Videos for Rillsoft Cloud

Application videos support you when working with Rillsoft Cloud and Rillsoft Project.

These application videos show step by step how to work with Rillsoft Cloud and Rillsoft Project, from project views, templates, import and export to time tracking, vacation planning and document management. Choose a topic block and start the matching video directly on the page.

Getting started, migration and access rights

Frequently asked questions

How do I get started with Rillsoft Cloud and what do I need?

You need two things: a Rillsoft Cloud account and the Rillsoft Project Cloud desktop application. Projects are created and edited in Rillsoft Project Cloud; Rillsoft Cloud is the hosted Integration Server for central data storage, user management and web functions such as time tracking, vacation planning and documents. A typical start is: install Rillsoft Project Cloud, sign in with your Cloud credentials, create the first project, plan activities and resources. No own server installation is required.

Can a single team start with Rillsoft Cloud, or is it only for large companies?

A single team is enough. Rillsoft Cloud is designed for organisations with roughly 20 to 200 employees, but smaller teams can also use it and grow step by step. You can start with one project and a few users, then add further projects and team members later without changing systems.

I currently use Rillsoft Project locally. Can I move to Rillsoft Cloud without losing my plans?

Yes. Existing plans can still be opened in Rillsoft Project, now in the Cloud version connected to the hosted server. Structure, activities, dependencies and resources remain available; the difference is that data is stored centrally in Rillsoft Cloud instead of local files. Planning remains in the desktop client, while the team gains central storage and web access.

What are the main advantages of Rillsoft Cloud compared with desktop-only use?

The main advantages are: no own server is needed, Rillsoft hosts the system, teams collaborate through a central database, access rights are managed centrally, maintenance and updates are handled by Rillsoft, and web functions such as time tracking, vacation planning and email notifications are available. The actual project planning still takes place in Rillsoft Project Cloud; the Cloud adds collaboration around it.

How do I control who can see or edit projects in Rillsoft Cloud?

Access is controlled through user and rights management in the Rillsoft Cloud web interface. An administrator defines which users or roles can see and edit which projects. This allows an employee to see only assigned projects, a project manager to see several projects and a time reporter to use only the time tracking area.

Does migration have to happen in one step, or can we work in parallel?

A gradual migration is possible. As long as desktop users and web users work against the same Integration Server, in this case Rillsoft Cloud, everyone uses the same current data. You can start new projects in the Cloud and move existing projects step by step without a hard cutover date.

Project views: Gantt chart, network diagram and user views

Frequently asked questions

Why do I need several project views instead of one view?

Different roles ask different questions. A project manager checks whether deadlines are on track in the Gantt chart, a resource manager looks for overloads in resource views, and management focuses on risks in the network diagram and the critical path. Rillsoft Project Cloud shows these perspectives on the same project data, so you change the view, not the project.

What is the Gantt chart used for in Rillsoft Project Cloud?

The Gantt chart shows activities and dates on a timeline: who does what, when and for how long. Dependencies are visible as links, so delays and their impact on following activities can be identified quickly. It is the central view for communicating schedules inside the team and to external stakeholders.

What does the network diagram show that the Gantt chart does not?

The network diagram puts logical dependencies and the critical path in the foreground. It shows which activities must be completed on time to keep the final deadline. In the Gantt chart dependencies are lines; in the network diagram they form the structure itself, which makes it especially useful for risk analysis.

What are resource views used for?

Resource views show workload over time for employees or roles. Overloads are highlighted, so planners can see whether the plan is feasible or whether capacity must be freed first. This is the basis for capacity planning in Rillsoft Project Cloud.

Can each planner create their own views?

Yes. User views in Rillsoft Project Cloud can be configured freely: select columns, filter by own projects and sort by dates. Each planner can save preferred views and reopen them with one click. Operational roles such as time reporters use the lean Rillsoft Cloud web interface instead.

Templates: create projects from templates and Excel

Frequently asked questions

How do project templates save time?

Recurring projects often follow the same pattern: request, specification, implementation, testing and handover. Instead of planning this structure from scratch every time, you create it once as a template in Rillsoft Project Cloud. A new project can then be created in minutes instead of hours, which saves days of planning effort across several projects per year.

How do I create a project template from an existing project?

You select a well-structured project and save it as a template. Rillsoft Project Cloud keeps the structure, dependencies and role requirements, but not the concrete dates and names. A new project inherits the structure, and you only add dates and labels.

Can I maintain different template sets for different project types?

Yes. You can use one template for IT projects, one for construction projects and another for internal initiatives. Departments can maintain their own templates, and the Cloud server makes them centrally available to authorised planners.

Can I create templates from Excel instead of existing projects?

Yes. You can prepare the structure in Excel and import it into Rillsoft Project Cloud via CSV. This is useful for teams that still plan in Excel today: the structure is transferred, and the team continues working centrally in the Cloud.

How do I keep templates up to date when processes change?

Templates are maintained centrally and can be adapted when processes change. New projects created from the updated template automatically use the new structure, while ongoing projects remain unchanged. This keeps standards consistent without updating every project manually.

