, you can toggle notifications directly there.
• For recurring meetings, you can set the preference in the template so it applies to the whole series.

This small change gives you more control over how and when participants are informed and keeps your communication timely and relevant.

Learn more about meeting management with OpenProject.

Timer display in the My time tracking module

We’ve made it easier to avoid double time entries and keep an eye on your work in progress. The My time tracking module now clearly shows if a timer is running: In both list view and calendar view, the work package currently being tracked is marked with a small timer icon and blue background. This makes it easy to spot ongoing tracking, especially if you step away and return later in the day.

Not familiar with the My time tracking module yet? Learn more about it in our blog.

More accurate progress reporting

Progress reporting in work package tables is now more reliable. In OpenProject 15.5, we introduced % Complete sums, but in some cases — especially when not all work packages had values for Work or Remaining work — the calculation could be misleading.

With 16.3, these % Complete sums are now calculated accurately across all progress calculation modes, including status-based and simple averages. This means you can trust the numbers you see, no matter how your team tracks progress.

Learn more about monitoring your OpenProject installation.

Better health check for the Nextcloud integration

For teams using the Nextcloud integration in the Corporate plan, there’s now a clearer way to spot one specific issue: missing token exchange capability. If your identity provider doesn’t support token exchange (often due to older OIDC settings), the health check will now flag this directly. That way, you’ll get a precise message pointing to the cause, instead of a generic “token refresh failed” error.

Faster cost reporting with autocomplete

Cost reports are a powerful way to get insight into your projects — and now, setting them up is faster. In OpenProject 16.3, key filters like User or Work package now support autocomplete in cost report filters. Just start typing and select from matching results, instead of scrolling through long lists. It’s a small change that can save you time every week.

Learn more about cost reporting with OpenProject.

OpenProject 16.3: Migration, installation, updates and support

Follow the upgrade guide for the packaged installation or Docker installation to update your OpenProject installation to OpenProject 16.3. We update your hosted OpenProject environments (Enterprise cloud) today, August 13, 2025.

You will find more information about all new features and changes in our Release notes or in the OpenProject Documentation.

If you need support, you can post your questions in the Community Forum, or if you are eligible for Enterprise support, please contact us and we are happy to support you personally.

• New to OpenProject? To test all features of OpenProject 16.3 right away, create a 14 days free trial instance for our OpenProject Enterprise cloud.
• Prefer to run OpenProject 16.3 in your own infrastructure? Here you can find the Installation guidelines for OpenProject.
• Want to upgrade from a Community version to try out the Enterprise add-ons? Get a 14 days free trial token to test the Enterprise add-ons (all plans).

Credits

A very special thank you goes to City of Cologne, Deutsche Bahn and ZenDiS for sponsoring released or upcoming features. Your support, alongside the efforts of our amazing Community, helps drive these innovations. Also a big thanks to our Community members for reporting bugs and helping us identify and provide fixes. Special thanks for reporting and finding bugs go to Sven Kunze, Michael Lathion, Gábor Alexovics, and Tom Gugel.

Last but not least, we are very grateful for our very engaged translation contributors on Crowdin, who translated quite a few OpenProject strings! This release we would like to particularly thank the following users:

• Alin Marcu, for a great number of translations into Romanian.
• William, for a great number of translations into Chinese Traditional.
• OlhaTrotska, for a great number of translations into Ukrainian.

Would you like to help out with translations yourself? Then take a look at our translation guide and find out exactly how you can contribute. It is very much appreciated!

As always, we welcome any feedback on this release. 💙

AI is everywhere. Especially large language models (LLM), which are what most people mean when they talk about AI today. These models are becoming common tools at work and in everyday life. At the same time, concerns around data protection and transparency remain.

At OpenProject, we’ve been exploring this topic deeply. We recognize both the incredible potential and the valid concerns. This article gives you a first look at how OpenProject approaches AI — and what you can expect as a user.

How does OpenProject approach AI?

At OpenProject, we approach AI — or more precisely, language models — with both curiosity and caution. Our goal is clear: help users save time and reduce complexity, without compromising privacy or open source standards.

We stick to a simple principle: “A fool with a tool is still a fool.” This applies to software just as much as it does to artificial intelligence: What matters is how you use it. Or, in other words, technology only helps if it’s used responsibly. That’s why we develop AI-powered features to assist, not replace, human decision-making.

We will use language models to save our users time and hassle in their work. At the same time, we remain firmly committed to our principles: Open source standards will not be broken and data protection is our top priority.

