How to Use TUMTAO – Complete Project Management Guide

What is Project Management Software?

Project management software helps teams plan, organize, and execute projects with task management, time tracking, collaboration, and progress monitoring. TUMTAO adds an integrated CRM and AI-powered features to manage the full business lifecycle — from sales pipeline to project delivery.

Quick Start Workflow

Create Project – Navigate to Dashboard, click New Project, add details and dates, assign team members with roles.
Build Boards – Inside the project view, click New Board, create custom lists (To Do, In Progress, Done), drag cards between lists.
Assign & Track – Create tasks, assign to team members, start timers. Timer auto-stops after 1 hour of inactivity.
Monitor & Report – View analytics dashboards, generate completion reports, export as PDF or CSV.

AI-Powered Features

AI Chat Assistant – Intelligent project assistant powered by Google Gemini. Ask questions about task status, project progress, and team performance in natural language.
Smart Task Assistant – AI analyzes task titles and auto-generates descriptions, subtasks, priority recommendations, and time estimates.
Context-Aware Insights – AI learns from your project structure and team patterns to deliver personalized, actionable recommendations.

Project Management

Create & Organize Projects – Build structured projects with goals, timelines, and team assignments. Track progress from inception to completion.
Role-Based Access Control – Granular permissions for Admins, Project Managers, and Team Members.
Project Completion Reports – Auto-generated reports with tasks, hours, and team performance analytics. Exportable as PDF.

Task & Board Management

Visual Kanban Boards – Drag-and-drop task management with customizable columns and real-time updates.
Advanced Task Management – Tasks with priorities, due dates, assignees, dependencies, and status tracking.
Task Dependencies – Link related tasks to maintain proper project sequencing and visualize blocking relationships.
Task Inactivity Tracking – Automatic alerts when tasks are unacknowledged for 24+ hours or inactive for 3+ days.

Smart Time Tracking

Intelligent Timer System – Smart auto-stop after 1 hour of inactivity for fair and accurate time logging.
Role-Based Time Access – Only assigned members can log time. Admins and Project Managers have view-only access.
Billable Hours Tracking – Detailed time breakdowns by team member, task, and project for accurate client billing.

Notifications & Updates

Real-Time Activity Feed – Instant notifications for task assignments, comments, updates, and project changes.
Notification Center – Dedicated page with paginated notifications (10 per page) for full activity history.

Analytics & Reporting

Interactive Dashboards – Charts and metrics tracking project health, task completion, and team performance.
Completion Report Generator – Detailed reports with task breakdown, billable hours, timelines, and performance metrics.
Team Performance Analytics – Individual team member stats including hours, tasks, efficiency ratings, and contribution metrics.
PDF Export – Export complete project reports as professionally formatted PDFs with all charts and graphs.

Budget & Expense Management

Project Budgets – Track estimated vs actual costs with visual progress bars and threshold alerts.
Expense Logging & Categories – Log expenses by category: Labor, Materials, Software, Services, Travel, Equipment.
Recurring Expenses – Set up weekly or monthly auto-logged recurring expenses with pause and resume support.
Expense Analytics – Charts showing spending by category, monthly trends, and cumulative spending patterns.
Budget Forecasting – AI-powered predictions showing when budgets will be exhausted based on burn rate.
CSV Export – Export all expense data for accounting integration or stakeholder reporting.

CRM & Sales Pipeline

Contact Management – Centralized contact database with lead status, company associations, and interaction history.
Company Database – Company profiles with industry, size, revenue, and linked contacts.
Visual Deal Pipeline – Kanban-style pipeline with drag-and-drop deal management from Lead to Won/Lost.
Activity Timeline – Log calls, emails, meetings, and follow-ups per contact and deal.
Deal-to-Project Conversion – Convert won deals into projects with automatic board and team creation.
CRM Dashboard Widgets – Real-time Pipeline Value, Win Rate, and Sales Forecast widgets.

Dashboard Widgets

Personal Notes – Quick note-taking widget on your dashboard, auto-saved locally.
Resource Utilization – Visual team workload distribution across projects.
Team Leaderboard – Gamified weekly/monthly task completion rankings with badges and streak tracking.
Meetings Widget – Schedule and manage upcoming virtual and in-person meetings.

Communication

Task Comments & Mentions – Threaded discussions with @mentions within tasks.
File Attachments – Upload and share documents, images, and files directly within tasks.

Pro Tips for Success

Use AI Chat for instant project insights and team performance summaries
Let the Smart Task Assistant auto-generate subtasks and time estimates
Start timers when beginning work — auto-stop handles the rest
Use @mentions to notify team members and keep conversations in context
Export time reports regularly for client billing accuracy
Set budget thresholds to catch overspending before it happens

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