Import and export: MS Project, Excel and reports

Frequently asked questions

How do I migrate a project from Microsoft Project to Rillsoft?

Export the project from Microsoft Project as XML and import this file into Rillsoft Project Cloud. Rillsoft Project takes over the structure, dates and dependencies. Afterwards, align resources and roles with your Cloud structures so the plan is available centrally in Rillsoft Cloud without manual re-entry.

Will data be lost when migrating from Microsoft Project?

Core data is preserved: activities, dates, dependencies, milestones and resource names. Special Microsoft Project fields such as custom codes or baselines may not transfer completely, so test the import with a sample project before moving important live plans.

Can I import Excel data such as employee lists or cost centres?

Yes. Employee lists can be imported via CSV with names, roles and capacities; similar imports are possible for cost centres or specialist groups. Rillsoft Project provides templates that you fill in and import, avoiding manual data entry for whole teams.

How do I export Rillsoft evaluations to Excel?

Every view and report in Rillsoft Project can be exported to Excel, for example activities, resources, capacity or costs. This is useful for presentations, steering committees or further processing in tools that do not connect directly to the Cloud.

Can data exchange with other systems be automated?

For connecting external systems, the Integration Server and therefore Rillsoft Cloud provide a REST API. Data can be exchanged programmatically with BI tools or custom applications without manual exports.

Project settings in Rillsoft

Frequently asked questions

Why should I adjust project settings instead of using the defaults?

Not every default fits every project. A two-week detailed plan needs different settings than an investment project running for 18 months. Suitable settings in Rillsoft Project Cloud make orientation easier, improve communication and create a professional presentation that can be saved as a template for future projects.

What are user fields and how do I use them?

In addition to standard fields such as name, duration and cost, Rillsoft Project Cloud lets you add custom fields such as customer contact, invoice number or internal ID. User fields capture company-specific information directly on activities or projects without leaving the planning system.

How do I make a plan look professional for customers and managers?

Use the company logo in headers and footers, consistent colours, meaningful headings and only the columns that are relevant for the target audience. These settings can be defined in the project settings and saved as a project template.

Can I use different presentations for different audiences?

Yes. You can create a milestone-focused view for customers, a detailed view with budgets and risks for management and a task-focused view for employees. Rillsoft Project Cloud stores several views per project, and planners can switch between them with one click.

How do I ensure that duration and effort are calculated correctly?

Project settings define how Rillsoft Project Cloud calculates effort, for example working hours per day and whether a five- or six-day week is used. These base values affect all workload calculations, so they should be aligned carefully at the start of the project.

Resource pool

Frequently asked questions

Why do I need a resource pool instead of defining resources locally in each project?

One person usually works on several projects. If each project defines that person separately, nobody sees that the same employee may be planned at 200 percent overall. The central resource pool is shared by all projects through Rillsoft Cloud, so Rillsoft Project can add up total workload correctly.

What belongs in the resource pool: only employees or also materials and equipment?

Both. The pool can contain people with roles and capacities, but also limited physical resources such as meeting rooms, machines or supplier capacity. Anything scarce that must be planned can be managed as a resource.

How do I make sure capacities in the pool are realistic?

Compare them regularly with source systems: available full-time equivalents from HR, licences and equipment from IT and supplier capacities from purchasing. The resource pool is only as reliable as its input data; wrong capacities lead to wrong planning.

Can I adjust the pool quickly when availability changes?

Yes. You can add new employees, mark leaving employees as inactive or change capacities, for example from 100 to 80 percent. Rillsoft Project recalculates the workload of all affected projects immediately, so planners can see the impact at once.

Multi-project planning and multi-user work

Frequently asked questions

How can several planners work in the same Rillsoft system at the same time?

All planners connect their Rillsoft Project Cloud desktop client to the same central database in Rillsoft Cloud. They work with the same resource pool and the same project portfolio. Changes are synchronised through the server, so everyone sees the current status. If two planners request the same resource capacity, the conflict becomes visible without blocking collaboration.

What is a summary project and when do I use it?

A summary project is an umbrella project that groups several subprojects, for example a customer order with concept, implementation and support phases. It shows the overall budget and overall schedule while preserving the detail of each phase. Summary projects and cross-project links require a connection to the Integration Server or Rillsoft Cloud.

How does resource coordination work between several planners?

Coordination runs through the shared resource pool. Each planner can see who still has free capacity. If two planners use the same available capacity, Rillsoft Project shows the conflict. It can then be resolved by agreement or by predefined project priorities.

Can a manager see only their own projects?

Yes. This can be configured with roles and access rights. A manager can see only assigned projects, while availability in the shared resource pool remains transparent enough for cross-project planning. The administrator defines these boundaries in Rillsoft Cloud.

Time tracking and feedback

Frequently asked questions

Why should I use time tracking in Rillsoft Cloud instead of Excel?

Time tracking in Rillsoft Cloud is directly connected with project planning. If an employee reports 60 hours instead of the planned 40 hours, this flows into the planned-versus-actual comparison and the project manager sees the variance early. An Excel list remains disconnected from the plan and quickly becomes outdated.

How do I ensure that employees report their hours honestly?

