# Frequently Asked Questions: Login, Roles, Gantt | SmartPM Frequently asked questions about SmartPM: login, roles, Gantt dependencies, auto-shifting, customer access, time logging and data storage. # Frequently asked questions SmartPM is project management software that brings together tasks, Kanban, Gantt charts and time tracking for teams in a single dashboard. Below are the most common questions before you get started. ## Questions and answers **What is SmartPM?** SmartPM is the project management software of the Smart family. It manages projects and tasks via lists, Kanban and Gantt charts; it consolidates task dependencies, critical path, project roles, customer access, file attachments, calendar, notifications, search, time tracking, reports and AI-assisted planning into a single web dashboard. **How do I log in to SmartPM?** SmartPM opens with your DBLinx account. When you visit your organisation’s address (pm.dblinx.net), you are redirected to the DBLinx login page; after logging in, you return to your projects. There is no separate SmartPM password. **We have multiple organisations; how do I switch between them?** If you can access multiple SmartPM organisations (e.g. a separate organisation for each factory or branch) with the same account, click your name in the top right corner and use the Organisations section at the top of the menu to switch to another organisation with one click. You won't need to re-enter your password; your session in the previous organisation remains open. **Who can create projects?** Company administrators and users in your organisation can create projects. The person who creates a project becomes its manager. Persons added with only the customer role cannot create projects. **What happens if a task is delayed?** When you push a task’s end date forward, dependent tasks shift forward preserving their durations based on the dependency type and delay. SmartPM only pushes forward; it does not overwrite later dates you set manually. The screen reports how many tasks were affected. **Does my customer see everything in the project?** No. A person with the Customer role sees only the project they are part of and the tasks you have marked “Visible to Customer” within that project, and can comment on those tasks. Internal tasks, time records and the team list are not shown to them. **Can I move my work from Trello, Asana or Jira?** Yes. Drag Trello's JSON export or a CSV/Excel file obtained from Asana, Jira or another tool onto the Import link in the new project box. Lists, cards, subtasks, labels, dates, priorities and checklists are transferred to a new project; persons in your organisation are added to the project and assigned to cards. **Can I automate things like assigning a person when a card moves to a list?** Yes. In the Automation section of project settings, you set rules for 'when, what': when a card is added, moved to a list, tagged or marked complete, assignment, adding/removing tags, priority, moving to a list and setting a due date are done automatically. **Can I track the project budget and costs?** Yes. The project manager enters the budget, default and custom hourly rates and expenses on the Budget tab. Logged durations are multiplied by the rate to calculate labour cost; spent amount, remaining budget and billable amount to the customer are visible on a single screen and downloadable as CSV. **Can I see who is busy and how much?** Yes. When you enter estimated durations on cards, the Workload page shows each person's load for upcoming weeks compared to their weekly capacity; weeks where capacity is exceeded are marked in red, and clicking a cell lists that week's cards. **Can I change many cards at once?** Yes. In table view, select cards (Shift for range); from the bottom bar, move them all to another list, change their priority, assignees, labels or due dates, archive or delete them. Bulk changes can be undone in one step with Ctrl+Z. **Can I save filters I use often?** Yes. In the filter window, select criteria for person, label, priority and due date and save with a name; optionally share with everyone in the project. Saved filters apply with one click on Kanban, Table and Calendar; shared filters show 'Cards assigned to me' displaying each person's own cards. **Can I turn a recurring task into a template?** Yes. Prepare a card once and click Save as Template from the card window; optionally make it usable across all projects. Select from below the Kanban list or from the Template button in Table to reopen the card with subtasks, checklists, labels and working day duration. **Can I add my own fields to cards?** Yes. Add fields of type text, number, date, dropdown or checkbox from Custom Fields in project settings. Fields appear as columns in the card window and table view, can be sorted; filtered by selection and checkbox fields, and optionally visible on Kanban cards. **How do I announce project progress to the team and customer?** The project manager marks the status as On Track, At Risk or Delayed on the Status tab and writes a short note; optionally drafts it using AI from project tasks and comments. Everyone in the project receives a notification; the latest status appears as a badge in the board box and project title. Shared updates are visible to the customer. **Can I see all my projects on one screen?