Managing Sub-Projects

What Are Sub-Projects?

Proggio’s unique layered approach allows you to create a project hierarchy with Sub-Projects — a powerful feature that enables multi-level project planning and management.

Think of sub-projects as projects within projects, allowing you to break down complex initiatives into manageable, independently tracked components while maintaining visibility at the master project level.

Key Terms

Master Project: A project that contains one or more sub-projects. The master project provides the high-level view while sub-projects handle detailed execution.

Sub-Project: A project nested within a master project, managed as its own entity with complete Proggio functionality while remaining connected to the parent task.

Task Container: A task block on the Proggio timeline that can contain subtasks and/or serve as a container for a sub-project. The task container defines the boundaries (start and end dates) for the sub-project.

Creating a Sub-Project

Adding a sub-project is straightforward and can be done directly from any task in your project timeline.

How to Add a Sub-Project

1. Right-click on any task in your project timeline
2. Select “Add sub-project” from the context menu
3. Choose one of three creation options (see next section)

What Happens Next

After selecting “Add sub-project,” a split-screen interface appears showing three creation options.

Choose the method that best fits your needs:

• Blank — Start from scratch
• From Existing Project — Convert an existing project
• From Template — Use a saved project template

Three Creation Options

When creating a sub-project, you’ll see a split-screen with three distinct options. Each serves a different purpose depending on your workflow.

Option 1: Blank Sub-Project

Creates an empty sub-project as a new ProjectMap™ canvas.

What you’ll see:

• A blank project timeline
• Two virtual “walls” marked in grey representing the task container’s start and end dates
• Complete freedom to plan your sub-project from scratch

How it works:

• Plan your sub-project between the grey boundary walls
• Any changes to the parent task dates automatically adjust the sub-project boundaries
• Start with a clean slate and build exactly what you need

Use this when:

• You’re starting a new initiative with no existing structure
• You want complete control over the sub-project design
• The work is unique and doesn’t match existing templates

Option 2: From Existing Project

Converts an existing Proggio project into a sub-project under the selected task.

What you’ll see:

• A dropdown list of available projects in your workspace
• The selected project’s current duration and structure
• A validation check to ensure the project fits within the task container

Requirements:

• The existing project’s duration must fit within the task container dates
• If the project is too long, you’ll see an error message
• The system calculates exactly how many days you need to extend the task

Use this when:

• You’ve already created a project that should be nested under a master plan
• You’re reorganizing projects and want to establish hierarchies
• An independent project now needs to be part of a larger initiative

Option 3: From Template

Creates a sub-project based on a saved project template.

What you’ll see:

• A dropdown list of available templates
• Template duration and structure preview
• Same validation requirements as existing projects

Requirements:

• The template duration must fit within the task container
• Same length restrictions apply as with existing projects
• If the template is too long, extend the parent task first

Use this when:

• You have standardized workflows or repeatable structures
• Multiple sub-projects follow the same pattern (e.g., regional rollouts)
• You want consistent structure across similar initiatives

Identifying Sub-Projects

Once a sub-project is created, Proggio provides clear visual indicators so you can easily identify which tasks contain sub-projects.

The Bricks Icon

The primary indicator is a “bricks” icon (⚏) that appears in the top-right corner of any task container that has a sub-project.

This icon tells you at a glance that clicking the task will open a sub-project rather than just showing task details.

In the Project Timeline

When viewing your master project timeline:

• Tasks with sub-projects display the bricks icon
• The task container shows aggregate progress from the sub-project
• Clicking the task opens the sub-project in split-screen view

In the Split-Screen View

Clicking a task with a sub-project opens the full sub-project interface:

• You see the complete sub-project timeline
• All workstreams, tasks, and dependencies are visible
• You can manage the sub-project exactly like any standalone project
• The parent task boundaries are indicated by grey walls

In the Portfolio View

Sub-projects can also be viewed in your portfolio list:

1. Click the eye icon (👁) in the top-right corner of Portfolio view
2. Select “Show sub-projects” from the dropdown menu
3. Sub-projects appear as separate entries labeled “Sub-Project: [Name]”

Common Use Cases

Sub-projects are versatile and can be applied to various project management scenarios. Here are the most common use cases.