One quick note: While we use the term “AI” in this article, we technically refer to large language models (LLMs). The distinction matters, but for clarity, we follow everyday language.

Important

Even though we will be implementing AI/LLM features in OpenProject, the final decision will always be up to you, the user. Therefore, we want to emphasize that we will offer the option to enable or disable AI features.

OpenProject follows strict ethical AI guidelines

Human decision authority

• AI serves as decision support, never autonomous decision-making
• Transparent recommendations with clear explanations
• Human oversight required for all critical decisions
• Clear accountability chains maintained

Privacy & GDPR compliance

• Strict data isolation between projects and tenants
• Minimal data collection
• Automated data deletion routines
• Complete audit trails and documentation

Sustainability & ethics

• Energy-efficient model selection
• Ethical training data sourcing
• Regular bias testing and mitigation

Read more on our guidelines for the responsible use of AI at OpenProject (German only) on GitHub.

PMflex and PM² compliance

Our AI features are designed to align with PM² as well as with PMflex, the official German standard for strategic project and portfolio management in the public sector. This means workflows automatically follow government requirements — no manual checks needed.

Thanks to AI, OpenProject can detect risks early, before they disrupt timelines or budgets. Real-time analytics and predictive insights give public sector teams the confidence to make data-driven decisions.

At the same time, automating workflows and reporting can save up to 80% of the time normally spent on admin tasks — allowing teams to focus on strategy rather than routine.

Preview of some of the first AI features in OpenProject

Even though we cannot make any firm promises regarding the release date for AI features at this time, we would like to show you some features that we are working on intensively. Especially with the still relatively new topic of AI, we want to test all features extensively before we release them.

Note

Some technical information: To develop AI features, we use our own OpenProject Haystack. Just like the rest of OpenProject, all source code is publicly available. Visit our Haystack GitHub to see it and learn more about the system architecture.

During a hackathon in July, we designed several AI-powered features and showcased them in a demo. Here’s a short overview of the specific AI features that we now continue working on:

• Automatically generated tips to improve your project management
• Automatically generated status reports
• AI Document features: Ask AI, Improve writing and more

Automatically generated tips to improve your project management

Some users are new to project and portfolio management and might need support. Ideally, this takes place directly in the application so that users don’t have to look up information in their handbook. Additionally, no external handbook can give you the exact information you need based on the data you already created.

This is why we created a feature to automatically display tips, specifically based on PMflex and PM² standards. But also users who are not working with these standards will benefit from this feature as some hints and are generally helpful in the area of project and portfolio management.

Here’s an example of how we implemented this feature on a demo instance:

These are the hints in the example screenshot:

• Update portfolio plan
• Complete documentation
• Add missing deadlines
• Monitor scope changes

The overview page only shows the five most relevant notes. The information includes not only missing tasks, but also notes on what has already been accomplished.

Automatically generated status reports

Creating a project status report can be very time-consuming and tedious, requiring a lot of copying and pasting. With the help of the OpenProject LLM, users save several hours of time and can focus on more important things.

The feature to generate status reports by just pressing a button is still in development, and some parts of it don’t even need AI functionality. The LLM mainly summarizes the information used in the project and creates a short text based on that.

After one minute, your project status report is created and you can adjust, save and share it with others. This is how a status report could look:

AI Document features: Ask AI, Improve writing and more

OpenProject is working on integrating familiar AI-powered writing tools directly into its editor — making it easy to translate, rephrase, check spelling, or generate first drafts without switching tools. Within the Documents module, on which we’re also currently working, the AI can also perform helpful tasks like summarizing longer texts. This streamlines your workflow and supports teams in creating high-quality content more efficiently.

Conclusion and outlook on AI features in OpenProject

“We are continuing to work on AI features with one goal in mind: more efficient, standard-compliant work with a single mouse click, even without prior knowledge of AI.” – Dominic Bräunlein, Feature lead for AI topics at OpenProject

With OpenProject, we are committed to building AI features that are not only helpful, but also ethical, secure, and transparent. We believe that language models can significantly support users in their daily work — especially in the public sector, where structured processes, compliance, and documentation are essential.

By combining AI with OpenProject’s proven project management features, we want to reduce manual effort, accelerate strategic alignment, and make professional project and portfolio management accessible to more people. Whether you’re new to project management or a seasoned expert — our goal is to support your work without replacing your judgment.

We will continue developing and testing AI features carefully, hand in hand with our Community, partners, and users. If you’re interested in trying out the first features, we’ll keep you informed through our blog and newsletter. The future of project management is intelligent, but above all: open and secure.

