Build an AI powered Project tracker

Here's a step-by-step guide for building an AI powered Project Tracker to use in Stackby.

Build Your Project Management Database

Every successful project starts with organized data. In Stackby, you can create a master Projects table that captures key details like owner, timelines, budgets, and status. This table becomes your single source of truth for all project information.

Start with a central table that captures all project details.

• Fields: Project Name, Owner, Start Date, Due Date, Priority, Status, Budget, Deliverables.

• This acts as your single source of truth for project tracking.

Main Tables to Create for Project Management

1. Projects Table → High-level project information.

2. Tasks Table → All deliverables linked to projects.

3. Team Members Table → Manage assignments and workloads.

4. Clients/Stakeholders Table → Track external stakeholders or customers.

5. Milestones Table → Define major phases and deadlines

Customize Your Project Pipelines

Different projects have different workflows — and Stackby lets you design them your way. You can use Kanban View to track tasks across stages, set up Calendar Views to monitor deadlines, or visualize dependencies with a Timeline/Gantt View. This ensures everyone knows exactly where work stands.

Visualize the flow of tasks and milestones.

• Use Kanban View for project stages (Planning → In Progress → Review → Completed).

• Use Calendar View for deadlines and scheduling.

• Add a Timeline to track dependencies.

Link Across Tables for Better Organization

Projects don’t exist in isolation, and linking data gives you the bigger picture. You can connect projects to tasks, tasks to team members, and projects to clients or stakeholders. This way, all related information stays connected and accessible in just a few clicks.

Connect related data for deeper insights.

• Projects → Tasks: Link each project to its associated tasks.

• Tasks → Team Members: Assign owners and track responsibility.

• Projects → Clients: Map projects to stakeholders or customers.

Setup Project & Client Automations

Manual follow-ups often slow projects down — that’s where automation helps. With Stackby, you can auto-assign new tasks, trigger reminders for upcoming deadlines, and even update project status when all linked tasks are marked as done. This saves time and reduces human error.

Reduce manual work and improve efficiency.

• Auto-assign tasks to team members when created.

• Send reminders for upcoming deadlines.

• Update project status automatically when all tasks are completed.

Supercharge your projects with AI Fields

Planning and reporting can be time-consuming, but AI fields speed it up. Stackby’s AI can automatically generate task descriptions, summarize project updates, or categorize risks based on your inputs. This ensures you spend less time on admin and more time driving results.

Use AI to speed up planning and execution.

• Generate task descriptions from short notes.

• Summarize project updates into quick reports.

• Categorize risks or dependencies automatically.

Collaborate and get things done with your team

Project management is a team effort, and Stackby keeps everyone on the same page. You can comment directly on tasks, tag teammates with @mentions, and share filtered views with internal or external stakeholders. This makes collaboration seamless, without relying on endless email chains.

Keep everyone aligned in one workspace.

• Use comments & @mentions for discussions on tasks.

• Share filtered views (e.g., “High-Priority Tasks”) with stakeholders.

• Allow clients to view progress without editing permissions.

Build Project Dashboards & Reports

A database is only as powerful as the insights it delivers. In Stackby, you can build dashboards with charts, KPIs, and tables that visualize project progress, overdue items, and budget usage. These dashboards give you real-time visibility to make data-driven decisions.

Turn your data into actionable insights.

• Charts: Tasks by status, overdue items, project progress.

• KPIs: % of projects on time, budget utilization, completion rate.

• Widgets: Visualize milestones, workloads, or risks.

Monitor, Iterate, and Optimize

Project management is an ongoing process, not a one-time setup. By tracking metrics like on-time delivery rates, bottlenecks, and resource utilization, you can identify gaps and continuously improve. Iterating regularly ensures smoother execution and better outcomes with each project cycle.

Continuously refine your project processes.

• Track metrics like on-time delivery, resource allocation, and delays.

• Identify recurring bottlenecks and improve workflows.

• Iterate regularly to ensure projects run smoother over time.

Get the AI Project Tracker Template from here.