1. Master Planning & Roadmaps

Create a high-level master project where each task block represents a complete sub-project.

Example: Annual product roadmap with quarterly releases as sub-projects.

• Master Project: 2026 Product Strategy
• Sub-Projects: Q1 Release, Q2 Release, Q3 Release, Q4 Release
• Each quarter is managed as its own project with detailed tasks and milestones

Benefits:

• Executive stakeholders see the high-level roadmap
• Product teams manage detailed execution in sub-projects
• Progress rolls up automatically to the master timeline

2. Detailed Activity Planning

Use sub-projects when specific activities require additional planning layers and dependencies that aren’t relevant to the overall project.

Example: Software development project where the “Testing” phase needs its own detailed plan with multiple teams.

• Master Project: Website Redesign
• Sub-Project under “Testing” task: QA Testing Plan with workstreams for Unit Testing, Integration Testing, UAT, Performance Testing

Benefits:

• Keep the master project clean and high-level
• Detailed testing dependencies don’t clutter the main timeline
• Testing team has complete autonomy within their boundaries

3. Team or Vendor Assignment

Assign a task to a user or external vendor to be planned and managed as an independent project.

Example: Outsourcing a design phase to an external agency.

• Master Project: Product Launch Campaign
• Sub-Project: “Brand Design” assigned to external design agency
• Agency accesses only their sub-project, not the entire master project

Benefits:

• Vendors have autonomy to plan their work
• You maintain visibility into their progress without micromanaging
• Sensitive master project information remains private

4. Phase-Based Projects

Break large projects into distinct phases (Discovery, Development, Testing, Deployment), each managed as a sub-project.

Example: Enterprise software implementation.

• Master Project: ERP System Implementation
• Sub-Projects: Discovery Phase, Configuration Phase, Data Migration, Testing Phase, Training & Rollout

Benefits:

• Each phase has its own project manager and team
• Phases can have complex internal dependencies
• Executive leadership sees phase-level progress without detail overload

Working with Sub-Projects

Sub-projects support all Proggio functionalities and can be managed exactly like any regular project.

Managing a Sub-Project

Once created, sub-projects are fully functional projects with all standard capabilities:

• Edit workstreams, tasks, and dependencies just like any project
• Assign resources and manage budgets within the sub-project
• Set milestones and track progress independently
• Use all Proggio tools: Anna AI, budgeting, resource management, reporting
• Collaborate with team members who have access to the sub-project

Progress Tracking

Sub-project progress is automatically reflected on the parent task container in real-time:

• Parent task completion percentage updates based on sub-project progress
• Changes in the sub-project timeline affect the master project view
• Milestones in sub-projects can be surfaced to the master timeline

Example: If your sub-project is 60% complete, the parent task container in the master project shows 60% progress automatically.

Accessing Sub-Projects

There are multiple ways to access and work with sub-projects:

Option 1: Via Master Project

• Click the task container in the master project
• Opens split-screen view showing the sub-project
• Manage the sub-project while maintaining context of the master plan

Option 2: Via Portfolio View

• Navigate to Portfolio
• Enable “Show sub-projects” filter
• Click to open any sub-project directly as a standalone project

Option 3: Via Project List

• Use the project list in the left sidebar (if visible)
• Sub-projects appear as individual projects you can open

Hybrid Approach: Tasks + Sub-Projects

You can add both regular subtasks AND create a sub-project for the same task container.

Example scenario:

• Task: “Website Development”
• Subtasks: “Set up hosting”, “Configure SSL certificate” (simple tasks)
• Sub-Project: Complete development timeline with design, coding, testing workstreams (complex work)

This allows flexible planning where some work stays at the task level while complex work moves to the sub-project level.

