Planning Room

Use the Planning Room when a request needs several sources, specialist input, or a clear scope before you can offer the work. You and the agents work with sources, a conversation, and editable outputs side by side. One plan can produce a statement of work, supporting documents, a priced quote, and a project schedule without explaining the request again.

For a straightforward offer, you can still ask Kairi to prepare it directly. The room is useful when you need to work through the choices together. This chapter follows the Marren rollout introduced in Winning the work.

Open the room from the opportunity

Open the deal on the Sales board or the client's page and choose Plan it together. The deal's title and description give the plan its starting purpose. Each opportunity has one open room: returning to the deal shows Open the planning room, and a small lightbulb marks its board card. Kairi can suggest planning a complex request in the deal window; you decide whether to open the room or choose Not needed.

The client's Plans card lists its rooms. Its + lets you choose an open opportunity or an Internal planning session (no opportunity). That session still belongs to the client; it is useful for preparing documents before there is a sale. There is no separate Plans menu. The room's conversation also appears in Conversations, where Open the planning room takes you back to the sources and outputs.

The current first version opens planning pages for administrators. The underlying plan permissions follow sales access; broader staff access is a follow-up. Available agents, connections, and the deployed version still determine what your workspace can use.

Choose the sources and ask the right colleagues

The room gathers the client's history, company prices and terms where available, and related records. The three columns give each part of the work a place:

Column	What you do there
Sources	Check the chosen emails, notes, documents, earlier quotes and projects. Add or upload what is missing.
Conversation	Explain the goal, answer questions and bring in another agent.
Outputs	Open the shared Plan, create documents, and edit the quote or project schedule.

For Marren, add Sofia's requirements and the notes from your discovery call. Include a comparable earlier rollout, but tell the agents which parts apply. Add source searches records or uploads a file; uploaded files also join the client's documents. Untick a source to leave it out of this plan. Clicking it opens the text and a Source guide showing what the agents understood. Gather sources looks again as the discussion develops.

Kairi leads by default. Address another enabled agent with a mention, or switch the lead from the room's menu. You might write:

“@Madis, use the earlier rollout to propose phases for Marren. Identify the customer access and decisions each phase needs before we promise a date.”

If research is needed, mention @Ralf and describe the question. His saved report joins the sources, so the other agents can use and cite it. Research findings help you decide; they do not replace confirmation of Marren's actual systems or access.

Drag the borders to resize the columns. Folding Sources or Outputs into a narrow rail gives the conversation more room; click the rail to reopen it. Your browser remembers the widths, and opening an output gives its editor more space.

Turn the discussion into a shared plan

Open Plan at the top of Outputs. As you talk, the agents record facts and assumptions, open questions, decisions, risks, scope, phases, and tasks. This gives you something to check besides the conversation itself.

For Marren, the team size may be known while the identity provider is still uncertain. Keep that distinction visible. Answer an open question with Answer, and use Confirm as fact only when you know an assumption is correct. Unknown quantities, owners and dates can stay empty while you gather the information.

Sources are links to the underlying records. A changed source is marked as changed; removing one turns facts supported only by that source into assumptions. Review affected scope and documents when the evidence changes.

Create and edit the documents the work needs

In Outputs → Create → Document, describe the document in one line. There is no fixed list of types. For Marren, ask for a statement of work, a customer access checklist, and a pilot acceptance checklist as separate documents. You can also leave the request empty and let the lead choose and name the document the plan needs next.

The request appears in the conversation and the agent writes from the plan and its sources. Open the result to edit the text directly; changes save automatically. Select a passage to format it or ask What should change? For example:

“Make this acceptance criterion measurable: name who checks it and what proves the pilot is ready.”

Read the suggested replacement and choose Replace to apply it. Only the selected passage changes. For a broader revision, write your request below the document to ask in the conversation. Each document is a separate output, so you can refine the checklist while keeping the statement of work beside it in the same room.

Save as PDF files the document with the client's documents and includes source references as footnotes. Saving a newer version updates the same file. Direct editing saves the working text; press the PDF button again when the filed copy should change.

Price the agreed scope

Choose Create → Quote to work on the plan's scope as a quote. A room has one quote output. Click a description, quantity, or unit to edit it; click a price to select a company price-list item. Totals update as you edit. You can add a line, or select several lines and ask for a change, then review and Replace the suggestion.

Before saving, check what is included, excluded, and optional. A quantity needs a basis, such as the customer-confirmed number of users. Missing prices or quantities, unresolved scope questions, and material risks that need clarification can block the quote. Still needed tells you which line or question needs attention. Optional lines are left out of the saved priced offer; agree the work to include before preparing it.

Prepare quote stores the numbered quote on the opportunity and sets its value from the priced scope. An early-stage deal moves to Proposal. If the room has no deal, this step opens one for its client. Preparing the quote does not send it: review and send from the client's opportunity through the usual communication flow.

Until it is sent, preparing an amended quote keeps the same number and file in a new version. After sending, a changed offer becomes a new quote and the earlier one is marked superseded. For example, when Sofia removes a training session, update the scope, save the revised offer, and review its sending rather than silently changing what she received.

Carry the schedule into delivery

Choose Create → Project to prepare phases, tasks, owners, dates, and dependencies before committing to delivery. Click the values to edit them, or select tasks and ask for a focused change. Add a task and Add a phase appear on hover. An assigned task needs a useful description and deadline; a dependency needs a reason. Unowned tasks remain visible as work still to assign.

For Marren, prepare the access checklist, configuration, pilot, training, and go-live tasks together. If Sofia changes the proposed start, ask Madis to adjust the affected phases and explain what must be available first. This is still preparation: project tasks are not live assignments just because they appear in the room.

A room linked to a deal can set up delivery only after the deal is Won. Confirm the customer's acceptance through the normal win flow, then return to the room and choose Set up project. This uses the deal's existing initial project or creates it if needed, then carries over the prepared phases and tasks. A person with project-editing permission applies the reviewed setup directly; otherwise it follows the project setup approval rules. Check whether the result says the setup is applied or awaits approval.

Save the PDFs and finish the quote revisions you need before this step. Once set up, the room becomes read-only history, and the project has a Planned link back to it. Madis receives the delivery context. Further scheduling and scope changes belong on the project, as described in Running the project. If it already has a delivery plan, continue there rather than applying another initial setup.

Reuse the workflow for other kinds of work

The same room can support several practical journeys. These are example requests, using the document, quote, and project outputs described above:

Work	Sources to bring	Outputs to prepare together
Construction or installation	Site notes, measurements, drawings, earlier work	Work description, material list, priced scope, delivery phases
Software rollout	Requirements, discovery notes, prior rollout	Statement of work, access and acceptance checklists, quote, implementation schedule
A new accounting client	Inquiry, agreed service terms, handover notes	Service description, document and access checklist, onboarding tasks; a quote when prices and quantities are established
A returning client	Earlier project, previous offer, new request	Description of what changes, revised scope, documents and schedule for the new opportunity

Recurring accounting delivery still uses the retainer's own periods and routines; the room helps prepare the new relationship or a distinct piece of work. See Sille's new-client example.

Keep a readable history

The history icon opens Plan history, showing changes, their authors, and produced outputs by version. Restore brings an earlier plan back as a new version without deleting later history. Restoring the working plan does not send an offer or undo a delivery project; review and produce any needed output again while the room is active.

A lost opportunity closes its room as read-only history. For a new opportunity, open its own room on the same client and use relevant earlier work as sources.

Continue with Winning the work or Running the project.