Resources & Documentation

Quick Start Guide

PathHub AI is your intelligent preliminary stage - here you identify everything important before you start in Trello, Asana, or Jira.

The Workflow

PathHub AI works in three steps:

Proceed to Execution

After analysis, you can manage your project directly in PathHub AI – with integrated project management for tasks, budget, and milestones. If you already use another tool, simply export your Path to Trello, Asana, Jira, or Monday.com.

PathHub AI Home Screen - Your central dashboard

Set up Workspace

A complete workspace helps PathHub AI create better and more relevant project plans that fit your organization.

The 8-Step Assistant

PathHub AI guides you through a structured 8-step process:

The guided assistant for setting up the workspace

Profile Overview

Stakeholders & Key Contacts

Approval Processes

Challenges & Pain Points

Documents as AI Context

Upload company documents (PDF, DOCX, XLSX, PPTX, CSV, TXT) to your workspace and enable them as AI context. The AI then considers this information when creating Paths – for even more precise and relevant project plans.

• Company policies – Guidelines, processes, compliance documents
• Org charts – Team structures and responsibilities
• Past projects – Lessons learned, templates
• Industry standards – Regulations, certifications, requirements

Upload documents and enable them as AI context

JSON Import for Professionals

Already have workspace data in a structured format? Use the JSON import function to import your workspace in seconds.

Team Collaboration

With workspace sharing, you can invite colleagues to your workspace. All members see the same Paths, stakeholders, and documents – without duplicate work.

Requirements

Team sharing is available from the Pro Plan. The maximum number of members per workspace depends on your plan:

Invite Members

Roles Overview

Each member has one of three roles, which determines what they are allowed to do in the workspace:

• Owner – Full access: Manage members, change roles, delete workspace. The creator of the workspace is automatically the owner.
• Editor – Can create and edit Paths, manage stakeholders, use the AI assistant, and upload documents. However, cannot manage members or delete the workspace.
• Viewer – Read-only access to all content in the workspace. Ideal for executives or external consultants who want to track progress.

Manage Members

As an owner, you can at any time:

• Change a member’s role (e.g., from Viewer to Editor)
• Remove members from the workspace
• Revoke pending invitations before they are accepted

Non-owners can leave the workspace at any time.

Manage Stakeholders

Stakeholders are key roles in your company that are relevant for projects. PathHub AI uses this information to assign responsibilities.

Stakeholder Categories

• Management: CEO, CFO, IT Management, Operations
• Departments: Marketing, Sales, Human Resources
• Specialists: Data Protection, Compliance, IT Security
• Other: Works Council, External Consultants

Stakeholder management with roles and responsibilities

Mark Critical Stakeholders

Mark stakeholders as “Critical” if their approval or involvement is essential for project success. These are given special consideration in project plans.

Create Path

The core of PathHub AI: The AI analyzes your initiative and finds everything you might have overlooked - before it becomes a problem.

Start a New Path

What the AI Automatically Detects

Step 1: Describe the project

Step 2: Details & Options

Two Modes: Complete Plan vs. Free Mode

When creating a new Path, you can choose between two modes:

How Free Mode Works

Available Modules in Free Mode

Custom Instructions

For each module, you can use the “With instructions” button to provide additional guidance for the AI. For example:

• "Focus on IT security and data protection"
• "Keep budget under 50,000 EUR"
• "Consider works council requirements"
• "Internal resources only, no external consultants"

Project Management

PathHub AI is not just a preliminary stage - you can also manage your projects completely here. Full PM functionality included.

What you can manage in PathHub AI

How a path is structured

Every path opens with the Overview: progress, current week, budget spent, risks and compliance at a glance. Below are the next tasks to tick off directly, the next milestone, a compact schedule with a today line and the most important AI recommendations. Each card takes you to the matching area.

• Process – the path as a process map with approvals, documents and obligations
• Plan – phases and tasks, schedule (Gantt) and milestones
• Budget – positions, bookings and committed costs
• Risks – filtered by impact, with countermeasures
• Stakeholders – who is involved from which phase
• Compliance – obligations with status, criteria and evidence
• More – checklist, sources and notes

The tab bar stays visible while you scroll. AI assistant at the top right opens AI recommendations, chat and AI tools as a side panel, from any tab. Every tab has its own address, so you can share a link to it.

