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Create your workspace
Create your account, then your workspace. A guided project with example tasks is ready for you to explore the interface at your own pace.
Getting started
Five steps to go from creating your account to seeing your team's workload at a glance.
Set each member's capacity
Every member specifies their hours per day and per week, including part-time and 4/5 schedules. This is the baseline that makes overload detectable.
Connect Google Calendar or Outlook
Sync is two-way: your meetings appear in the schedule and count towards each member's workload.
Schedule your tasks with an estimate
Tasks without dates wait in the "Unscheduled tasks" panel. Add an hour estimate, then drag them onto the schedule.
Read the Capacity view
Switch the schedule to "Capacity" mode: each member-by-day cell is coloured by workload. A badge shows the overload as soon as a day exceeds capacity.
Capacity & overload
Understand how Planiflow calculates workload and what you can do when a day overflows.
How overload is calculated
Scheduled tasks + synced meetings, compared to each member's capacity, day by day.
See the answer in the FAQ →Accept or resolve overload
Move tasks to a day with available hours, or explicitly accept the overload.
Read the Capacity view
Four cell states: available, optimal, busy, overloaded, across five time horizons from day to year.
Individual capacity and project allocation
Hours per weekday for each member, and hours allocated per project, aggregated in the dashboard.
Calendars
Connect Google Calendar and Outlook, and understand two-way sync.
Connect Google Calendar
Authorise access, choose the project to sync, and your events appear in the schedule.
Connect Outlook
Same principle as Google: OAuth connection then pick the calendar and linked project.
Are the details of my events stored?
Planiflow syncs only the information required for planning in order to preserve your privacy.
Export tasks to your calendar
Scheduled tasks in Planiflow can be pushed to Google Calendar or Outlook.
Imports
Bring your existing tasks into Planiflow from a CSV file. You match your columns, you confirm who is who, and Planiflow creates the tasks.
Export a CSV from your current tool
Asana, ClickUp and Notion export to CSV; Monday exports to Excel, which you can simply save as CSV. A spreadsheet saved as CSV works just as well. Asana and ClickUp exports are recognised automatically; for the other tools, the wizard has you pick the columns one by one.
What gets imported
Titles, descriptions, statuses, priorities, dates, estimates, tags and subtasks come along. Assignees are suggested for matching with the members of the project, so add the people concerned to the project before importing. Tasks missing an estimate, dates or an assignee land in the Unscheduled tasks panel, ready to be placed.
Limits and permissions
Each import feeds a single project, with up to 500 rows per file: beyond that the file is refused, so split it before uploading and import the files one after another, up to 5 imports per hour. Only workspace owners and admins can run an import.
Where your file goes
The file is read directly in your browser. Only the selected rows are sent to our servers, for the preview and then the import. Nothing is stored until you confirm.
Frequently asked questions
Short answers below link to the full responses: no duplicated content from the homepage.
How is overload detected?
Planiflow compares planned hours (tasks + meetings) to the capacity set by each member. Above 100%, the person appears overloaded with a numbered badge. Read the full answer on the homepage
Which calendar integrations are available?
Google Calendar and Outlook, with two-way sync. Configuration details are in the Calendars section. Read the full answer on the homepage
How do I create my account and how much does it cost?
Planiflow is in open beta: create your account from the site and start a 14-day free trial, no credit card required. Launch price: €9.90 per user per month for the first 100 subscriptions. See pricing details
Can I import my tasks from another tool?
Yes. Export your tasks to a CSV file from Asana, ClickUp, Notion, Monday or a simple spreadsheet, then import them into a Planiflow project: a wizard guides you step by step through matching the columns. A file is limited to 500 rows, and beyond that it is refused, so split it before uploading. Importing is reserved for workspace owners and admins. Details are in the Imports section.
Is my data secure?
Data is hosted in Europe and can be exported from your account settings. Read the privacy policy
Contact us
Still have a question? Write to us: a real person on the team will reply, and we read every message.