Spaces: several projects, one team
A space groups projects — schedules — and is shared in one go: a dashboard over all its projects, everyone's workload, the time of each activity. The Spaces screen (address /espaces) lists them; a space opens on four tabs: Dashboard, People, Activities and Projects.
A space, and your personal space
Each project is in exactly one space. Every account has its personal space, called Personal on screen: it holds your schedules as long as you don't put them elsewhere, and it is yours alone — it cannot be renamed, shared, left or deleted. Nothing changes for whoever creates no space: a schedule is shared as before, project by project.
Create a space (on the Spaces screen) gives it a name of 1 to 100 characters; you need a verified e-mail address, and an account owns five shared spaces at most. In a space, its administrators create projects or put an existing schedule in it (Add an existing schedule… in the Projects tab, or Move to another space… on a project's card): you must be an administrator of the project and of the destination space, and a personal space only takes its owner's schedules.
Delete the space… is for its owner alone: each project goes back to its owner's personal space; nothing but the space, its members, its invitations and its views goes away. A member can Leave the space…; the owner deletes it instead.
Roles on two levels
A space has its members, with a project's three roles — administrator, contributor, reader — and an owner. The space role applies to all its projects. A project also keeps its own sharing, and the stronger of the two wins, project by project:
- Anne, reader of the space and contributor of the "ERP migration" project, edits that project and reads the others;
- Paul, contributor of the space, contributes to all its projects;
- the owner of the space administers all its projects, but does not become their owner: the trash, the purge and the transfer of a project stay with its owner alone.
In Share the space, administrators invite by e-mail or by link, change a role, remove a member. In a project's members, someone whose access comes from the space is marked via the space: they are removed from the space, not from the project.
Who sees what
| What is seen | Shared on a single project | Space reader | Contributor | Administrator, owner |
|---|---|---|---|---|
| The space, its name, its project cards, its members | no | yes | yes | yes |
| The dashboard, the activities view | no | yes, grouped | yes | yes |
| One's own person view | no | yes | yes | yes |
| Other people's person view | no | no | yes | yes |
| Save a view for the space, invite, move a project | no | no | no | yes |
Shared on a single project, you only see that project: neither the space's name, nor its dashboard, nor its other projects — for you, the space does not exist. In the member list of that project, you still see who can edit it from the space, without the space's name.
The reader rule. A space reader sees the space's figures and their own, never the others' one by one: in the dashboard, the Person dimension has only three values — You, Other members (AI agents and free names included) and No one —; in the activities view, the assignee of an action that is not theirs reads Other members. Totals are those of the whole space. The grouping happens on the server: other people's data never reaches a reader's screen, not even hidden. A space reader who contributes to one of its projects stays grouped here; that project's detail is in its Analytics.
The dashboard
At the top, the space's figures: active projects (at least one block after today), time allocated this month, open actions (to do or in progress) and blocks at risk (late, or hit by their person's absence). Below, a pivot table over all the space's projects, set up like the Analytics one:
- Measures: Allocated time (days), Open actions, Blocks at risk;
- Dimensions: Project, Person (an action's assignee, or a block's row person), Week, Month, Quarter, Action status (action measures only), Block state.
Each total is computed on what it covers, never by adding up cells. A cell opens in the Gantt what it counts. Export (XLSX) downloads the table shown; Save for the space (administrators) makes it a view every member opens in Space views… — fifty at most, with a name the space does not already use.
The person view
The People tab lists the space's people — its members, its projects' members, the AI agents and free names an action is assigned to — with their workload for the week. A chosen person shows:
- their workload over the coming weeks: the time allocated to the actions assigned to them, whatever their status, against 5 days available minus their absences (half a day counts 0.5) — the red bar shows overload; an agent or a free name has a workload, no capacity;
- their actions in three columns, to do, in progress, done, across all projects, with their time and lateness;
- their recent activity in the space's projects, worded as in the History, with the day and not the time: the view is for spreading work, not for tracking someone's hours. Each project's History keeps the time, to find a change.
A space reader only opens their own (See yours); anyone else's is refused. The view says so under the person's name: everyone can know who sees it.
If you use a space with employees
The person view shows each person's workload, absences, actions and activity. In a company, you, the organisation, decide how you use it, and you answer for it:
- inform people of what the view shows and who sees it, before inviting them — PalmaPlan's privacy policy says so, but it does not replace your own notice;
- in France, the works council (CSE) must be consulted on means that allow employees' activity to be monitored (art. L2312-38 of the Labour Code); a shared workload tool can be one;
- do not use it to assess or compare people: PalmaPlan computes no score, no ranking, no attendance time, and that is not what it is for.
We carried out an impact assessment on this view; the day without the time and the line under the name come from it.
The activities view
An activity is a Gantt row that carries at least one block. For each: its period, its actions done out of the total, the allocated time (the sum of its actions'), the declared time spent, the remaining time (allocated minus spent, never negative) and the overrun — in red when spent exceeds allocated. It unfolds onto its actions; a filter keeps a single project. The figures at the top add up the activities shown.
The time of actions
Allocated time is set on each action, in days to the tenth (0 to 1000) — in the block's Actions tab, or by an agent; time spent is declared by each person on the actions assigned to them, a reader included. A block without actions, or whose actions are all unestimated, is "not estimated": it carries no workload, and the screen says so rather than writing 0. An action's allocated time is spread over its block's working days, on its row's calendar: 4 days over a block of 8 working days make 0.5 day per day. See A block's actions and its derived progress.
What an agent sees
An AI assistant connected through MCP reads spaces with the rights of the person who connected it, read-only: list_spaces (your spaces and your role), get_space_dashboard (the four figures and the table), get_person_view (person: "me" for yours) and get_activity_view. The reader rule applies the same way, and list_schedules gives the space of each schedule you are a member of. Creating a project in a space remains a screen gesture. See The tools, resources and prompts reference.
What happens if you get it wrong
- A project put in the wrong space: move it elsewhere (Move to another space…) — nothing enters its history, and its own shares remain.
- A member removed by mistake: invite them again; what they wrote stays, and their actions keep their time.
- A deleted space: its projects are not lost, they went back to their owner's personal space; create the space again and move them back in.
What this page does not cover
- Sharing a single project, and the roles in a project: see Sharing and roles.
- A project's pivot table: see Analytics: the project's pivot table.
- Setting an absence: see Absences.