Path header with progress, status and tabs

Path overview: progress, next tasks, schedule, budget and risks

Process view

The Process tab shows the path as a process map: start, phases from left to right, milestones between the phases and the end. Within each phase the steps follow their predecessors, arrows show what builds on what. Each kind of step has its own shape:

• Task – work that gets done
• Check – review, test, assess, reconcile
• Document – the step produces a document, such as the project charter or the DPA
• Meeting – meeting, workshop, training or site visit
• Approval and decision – card with a diamond as its entry and a yes and a no path: who approves, which documents are needed and what happens if approval does not come

The status comes from your ticks and dates. If an approval is overdue, later steps that are meant to start after it are waiting, and the Status today panel names the reason. Related obligations appear as tags at the step. The shape bar highlights one kind of step, and a click on a step opens the task panel with its toolkit and AI draft. On a phone the steps appear as a vertical chain. The AI sets the kind, short title and result of each step when it creates the plan.

Edit it yourself: the plus on the right of a step adds a new one right after it, + Step in the phase header adds one to the phase. In the task panel under Process step you set the kind, the short name and the result. Under Links you decide what a step comes after and what it leads to. For approvals and decisions you also choose where the yes path continues, including a later phase, and where the no path goes back to. Clicking an arrow on the map removes the link. If the map linked an approval automatically, you see those links ticked. As soon as you change something, exactly what is ticked applies.

Process view: a phase with an overdue approval, documents and obligations, with the status today on the right

Approval: approver, obligation, yes and no path

In the task panel: edit the process step with kind, result and links

Continue working flexibly

PathHub AI offers full-featured project management – you can manage your project completely here. If you already use Trello, Asana, Jira, or Monday.com, simply export your plan there.

Refine Path

The AI creates a first draft - you refine it, before it is exported to your PM tool.

What you can adjust

• Add/remove stakeholders - The AI suggests, you decide
• Adjust phases - Sequence, duration, dependencies
• Refine tasks - Add details, assign responsible persons
• Assess risks - Prioritize and plan measures

Phases with tasks and progress

Project participants & stakeholders

Milestones & Timeline

Use the AI Assistant

• "Which stakeholders are still missing?"
• "Do I need a data protection impact assessment?"
• "Who needs to approve the budget?"
• "Which compliance requirements apply here?"

Budget & Cost Management

PathHub AI automatically creates a detailed budget for your project. The AI analyzes your project, the selected phases and tasks, and generates a realistic cost breakdown – categorized by type.

How is the budget generated?

When creating your Path, the AI calculates an individual budget based on your project description, industry, and company size. The following are considered:

• Personnel costs – Internal and external resources per phase
• Technology costs – Licenses, tools, infrastructure
• Consulting costs – External service providers and consultants
• Training costs – Training and further education
• Other costs – Travel expenses, materials, contingencies

Budget Features Overview

• Category Overview: All cost items grouped by category with target budget and percentage share
• Track actual costs: Enter ongoing expenses and monitor consumption in real time
• Target/Actual Comparison: Automatic calculation of variance per category
• Budget Risks: The AI identifies potential cost risks and suggests countermeasures
• Overall Budget Progress: Visual progress bar for the total project budget

Budget with positions, bookings and committed costs

Cost entries per budget line: billed (actual) and committed

Timeline & Gantt Chart

The Timeline visualizes your entire project plan as an interactive Gantt chart. All phases, tasks, and milestones are displayed chronologically – automatically calculated by the AI and customizable by you.

Automatic Scheduling

When creating the Path, the AI calculates start and end dates based on:

• Phase Duration: Each phase has an estimated duration in weeks
• Dependencies: Phases build upon each other – the timeline considers the sequence
• Parallelism: Tasks within a phase run in parallel
• Start Date: Your chosen project start date as the starting point

Edit the Timeline

• Move phases: Change start and end dates directly in the phase view
• Adjust duration: Lengthen or shorten individual phases as needed
• Set milestones: Mark important intermediate goals and deadlines
• Track progress: Completed tasks are highlighted in the timeline

Schedule as a Gantt chart with a today line

Expanded phase: every task with its own bar

Clicking a task opens its details: role, effort, dates, comments

Risk Management

PathHub AI automatically identifies potential project risks and provides concrete countermeasures – even before you start the project.