Duration Requirements and Constraints

Understanding duration constraints is essential for successful sub-project management. Proggio enforces specific rules to maintain consistency between master projects and sub-projects.

Sub-Project Must Fit Within Task Container

When adding a sub-project from an existing project or template, the duration must fit within the parent task boundaries.

What this means:

• If your task runs from March 1 to March 31 (31 days)
• The sub-project or template must be 31 days or shorter
• If longer, you’ll receive an error message

The “Too Long” Error Message

When a project or template doesn’t fit, Proggio shows a clear error:

How to fix:

1. Note the suggested extension (e.g., “76 days”)
2. Close the sub-project creation dialog
3. Click and drag the parent task to extend its duration
4. Try creating the sub-project again — it should now fit

Parent Task Cannot Shrink Below Sub-Project Duration

Once a sub-project is created, the parent task has a minimum duration constraint.

The rule: Parent tasks cannot be resized shorter than their sub-projects.

Why this exists: This prevents mismatches between the task container and sub-project dates that would create data inconsistency.

Example scenario:

• You create a sub-project that runs March 1-31 (31 days)
• Later, you try to shrink the parent task to March 1-15 (15 days)
• Proggio blocks this action — the task must remain at least 31 days long

If you need to shorten the parent task:

1. Open the sub-project
2. Reduce the sub-project duration first
3. Then resize the parent task in the master project

Step-by-Step: Creating from Existing Project

Let’s walk through a complete example of creating a sub-project from an existing project, including handling duration errors.

Scenario

You have a “Chair Design Project” and want to nest it under a “Discovery” task in your master project.

Step 1: Right-Click the Task

1. Open your master project
2. Locate the “Discovery” task
3. Right-click on it
4. Select “Add sub-project”

Step 2: Choose “From Existing Project”

In the split-screen that appears:

1. Click the “From Existing Project” option
2. A dropdown appears listing available projects

Step 3: Select Your Project

1. Click the dropdown
2. Select “Chair Design Project”
3. Proggio validates the duration

Step 4: Handle Duration Compatibility

Scenario A: Project Fits ✅

If the Chair Design Project duration fits within the Discovery task dates:

• The “Create Sub-Project” button becomes enabled
• Click it to complete the conversion
• The sub-project is created immediately

Scenario B: Project Too Long ❌

If the project doesn’t fit, you’ll see an error message:

Step 5: Extend the Task (If Needed)

If you received the error:

1. Close the sub-project creation dialog
2. Note the required extension (e.g., “76 days”)
3. Click and drag the right edge of the Discovery task to extend it
4. Extend it by at least the suggested number of days
5. Right-click the task again → “Add sub-project”
6. Select “From Existing Project” → Choose “Chair Design Project”
7. This time it should fit

Step 6: Confirm Success

After successful creation:

• The bricks icon (⚏) appears on the Discovery task
• Click the task to view the sub-project in split-screen
• The sub-project shows all its workstreams and tasks

Step 7: Manage Your Sub-Project

Your sub-project is now active and includes example workstreams like:

• “Click to rename”
• “E.g. Marketing team”
• “E.g. R&D Software”
• “E.g. R&D Hardware”
• “E.g. Purchasing Dep.”

Rename these workstreams and start planning your sub-project work.

Viewing Sub-Projects in Portfolio

Sub-projects can be viewed and managed directly from the Portfolio view, giving you centralized access to all projects and sub-projects.