What does a software solution look like that enables employees in the public sector to successfully prioritize, manage, implement, and report on strategic initiatives?

At OpenProject, we explored this question during a hackathon last week. In this article, we give you an overview of our results.

The requirements we defined are based on PM² the open source project management methodology provided by the European Commission.

If you already want to “spoil” the results, feel free to watch the following video (available in German only), which we presented at the end of the hackathon:

Article navigation:

• Wanted: A software solution for the strategic implementation of federal digitalization initiatives
• Delivered: Full commitment for ten new features and implementation in PM²
• Found? – What happens after the hackathon?

Wanted: A software solution for the strategic implementation of digitalization initiatives

Transparency is one of our core values, so in this article we want to share an overview of the hackathon, the requirements, and of course our proposed solutions.

Requirements included:

• Compatibility to PM² (tailoring)
• Consistency across portfolio, program, and project levels
• Cross-agency collaboration
• Agility
• Enjoyable user experience

Challenges for us:

• Only one week to develop additional features, comprehensive demo material, documentation, and (video) presentation. All of this alongside our daily business, including the release of version 16.2.
• Immersing ourselves in the working environment and various user stories from public administration, which operates very differently than we do internally. Here, our extensive experience with the public sector, especially in connection with openDesk, was a major advantage.

Overview of the required user stories:

Several user stories were provided, each with associated data like budget, status, target states, and more. Every user story included at least one fictional persona, from whose perspective the solution needed to be demonstrated.

1. Prioritize portfolio elements
2. Manage portfolio
3. Report program status
4. Report project status

In addition to the predefined user stories, we also showcased how the solution could be used on the go via the mobile app.

Delivered: Full commitment for ten new PM² features

Alongside 19 developers, many other OpenProject team members were fully engaged in the PM² hackathon. Despite — or perhaps because of — the short timeframe and complex requirements, the energy and team spirit were tangible across all days, even across our globally distributed remote workspaces.

For Rosanna Sibora, who had her very first week at OpenProject as Chief Product Officer during the hackathon, the team’s commitment, creativity, and passion made a strong impression:

“During the hackathon, I was impressed by how well the self-organized teams collaborated. It clearly showed me how well-aligned the OpenProject team is and how open and empowering the culture is. We proved that 2+2 is definitely more than 4 — and what can be achieved with great collaboration and empowerment.” – Rosanna Sibora, CPO, OpenProject GmbH

OpenProject implementation – behind the scenes:

• Full energy and passion, not just from developers
• 15,000+ lines of new code
• Team formation for developing new features, building a demo instance, and designing product mockups for additional features
• Daily hackathon stand-ups, retros, and pulse checks with the PM² experts and other stakeholders, 100% remote collaboration using other open source tools like Big Blue Button and Element
• Daily operations continued in parallel: support and release of OpenProject 16.2

OpenProject implementation – on the product level:

While the current version of OpenProject already supports the majority of requirements, we identified several aspects we wanted to expand or develop from scratch during the hackathon week. Especially relevant across all user stories was the development of features for reporting and managing goals, risks, and budgets.

Here is an overview of our main development focuses during the hackathon:

• Planning and managing portfolios and programs
• Enhancing portfolio and program dashboards
• Portfolio management with proposal functionality
• Linking and improved display of budget planning and overviews
• Calculated project scoring
• Risk management and overview
• Create status report meetings
• Documents module with real-time editing
• Mobile app enhancements for portfolio/program management
• AI foundations and support for documents and project/portfolio management
• PDF export of portfolio and program status

Let’s take a closer look at what these features and requirement implementations looked like by the end of the hackathon week.

Important

Please note that this is a summary of key developments. Additional features were also planned, designed, and developed during the hackathon. As these features were created in a very short time, they are not yet fully tested or finalized.

Planning and managing portfolios and programs

To support PM², OpenProject needed to manage not just projects but also portfolios and programs. Modeling these was the first step during the hackathon. Portfolio, sub-portfolio, and program extend the existing project hierarchy with the ability to group projects and manage them collectively.

Enhancing portfolio and program dashboards

On the overview pages for portfolios, (sub-)programs, or even projects, managers want to see key information about goals, milestones, risks, and budgets at a glance. To enable this, we created widgets during the hackathon that visually aggregate this data: charts for budgets and risks, listings of components with their priority, status, and goal progress. These widgets were implemented as prototypes in a new dashboard using the OpenProject Design System.

Portfolio management with proposal functionality

We created a dedicated module for portfolio management where managers can first create portfolio proposals and then submit them for review. These can be downloaded as PDFs or added to a meeting.