Automatic Risk Detection

When creating your Path, the AI analyzes your undertaking for typical project risks. The following are considered:

• Technical Risks: Integration challenges, legacy systems, data migration
• Organizational Risks: Resource bottlenecks, resistance to change, skill gaps
• Temporal Risks: Unrealistic deadlines, dependencies, parallel projects
• Budget Risks: Hidden costs, scope creep, external price changes
• Compliance Risks: Regulatory changes, audit requirements, data protection

Risk Assessment

Each detected risk is assigned a probability of occurrence and an impact assessment. This allows you to see at a glance which risks need to be prioritized:

• High: Immediate action required – critical for project success
• Medium: Plan countermeasures and keep an eye on them
• Low: Acceptable residual risk with predefined fallback plans

Managing Risks

• Edit: Adjust the description, impact, and countermeasures according to your assessment
• Add: Supplement your own risks that you know from experience
• Remove: Delete risks that are not relevant for your specific project

Risk overview with assessment and countermeasures

Expanded risk: description and concrete mitigation

Compliance & Regulatory

An often overlooked aspect of project planning: PathHub AI automatically detects relevant compliance requirements based on industry, project type, and company context.

What is detected?

The AI analyzes your undertaking and identifies regulatory requirements:

• GDPR / Data Protection: Processing of personal data, retention periods, data processing agreements
• ISO Standards: ISO 27001 (Information Security), ISO 9001 (Quality Management)
• Works Council: Measures subject to co-determination for technical changes
• Industry-Specific: GoBD (Finance), MDR (Medical Devices), BaFin (Banks)
• Internal Policies: Approval thresholds, procurement processes, IT security policies

Compliance Tracking

Each detected requirement contains:

• Requirement: What exactly needs to be implemented
• Responsible: Who is responsible for compliance
• Estimated Duration: How long the implementation takes
• Category: Mandatory (legal) or Important (Best Practice)

Compliance requirements with categories and responsible parties

Obligation with its rule from the compliance library and room for evidence

Milestones & Progress

Milestones mark important interim goals in your project. PathHub AI automatically generates meaningful milestones based on project phases and dependencies.

Automatically Generated Milestones

When creating an Path, the AI sets milestones at critical points:

• Phase Completions: Clear marking of when a phase is successfully completed
• Approval Points: When stakeholder approvals need to be obtained
• Go/No-Go Decisions: Critical decision points in the project timeline
• Quality Gates: Review points for quality assurance and testing

Managing Milestones

• Set Status: Mark milestones as open, in progress, or completed
• Adjust Dates: Shift milestones in case of plan changes
• Custom Milestones: Add project-specific interim goals
• Dependencies: See at a glance which tasks must be completed for the milestone

Milestones with timeline and dependencies

AI Assistant & AI Recommendation

Two powerful AI features are available to you directly in the project – anytime, contextually, and in real-time.

AI Assistant – Dein Copilot im Projekt

The AI Assistant knows your entire project: phases, tasks, budget, stakeholders, and risks. Ask it any question – it delivers context-specific answers immediately. Open it in any path via AI assistant at the top right; it appears as a side panel with AI recommendations, AI chat and AI tools while your plan stays open next to it.

AI Recommendation – Complete Project Overview at the Push of a Button

The AI Recommendation analyzes the current status of your project and creates a comprehensive assessment with concrete action recommendations:

• Project Traffic Light: Overall status at a glance (Green/Yellow/Red)
• Schedule Risks: Assessment of potential delays
• Budget Analysis: Actual vs. planned with adjustment suggestions
• Stakeholder Alerts: Open approvals and missing alignments
• Next Steps: Prioritized recommendations for what is most important now

AI Assistant - Ask general questions

AI chat in the side panel, with the plan as context

AI recommendation with overall picture, traffic light system, and action recommendations

Export (optional)

You can manage your project entirely in PathHub AI. But if you prefer to work in another tool, simply export your Path.

Export to PM Tools

Further Export Options

• PDF - For presentations and documentation
• Excel - For further editing and analysis
• JSON - For technical integrations

Export to PDF, Excel, and PM tools

Project Templates

PathHub AI offers 15 ready-made project templates for the most common project scenarios.

Available Categories

• IT: SAP S/4HANA Migration, Cloud Migration, Software Rollout, ISO 27001
• HR: Onboarding Program, Recruiting Campaign
• Marketing: Product Launch, Website Relaunch, Trade Show Planning
• Operations: Office Relocation, ISO 9001, Supply Chain Optimization
• More: GDPR Audit, Annual Closing, Change Management

How to Use Templates

1. Click "New Path"
2. Select a template
3. The description is automatically filled. Customize for your project
4. Generate the plan

Compliance Library

The Compliance Library contains over 111 regulatory requirements for Germany, Austria, and Switzerland.