Enabling Sub-Project Display

By default, sub-projects may not appear in your Portfolio view. Here’s how to show them:

1. Navigate to the Portfolio view (project list)
2. Click the eye icon (👁) in the top-right corner
3. Select “Show sub-projects” from the dropdown menu

What You’ll See

When sub-projects are enabled in the portfolio view, they appear as separate entries with specific labeling:

• Project Name: “Sub-Project: Discovery” or “Sub-Project: [Name]”
• Description: Add description (if empty) or the existing description
• Workflow Stage: e.g., “Created”, “In Progress”, “Planning”
• Start Date: Sub-project start date
• End Date: Sub-project end date
• Time in Status: How long the sub-project has been in current workflow stage

Portfolio View Filters

The eye icon menu provides additional filtering options:

• Show/Hide columns — Customize which project attributes are visible
• Show column letter — Display column identifiers
• Default columns — Reset to default view
• Show sub-projects — Include/exclude sub-projects from the list
• Show archived only — View only archived projects
• Show templates only — Filter to templates
• Show planned budget — Display budget planning columns
• Show actual budget — Display budget actuals columns

Working with Sub-Projects in Portfolio View

Once sub-projects are visible in the portfolio:

• Click any sub-project to open it as a standalone project
• Edit properties just like any regular project
• View status, progress, and health directly in the list
• Apply filters to find specific sub-projects
• Sort by columns (start date, workflow stage, etc.)

Distinguishing Sub-Projects from Regular Projects

Sub-projects are clearly labeled in the portfolio list:

• Regular projects display their standard name
• Sub-projects show “Sub-Project: [Name]” in the Project Name column
• This labeling helps you quickly identify which projects are nested

Converting Sub-Projects to Regular Projects

If you no longer need a sub-project nested under a parent task, you can convert it back to a standalone regular project.

When to Convert

You might want to convert a sub-project to a regular project when:

• The sub-project has grown in scope and deserves standalone status
• Organizational structure changes and the hierarchy is no longer needed
• You’re reorganizing projects and the nesting relationship no longer applies
• The master project is being archived but the sub-project should continue

How to Convert

The conversion process is straightforward:

1. Open the sub-project (click the task in master project or access via Portfolio)
2. Click the tools icon (⚙) in the top-right corner of the project view
3. Select “Convert to project” from the dropdown menu
4. Confirm the conversion

What Happens After Conversion

When you convert a sub-project to a regular project:

• ✅ The bricks icon (⚏) is removed from the parent task in the master project
• ✅ The project appears in your regular portfolio (no longer labeled as “Sub-Project”)
• ✅ No longer connected to the master project
• ✅ All data and structure remain intact — nothing is lost
• ✅ The project continues to exist with full functionality
• ✅ Team members retain their access and assignments

The Parent Task After Conversion

In the master project, the parent task reverts to a standard task:

• The bricks icon disappears
• The task can now be managed as a regular task
• You can add subtasks if needed
• Progress is no longer automatically synchronized from the former sub-project

Reversibility

After converting a sub-project to a regular project:

• You can convert it back to a sub-project if needed
• Use “Add sub-project” → “From Existing Project” and select the converted project
• Ensure the project duration fits within the task container

Best Practices

Follow these best practices to maximize the effectiveness of sub-projects in your organization.

When to Use Sub-Projects

✅ Do use sub-projects when:

• Activities require detailed multi-layer planning with their own workstreams
• External vendors need isolated project access without seeing the entire master plan
• Phases have complex dependencies not relevant to the master plan
• Building roadmaps with high-level blocks representing complete projects
• Multiple teams need to work independently within a larger initiative
• You need to track detailed progress while maintaining executive-level views

❌ Don’t use sub-projects when:

• Simple subtasks are sufficient for the level of detail needed
• Additional layers would add unnecessary complexity
• The project is already well-represented with workstreams and tasks
• You only need basic task breakdown without independent project management

Planning Tips

1. Plan Top-Down

• Start with the master project structure
• Identify which high-level tasks require detailed sub-planning
• Create sub-projects only for areas with sufficient complexity

2. Use Templates

• Create sub-project templates for repeatable workflows
• Example: “Software Release Cycle” template for each release
• Ensures consistency across similar initiatives
• Saves time on setup for recurring projects