The most important factor is clear communication: time tracking is used to improve planning, not to monitor people. Feedback helps the team estimate future work more accurately. Whether the actual value is 30 or 50 hours, it makes planned-versus-actual analysis meaningful.

Who has access to time tracking data?

Access is configured through rights management in Rillsoft Cloud. Typically, an employee sees their own entries, a project manager sees entries for the project team and the administrator has broader access. Colleagues do not automatically see each other’s hours, which protects personal data.

How often should employees report their hours?

A weekly feedback rhythm, for example every Friday, is common because it keeps effort low while data stays current. Daily reporting can be useful for short-term control but requires more discipline. The rhythm should match project dynamics: volatile work may need daily feedback, stable phases often work well weekly.

Email notifications

Frequently asked questions

How do I make sure important project events are not missed?

Use automatic email notifications from Rillsoft Cloud. When a new task is assigned, a deadline is approaching or a resource conflict appears, the right recipients receive a message. Rules define which events trigger emails for each team or project, so information is targeted without flooding inboxes.

Can I configure email notifications differently per project?

Yes. Rillsoft Cloud supports global default rules and project-specific exceptions. A customer project may need more warnings than an internal initiative. Both levels are considered, so each project receives the appropriate amount of notification.

How do I prevent too many notifications?

Rillsoft Cloud provides several options: bundled summaries instead of single emails, limits for how often events trigger emails and personal settings that allow users to receive only critical messages or a daily summary. This keeps communication focused.

iCalendar, Outlook and internet calendars

Frequently asked questions

Why do I need iCalendar integration when I use Rillsoft Cloud?

Not everyone works in the Cloud application all day, but almost everyone uses a calendar such as Outlook, Apple Calendar or a mobile calendar. With iCalendar, Rillsoft dates appear in the familiar calendar environment. They are maintained centrally, visible where people already work and do not need to be entered twice.

Is the iCalendar feed secure and up to date?

The iCalendar feed is retrieved through the calendar address provided by Rillsoft Cloud and follows the information that has been shared. How current the display is also depends on the calendar application, because Outlook, Apple Calendar and mobile calendars refresh feeds at their own intervals. For critical deadlines, notifications in Rillsoft Cloud are the stronger addition.

Can I have different iCalendar feeds for different purposes?

Yes. You can use one feed for your own tasks, another for team milestones and another for customer dates. Each feed can be subscribed to separately, so the calendar view can be structured for the intended purpose.

Vacation planning: accounts, requests and calendar

Frequently asked questions

Why should vacation planning be part of the project system and not only HR?

Vacation determines resource availability. If a key resource is absent for three weeks, the project plan must know this to set realistic dates. Rillsoft Cloud manages vacation planning in the browser, and absences flow into capacity planning in Rillsoft Project.

How are sick leave and other absences considered?

Rillsoft Cloud can manage different absence types such as annual leave, sick leave or special leave separately. These absences are visible in the calendar, so project managers can see which employees are not available during a planning period.

Can I map flexible vacation entitlements per employee?

Yes. Different vacation entitlements can be maintained per employee or account, for example for full-time employees, part-time employees or fixed-term contracts. This makes absences traceable and allows them to be considered in capacity planning.

Data Management System (DMS)

Frequently asked questions

Why should I store project documents in Rillsoft Cloud instead of OneDrive or SharePoint?

Documents in Rillsoft Cloud are linked directly to the project instead of being stored in separate folders. Planning, status and documents are available in one project context, which reduces searching. The same access rights apply: users who may see the project can also see the related documents according to their permissions.

Which file types can the DMS store?

The DMS can store common formats such as PDF, Word, Excel, images, videos or ZIP archives. Documents are managed centrally and are available through the relevant project to authorised users.

Are project documents secure and compliant with data protection requirements?

Project documents are managed in Rillsoft Cloud within the project context and controlled through existing user and rights management. This makes it possible to define who may view or edit project-related documents. For data protection compliance, internal company roles, processes and retention rules remain important as well.

Rillsoft Project - quick start for older versions

Frequently asked questions

What is the difference between Rillsoft Project and Rillsoft Cloud?

Rillsoft Project is the desktop client and planning workspace with full functionality, whether used standalone, on an own server or as the Cloud version connected to Rillsoft Cloud. Rillsoft Cloud is the hosted platform based on the Integration Server. It stores data centrally and provides web functions such as time tracking, vacation planning and team access. Planning is always done in Rillsoft Project.

Should I use Rillsoft Project or Rillsoft Cloud for planning?

Projects are created and edited in the Rillsoft Project desktop client because it is the tool for complex scenarios and large plans. Rillsoft Cloud adds team access and operational web functions. The ideal setup is: planners work in Rillsoft Project Cloud, the team uses the web interface, and both use the same server.

Are these Rillsoft Project basics also the basis for understanding Cloud work?

Yes. Scheduling, forward and backward planning, dependencies, roles and the resource pool work in the same way whether Rillsoft Project is used locally, on an own server or connected to Rillsoft Cloud. Anyone who understands these basics can understand planning in the Cloud environment quickly; the Cloud adds web functions for collaboration.