Linking and improved display of budget planning and overviews

OpenProject already supports extensive budgeting and cost tracking, but previously limited this to individual projects. During the hackathon, we added cross-project budgeting, distinctions between planned and booked costs, and modeling of sub-budgets. The overview page and project lists can now display total budgets and their components.

Calculated project scoring

Portfolio managers want to calculate project scores automatically based on project attributes, allowing better evaluation, prioritization, and communication of decisions. This functionality was further developed during the hackathon and activated on the demo instance to display ranking values for project weighting.

It is now possible to apply formulas to freely configurable values that together generate a score. This increases transparency and comparability of evaluations.

This feature is still in development (thanks City of Cologne for their support here), so we’re showing a design draft here:

Risk management and overview

Since risk management is a core requirement for the public sector, we created a dedicated risk module. It includes a risk matrix that visualizes project, portfolio, or program risks with color-coded severity.

Modeling is based on probability (1–5) and impact (1–5). The system calculates a risk level from these values.

This also means: Risks now have their own data type and are a core part of OpenProject. Users are encouraged to document risks, monitor them regularly, and take countermeasures.

Create status report meetings

Status reports are a key element of PM². But they are not just documents — they are often discussed in meetings. That’s why we created a feature to automatically generate status report meetings.

Directly from the overview page, managers can create proposals for a status report meeting with the steering committee. They can select a baseline timeframe and add currently relevant information from the portfolio. The system generates an agenda based on selected changes for further editing.

Documents module with real-time editing

A few weeks ago, OpenProject successfully participated in Hack Days 2025 in Paris, organized by the French government’s digital directorate, DINUM (direction interministérielle du numérique). We’ve now extended those features to enable collaborative real-time editing for multiple users.

To support collaborative creation and sharing of typical documents, the OpenProject documents module was completely redesigned. It now allows for automatically updated content and real-time collaborative editing.

Mobile app enhancements for portfolio/program management

We have been working on a mobile app (iOS/Android) for OpenProject for some time. During the hackathon, we also developed new functionality to differentiate between portfolio, program, and project levels in the app.

Please note that developing a high-quality mobile app takes time, and we want to ensure the best experience before release. Of course, we will announce availability as soon as it’s ready for users.

AI foundations and support for documents and project/portfolio management

OpenProject was extended with two core services: Haystack to gather relevant information, and a custom LLM (Large Language Model). Both services operate within the same network as OpenProject and have no internet access. No data leaves the cluster for AI usage.

Detailed AI features developed during the hackathon include:

AI-generated status report drafts

• Create drafts of status reports based on work packages and attributes visible to the respective user, using a local AI trained on PMflex

AI assistance in project and portfolio management

• Display of PMflex-based best practices on the overview page, based on analysis of project data and work packages
• A secure local AI assists with introducing best practices and provides timely management recommendations

AI support in documents

• Writing tools in the OpenProject editor (translate, rephrase, spell check, generate drafts, etc.)
• Familiar AI editing features directly inside the editor
• The documents module uses the LLM to perform simple text tasks like summarizations

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PDF export of portfolio and program status

We believe in a single source of truth for project data. However, there many use cases where an export is extremely helpful, e.g. when information needs to be documented in external systems. So during the hackathon we built a status report engine that creates pixel-perfect PDF files from the data in the system.

• Status information
• Budget
• Risks
• Objectives
• KPIs
• Milestones
• Custom attributes
• […]

Kudos go to the German Federal Ministry of the Interior who sponsored the pdf export of work packages in 2023. The PDF export library we developed laid the foundation for this feature.

As an outlook, we are working on more configuration options to adjust the export to the specific needs. Additionally, we plan to add further charts and illustrations.

Found? – What happens after the hackathon?

All released features will be available either in OpenProject itself or in openDesk, the secure office and collaboration suite designed specifically for the public sector.

The rollout would likely proceed as follows:

• Distribution via ZenDiS as a module in openDesk:

  • Monthly releases
  • Security concepts
  • Maintenance
  • Support
  • Hosting

• Demo environments provided through OpenProject’s SaaS infrastructure

Even though the work is progress this hackathon clearly demonstrated how OpenProject, as an open source solution, can meet the concrete requirements of public administration — quickly, competently, and collaboratively.

There is a visible shift toward data sovereignty, open standards, and independent software solutions — not only, but especially in the public sector.

Anyone looking for a future-proof, sovereign solution will find a strong and experienced partner in OpenProject. Learn more about OpenProject for public administration.