3. Manage Access Strategically

• Use sub-projects to give external vendors access only to their portion of work
• Grant team members access to specific sub-projects without exposing the full master plan
• Control information visibility based on organizational needs

4. Monitor Progress Systematically

• Let sub-project progress automatically update master project status
• Review master project timeline for overall health
• Drill into sub-projects only when issues arise
• Use portfolio view to see all sub-projects at once

5. Keep It Simple

• Not every task needs a sub-project
• Use sub-projects strategically for complex work
• Avoid creating unnecessary hierarchy levels
• Remember: simpler is often better

Communication and Collaboration

• Set clear ownership: Assign a project owner to each sub-project
• Define boundaries: Clarify what decisions happen at the sub-project level vs. master level
• Establish reporting cadence: Determine when sub-project updates roll up to master project reviews
• Document standards: Create organizational guidelines for when and how to use sub-projects

Maintenance and Hygiene

• Review regularly: Periodically assess if sub-project structures still make sense
• Archive appropriately: When master projects are completed, decide if sub-projects should be archived or converted
• Clean up unused: Convert sub-projects that have outgrown their parent relationships
• Update documentation: Keep project descriptions current so team members understand the hierarchy

Troubleshooting

Common issues and their solutions when working with sub-projects.

Error: “The selected project is too long to be under this task”

Problem: You’re trying to add a sub-project from an existing project or template, but its duration exceeds the task container dates.

Solution:

1. Note the suggested extension from the error message (e.g., “extend by 76 days until Feb 21st 2026”)
2. Close the sub-project creation dialog
3. Click and drag the parent task to extend its duration
4. Ensure you extend it by at least the suggested number of days
5. Try creating the sub-project again

Cannot Convert Task to Sub-Project

Problem: Clickng the Add sub-project option results in an Please remove all sub-tasks before adding a sub-project error when trying to convert a task.

Cause: The task has existing subtasks.

Solution:

1. Open the task details
2. Remove all subtasks from the task
3. You can either delete them or move them to other tasks
4. Once all subtasks are removed, you can convert the task to a sub-project

Sub-Project Not Showing in Portfolio

Problem: You created a sub-project but don’t see it in the Portfolio view.

Solution:

1. Click the eye icon (👁) in the top-right corner of Portfolio view
2. Ensure “Show sub-projects” is enabled (checkmark visible)
3. Sub-projects should now appear in the list
4. If still not visible, check that you have permissions to view the master project

Parent Task Won’t Resize Smaller

Problem: You’re trying to shorten a parent task but Proggio blocks the action.

Cause: The parent task cannot be shorter than its sub-project duration.

Solution:

1. Open the sub-project
2. Reduce the sub-project’s duration first by adjusting task dates
3. Return to the master project
4. Now you can resize the parent task to the shorter duration

Alternative: If you need the parent task much shorter and the sub-project can’t be reduced, consider converting the sub-project to a regular standalone project.

Sub-Project Not Updating Master Project Progress

Problem: Changes in the sub-project aren’t reflected in the parent task’s progress.

Causes and Solutions:

• Caching issue: Refresh the page (Ctrl+R or Cmd+R)
• Permissions issue: Ensure you have edit access to both master and sub-project
• Synchronization delay: Wait a few moments for updates to propagate
• Data integrity issue: Contact Proggio support if the issue persists

Cannot Access Sub-Project

Problem: You see the bricks icon but clicking the task doesn’t open the sub-project.

Causes and Solutions:

• Permissions: You may not have access to the sub-project.
  Contact your workspace administrator.
• Browser issue: Clear cache and cookies, then try again
• Access via Portfolio: Try accessing the sub-project through Portfolio → Show sub-projects instead

Need More Help?

If you encounter issues not covered here:

• Check the help center: Search for additional sub-project documentation
• Contact support: Email [email protected] with details about your issue
• Ask your admin: Your workspace administrator may have insights specific to your organization’s setup
• Community forums: Check if other users have experienced similar issues