** Yes. The Portfolio page shows your active projects in a single table: latest status update, progress, overdue tasks, next milestone, due date and project manager's budget usage. Filter At Risk or Delayed projects with top cards, view upcoming milestones in a separate list, and download the table as CSV. **Can I see who changed what in the project?** Yes. The audit log lists card creation, movement, date and priority changes, assignments, member and role changes, files, budget and expenses and project deletion by person, project and hour. Filtered by project, person, change type and date, downloadable as CSV. Company administrators see the entire organisation; project managers see projects they manage; records are kept for 400 days. **Can customer requests fall directly into the project?** Yes. The project manager opens a request form and shares the link; no login required. Each submission becomes a card in the selected list, the requester's name and email are written to the card, the card is assigned to the requested person and the team is notified. The form can also ask for project custom fields; the form can be closed or the link renewed. **What should I do for regularly recurring tasks?** Make the card recurring once: from the Recurrence row in the card window, select daily, working days, weekly (on chosen days), monthly or yearly frequency and optionally an end date. When the card is completed, a copy with the same content, members and unchecked checklists is automatically created for the next date. **Can I attach files to tasks?** Yes. Drag and drop files into the Files section of the task panel or the project's Files tab. The limit is 250 MB per file, 50 MB for customer role; executable files are not accepted for security reasons. Files use your organisation's DBLinx storage space. **Are my tasks visible on the calendar?** Yes. Tasks with a due date and assigned to you appear on the My Calendar page on their due days; the calendar updates when date, status or assignee changes. Since tasks are written to your organisation's DBLinx calendar, they also appear in calendars of other Smart products. Each project has a Calendar tab with month and week views. **Can I receive notifications by email?** Yes. You receive notifications when a task is assigned to you, commented on, mentioned in a comment, completed and one day before the due date. Notifications are collected in the bell icon on the panel; for email, each person chooses instant, daily digest or off. **Do I need to refresh the page to see team changes?** No. When someone adds a task, moves a card, changes a date or writes a comment, changes appear on everyone's screen keeping the project open within seconds. If the connection drops briefly, SmartPM reconnects and fetches missed changes automatically. **Which reports are available?** The Reports page shows project status (progress and number of overdue tasks), overdue tasks, individual workload and time spent per project or person. Each section is downloadable as CSV; persons with customer role cannot view reports. **How do I find an old comment or file?** Type in the search box on the top bar or press the / key. SmartPM searches project names it can access, task titles and descriptions, comments, and file names; clicking a result opens the relevant task. It is case-insensitive and ignores diacritics. **How to get approval from the customer?** Click the Request Approval button on an open task for the customer, and optionally add a short note. The customer receives a notification for the project, opens the task, and clicks Approve or Request Changes; if requesting changes, they write what needs to be changed. Responses with notes are recorded in the task and appear tagged in the list and on the board. **Is there a ready-made project template?** Yes. When creating a new project, you can choose an empty project or one of three ready-made templates: website project, event organization, and product launch. Template tasks, dates, dependencies, milestones, and tags are set up starting from the day you open the project; then you can change them all. **Does SmartPM use artificial intelligence?** Yes, in three places: suggesting a plan by describing the project, suggesting splitting a task into subtasks, and summarizing the project status. Suggestions are not saved without your approval; usage counts against your organization's DBLinx AI allowance. **Can I export time records to Excel?** Yes. In the timeline, the Download CSV button downloads records for the selected week with columns for date, project, task, person, minutes, and hours. The file is in a format that Turkish Excel opens directly. **Where are my data stored?** Each organization's SmartPM data is kept in its own separate database; data is not shared between organizations. When an organization's subscription ends and deletion is requested, the database is completely deleted. ## Was your question left unanswered? Write to us, let's plan the setup suitable for your organization together.