Features

• Filter by country, industry, and company size
• 10 industries covered
• Workspace Check: Automatically identify relevant regulations for your workspace

AI Toolbox

The AI Toolbox contains 11 professional PM tools generated from your project data.

Available Tools

• RACI Matrix, Risk Matrix, Stakeholder Map
• SWOT Analysis, Eisenhower Matrix, Gantt Chart
• + 5 more (WBS, Communication Plan, Cost Comparison, Milestones, Resources)

AI points

AI actions use AI points from your plan's monthly quota. Every action has a fixed value that you see on the button before you start, together with what is left.

What an action costs

Custom Prompts & PM Style

When creating a project, the Optional section lets you control how the AI plans – either via a project management style (e.g. Scrum, Kanban, Waterfall, PRINCE2, SAFe, LeSS) or a free custom prompt.

When to use a PM style

• Scrum / Kanban – for agile projects with sprints and WIP limits
• Waterfall – for sequential projects like construction or hardware
• PRINCE2 – when governance and committees matter
• SAFe / LeSS – for multi-team programmes

Custom prompt: free text

You can give the AI plain-text instructions it will follow precisely. Examples:

• “Consider GDPR-compliant data processing in every phase.”
• “Plan by project stages 1-9.”
• “Each phase max 3 weeks, then review milestone.”
• “First quarter: concept only. Implementation from Q2.”

AI Agents – your command center

The AI Agents live on a dedicated page in the app (sidebar item “Agents”). They handle complex tasks fully autonomously – one click, one finished result. Available from the Team plan.

Command center: agents grouped into Multi-agent, Reports, Analysis, Documents, and Custom

13 built-in agents in 5 categories

Multi-agent:

• Project Check – three agents in a chain: risk scanner (evidence-backed findings), measure planner (concrete changes per finding) and budget checker (veto power). A coordinator validates every change against the project; you apply them individually or all at once – with undo

Reports:

• Status Report – weekly project report for stakeholders
• Weekly Plan (MUST/SHOULD/COULD) – prioritised task list for this week
• Stakeholder Update – email draft for all stakeholders

Analysis:

• Risk Scan – deep analysis of all project risks with mitigations

Documents:

• Project Report · Kickoff Presentation · Requirements Spec
• Risk Register · Communication Plan · Steering Committee Report
• Custom Document – generate any document from a free-text description

Free form:

• Custom Command – one-off free-text instruction in the project context

Build your own agents

For recurring workflows you can create unlimited custom agents – with name, description, icon, color and a system prompt (up to 10,000 characters). Your agent shows up under “My Agents” and runs on any project with one click.

Create a custom agent: name, icon picker, color picker, system prompt

Example ideas for your own agents:

• “Daily Standup Brief” – 30-second status for the daily standup (What was done? What's next? Any blockers?)
• “Escalation Brief” – one-page summary for leadership when phases turn critical
• “Lessons Learned” – retrospective on completed phases with improvement suggestions

Workflow in detail

1. On the Agents page, pick a project in the sticky picker at the top
2. Click an agent – it runs immediately in the context of the selected project
3. Result appears in a modal as formatted Markdown
4. Copy or revisit later through the run history

Workspace documents (AI reference)

You can upload documents to your workspace for the AI to use as extra context. Examples: your own project templates, company policies, compliance manuals, previous lessons learned.

Supported formats

• PDF (up to 10 MB, Business plan up to 25 MB)
• Markdown (.md)
• Plain text (.txt)
• Word documents (.docx, since 2026-03)

How the AI uses documents

On upload, documents are indexed semantically (chunks of 512 tokens). On every AI request PathHub AI retrieves the most relevant chunks from your documents and passes them as context – this is called Retrieval-Augmented Generation (RAG).

• Documents are activated via the “Use as AI reference” toggle (Pro/Max)
• Documents stay workspace-internal and are never shared across workspaces
• The AI cites the source document in its answers when it uses information from it

Managing multiple workspaces

The Team plan gives you access to 1 workspace, the Business plan up to 3. Each workspace is fully isolated – own projects, team members, documents and compliance settings.

Typical use cases

• Agencies – one workspace per client, clean data separation
• Companies with multiple subsidiaries – one workspace per sub
• Consulting – one workspace per engagement with own stakeholders
• Personal + professional – clean boundary between work and side projects

Switching between workspaces

Use the workspace switcher top-left in the sidebar (building icon). Click opens the dropdown; create new workspaces via “+ New workspace”.

AI quota per workspace

The AI quota (Business: 500 requests/month) is per workspace, not per user. With shared team usage, all members share the quota.