How to plan a project on a Gantt chart with Projex
Projex is a browser project planner: every task sits on one Gantt timeline, with an owner, a due date, a duration and the tasks it waits on. This guide walks through a plan from the first task to a team working from it, using the same names you will see on screen.
1. Plan a project in five steps
- Create the project. Sign in, open Projex, type a name under My Projects and create it. Only you, the owner, manage its teams and categories.
- Add categories. Categories split the plan into readable parts — for example Design, Build, Launch. You can drag them into order.
- Add tasks. Give each one an assignee, a due date and a duration, and pick the tasks it depends on. The task appears on the timeline at once.
- Invite your team. Create a team, send its join code or invite link, approve each request and tick the categories that team may see.
- Work from the timeline. Assignees move their tasks from Open to In progress to Done; the chart shows what is late and what is blocked.
Want to see a finished plan first? The demo project opens without an account.
2. What a task holds
| Field | What it does |
|---|---|
| Title | What needs doing. Required. |
| Category | Where the task lives. A task can also sit in (No Category). |
| Assignee | The one person responsible — you, or anyone whose team can see that category. Only the assignee changes the task's status. |
| Due date and time | Optional. With no time, the task counts as due at the end of that day. |
| Duration | In days or minutes. On the chart the bar runs for this long and ends on the due date. |
| Recurrence | One-time, or one of the repeat patterns in section 5. |
| Tags | Labels kept per category; you can create a new one while adding the task and filter by it later. |
| Depends on | The tasks that must be Done before this one can start. |
| Visibility | Whole team, or private to you. |
| Author note | Working context with bold and red highlights; the creator and the assignee can both edit it. |
The creator can edit any of these later. Duplicate task copies a task (without its comments or history) when the next one is similar.
3. Reading the Gantt timeline
- The left pane lists the tasks; the right pane draws each one as a bar ending on its due date. Drag the right pane sideways to move through time.
- A vertical line marks today, so anything to its left that is not Done is behind.
- A task past its due date and time is flagged overdue in red.
- Finished tasks fade back so open work stands out.
- Arrows join a task to the ones it depends on, so a chain of work reads left to right.
4. Dependencies
Pick tasks under Depends on when you add or edit a task, or press 🔗+ Auto-link to previous to make it wait on the task just above it in the list.
- A task cannot be set In progress or completed while any task it depends on is not Done. Projex tells you which one it is waiting on.
- Links can cross categories — a Build task may wait on a Design task.
- A link that would make a loop (A waits on B, B waits on A) is refused.
5. Recurring tasks
Set a pattern once and the task comes back after each completion. The options are:
- Daily, every 2 days, weekly, every 2 weeks, monthly, quarterly, yearly
- A custom interval — every N days, weeks or months
- Weekdays (Mon–Fri), weekends only, or chosen days of the week
- The Nth weekday of the month — for example the third Friday
- All-time — a standing task that never completes
When the assignee completes a cycle, the task goes back to Open with its next due date, and the completion is kept in its history.
Fix Date. By default the next due date is counted from the day you complete the task, so finishing late pushes the next cycle later. Tick Fix Date to count from the due date instead — a report due on the 1st stays on the 1st even if one month was finished on the 3rd. Cycles already in the past are skipped.
6. Status, completion and snooze
Every task is Open, In progress or Done, and only its assignee moves it along:
- Set In Progress records when work started.
- Mark Complete closes a one-time task; on a recurring task it completes the current cycle.
- Snooze 1 day (assignee or creator) keeps the task visible but stops it counting as due or overdue until tomorrow.
7. Teams and join codes
Projex has no user directory: nobody can search for you, and you add people only through codes you hand out.
- In your project open 👥 Teams and add a team. It gets a join code such as
TES-7H2K. - Share the code, or the invite link, on WhatsApp, the share sheet or by copying it.
- Your teammate signs in, opens the link (or Join a Team and Look up), and taps Request to Join.
- You approve or deny each request, then tick the categories that team may see. A new team sees none until you do.
Members see the project under Shared with me, and can add tasks in the categories their team has access to. Regenerate gives a team a new code and the old one stops working; removing a member or deleting a team ends that access immediately.
8. Views, filters and order
- View: all tasks, Self only (tasks you created or are assigned), or one team's categories.
- Tag filter: show only the tasks that carry one tag.
- Due now: tasks with no date, or whose due time has already arrived.
- Sort: category → tag → time, tag then order, or manual order only. Press ↕ Reorder to drag tasks into your own order.
9. Private tasks, notes and comments
- A team task is seen by everyone with access to its category. A private task is seen only by its creator — the creator can switch it either way.
- The author note holds context for the person doing the work; the comment thread under each task is for back-and-forth.
Projex questions
Can I try Projex without an account?
Yes. The demo project opens without signing in and shows categories, recurring tasks, tags and dependency arrows. It is read-only; sign in to build your own plan.
Who can see a private task?
Only the person who created it — not the project owner and not the assignee, if that is someone else. Keep private tasks assigned to yourself.
Why can I not start a task?
It depends on another task that is not Done yet. Projex names the task it is waiting on; finish that one first, or remove the link if it is no longer needed.
Can I edit a task after creating it?
Yes. The person who created a task can edit its title, category, assignee, dates, duration, recurrence, tags, dependencies and visibility. Once a project has a team, editing is allowed while the task is still Open.
Can I leave a team myself?
Not yet. Ask the project owner to remove you; the owner can remove any member at any time.
What happens when a category is deleted?
Its tasks are removed with it, and the category disappears from every team's access list.
Planning with a team? Send them Projex
The link opens the Projex overview; the demo project needs no sign-in.
