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Milestones

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Milestones are target dates on a project, and a way to group the tasks that lead up to them. Unlike pipelines they are created as you go rather than standardized in advance, which suits projects that vary or that have several teams working to different priorities.

Milestones exist on project records only.

⚠️ A project uses either a pipeline or milestones, never both. If the Milestones subtab is missing from a project, that project is on a pipeline.

Pipelines are the alternative: a fixed series of stages set up by an administrator, laying out a standard step-by-step process.

Project Milestones Tab in Insightly CRM — The image shows the Milestones tab of a project called “Jabanero Salsa Packaging,” listing five incomplete milestones assigned to Tony Jason with due dates in January and February 2018. This helps users understand how to view and manage upcoming project milestones, including their names, assigned users, statuses, and due dates.

Project Milestones Tab in Insightly CRM

On this page:

Adding a milestone

  1. Open a project and click the Milestones subtab.
  2. Click Add Milestone.
  3. Enter a title, then select a date and the user it is assigned to.
  4. Click Save Milestone.

Milestones appear in the subtab after the page refreshes. The three-dot menu beside each one edits it, deletes it, or marks it complete.

Adding a Milestone in Insightly CRM — The Milestones tab of a record is shown, displaying an “Upcoming Milestones” section with columns for Type, Milestone, Assigned To, Status, and Date Due. An “Add Milestone” button is highlighted in the upper right, showing users where to click to create a new milestone on a record.

Adding a Milestone in Insightly CRM

Add New Milestone Dialog Box in Insightly — The screenshot shows a pop-up form for creating a project milestone, with fields for a title (“Schedule equipment and staff”), a due date (16-Jul-2016), and a responsible person (Tony Roma). This would help users understand how to fill out and save a new milestone when managing projects in Insightly CRM.

Add New Milestone Dialog Box in Insightly

ℹ️ Marking a milestone complete does not complete its tasks. Related tasks are marked complete separately, on the Activity subtab.

Adding tasks to a milestone

  1. From the project, click Actions and select Add New Task For Project.
  2. While entering the task details, select the milestone it relates to.
  3. Click Save.
Selecting a Milestone When Creating a Task — The image shows the “Add New Task” form in Insightly CRM, where a user is linking a task to the “Bayside Club - Pool Cleaning - 2016 Q2” project and selecting the “Prep pool” milestone from a dropdown menu. This illustrates how tasks can be associated with specific project milestones to keep work organized and trackable.

Selecting a Milestone When Creating a Task

Activity Sets generate a whole group of tasks from a template. Applying one to a project from the Actions menu lets you choose which milestone all of those tasks attach to, which saves entering the same set of tasks repeatedly.

Adding Activity Set to a Project in Insightly — The screenshot shows the Actions dropdown menu open on a project called “Jabanero Salsa Packaging,” with the “Add Activity Set To Project” option highlighted and indicated by a red arrow. This helps users understand how to quickly apply a predefined set of activities to a project directly from the project record.

Adding Activity Set to a Project in Insightly

Editing a milestone

  1. Click the three dots next to the milestone name.
  2. Select Edit Milestone.
  3. Change the name, responsible user, or due date.
  4. When changing the date, use the checkbox options to update future milestones and their related tasks automatically. These shift the due dates of those items by the same number of days as the change you just made.
  5. Click Save Milestone.
Edit Milestone Dialog with Date Shift Options — This screenshot shows the “Edit Milestone” popup in Insightly, where users can update a milestone’s title, due date, and assigned person. It highlights a “Shift all future Milestones” section with checkboxes to automatically move related future milestones and tasks when a date is changed, which is useful for keeping project timelines in sync.

Edit Milestone Dialog with Date Shift Options

The milestone calendar

Your own milestones appear in your Insightly calendar. A whole project’s milestones can be seen together by clicking the calendar icon in the Milestones subtab, which switches from agenda view to calendar view.

Project Milestones Calendar View in Insightly — The screenshot shows a project called “Jabanero Salsa Packaging” with its Milestones tab open in calendar view for January 2018, displaying a milestone event on the 20th labeled “Pick em.” This view helps users understand how to switch between list and calendar views for tracking project milestones using the toggle icons next to the “Add Milestone” button.

Project Milestones Calendar View in Insightly

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