Pivotal Tracker Help
Frequently Asked Questions
Hint: You can use your browser’s Find feature to search this page.
- What is Pivotal Tracker?
- How can I learn about new Tracker features?
- How can I share my feedback about Tracker?
Pricing and Payment
- How much does a Pivotal Tracker subscription cost?
- How does the 30-day free trial work?
- What happens after the end of the free trial?
- Is Tracker really free for public projects, individual use, nonprofits, and educators?
- How can I request a free plan for my nonprofit or academic institution?
- I am a student; do I qualify for a free plan?
- What is the difference between Startup and Pro Plan email support?
- Can I get a refund?
- How do I cancel my Tracker subscription?
- I'm not sure which plan I need; can I decide later?
- I have a discount or credit coupon code; where do I enter it?
- What does the term "collaborator" mean?
- Which forms of payment do you accept?
- How can I edit my billing information or change the credit card on file?
- How do I change my Tracker subscription plan?
- Can I change my existing plan to Monthly or Annual billing?
- Can my company pay by Purchase Order or receive invoices?
- Where can I get a receipt for charges from Tracker?
- Are the API and external integrations included in all plans?
- Do I need multiple Tracker logins to support different activities?
Privacy & Security
- Who can see my email address?
- Can anyone see my project or know that it exists?
- Who has the rights to my stories?
- Is my data backed up?
- What is your data deletion policy?
- How secure is my data?
- Can Tracker be installed on our own servers?
- What is a project?
- How can I create a new project?
- How do I use, expand, and collapse the Sidebar?
- How do I change project settings, such as iteration length?
- How do I leave a project?
- Can projects be deleted?
- How do I archive a project, and what does it mean?
- How can I see my archived projects?
- What are public projects?
- How can I make my project public?
- How do I set the project's start date?
- How can I have separate or combined current and backlog panels?
- Can I open multiple panels of the same type?
- How do I move panels?
- How do I change panel widths?
- Is there a way to jump between my projects easily?
- How can I work effectively across multiple projects?
- How can I set up multi-project Workspaces?
- What are the differences between Project Owners, Members, and Viewers?
- How can I add new members to a project that I own?
- Can I invite others to join Tracker?
- How can I update my personal information or preferences?
- What is the difference between an account and a user?
- What happens when I delete an account?
- What are account members?
- How do I allow someone to create projects in my account?
- How do I make someone an account administrator?
- How do I transfer ownership of an account?
- How can I add and remove people from my account?
- What happens when you remove people from an account?
- Can I move projects between accounts?
- What if I need to limit who can be invited to projects in my account?
- What is a story?
- How do I add a story?
- How do I add and remove owners in a story?
- How do I save a story?
- How do I select stories?
- How do I clone stories?
- How much detail should I capture in a story?
- Can I break down a story into smaller tasks?
- Can I format text in my stories?
- Why are my stories moving from the backlog to the current panel?
- Why won't my stories stay in Current?
- When do accepted stories move from Current to Done?
- Why can't I move done stories from Current to Done?
- Can I move multiple stories?
- Why can't I move my started story further down the backlog?
- How can I quickly drag stories to the top or bottom of a panel, especially if the panel contains many stories?
- What if more than one person edits a story concurrently?
- How do I find a particular story?
- How can I find all stories that I own but haven't yet started?
- How can I find all stories I've requested that are delivered and ready for me to verify?
- How can I copy a story's URL or ID to the clipboard?
- Is there a way to link one story or epic to another?
- Can I see a larger or full-page view of a story?
- How can I use Story Densities to change the display for collapsed stories?
- How do I find the history for a particular story?
- How will I know if stories I care about are being delivered, or have been rejected?
- Can I comment on a story via email?
- How can I add Source Control Management (SCM) commit comments?
- Can a story belong to more than one project?
- Can I move a story from one project to another?
- Can I move a story created by an integration to another project, e.g. Bugzilla, Zendesk, Jira or Get Satisfaction?
- How can a search be refined?
- Is there a limit to the number of stories that appear in search results?
- How do I keep multiple search panels open?
- Can I save a search?
Velocity, Volatility, and Iterations
- What is velocity?
- What is volatility?
- Where is volatility shown?
- What are iterations?
- What is velocity good for?
- What are points?
- What point scales can I use?
- What is iteration team strength?
- Can the length of a single iteration be adjusted?
- How exactly do team strength and iteration length affect velocity calculation?
- How is Initial Velocity used?
- How can I change the velocity of my project?
- How do I maintain project velocity when restarting a project that has been on hold, paused, or stalled for a number of iterations?
- Can I change how long iterations are, and when they start?
- How do I change the number of iterations included in the velocity calculation?
- What is the current iteration?
- Can we plan for more (or fewer) stories for the current iteration?
- Why can't I estimate bugs and chores?
Import & Export
- How can I export stories/epics from my project?
- Can stories and epics be imported from CSV?
- Can I edit or add new tasks to existing stories using CSV import?
- Can I import stories/epics from one project into another?
- What are labels for?
- How do I add a label to a story?
- How do I use labels to find stories?
- Can I remove a label from a story?
- How can I rename or delete a label from a project?
- Can I have a label belong to more than one project?
- What is a release story?
- How do I organize stories for a release?
- How do I create a release marker?
- How can I set a fixed date for a release?
- How can my team plan and keep track of big features at a high level?
- How do I link stories to an epic?
- What is the difference between epics and releases?
- I'm already using labels to keep track of big features; can I convert these labels to epics?
- How can I mark an epic as completed?
- If I delete an epic, will all its stories go away?
- How do the epic progress bars get scaled?
- How can I tell when an epic is projected to be completed?
- How do I access favorite epics from the Sidebar?
Notifications and Following
- When will Tracker send me email notifications?
- When will Tracker show me in-app notifications?
- How can I follow specific stories or epics?
- Is it possible to bring someone specific into the story conversation?
- How can I see who is already following a story or epic?
- Is there a way to keep track of how much time I spend on projects?
- I've enabled time for my account(s); now what?
- Can other people on my account enter time as well?
- Will Tracker keep track of how much time I spend on stories or projects?
- Can I add file attachments to stories?
- Where are the files actually stored?
- How reliable is that, and do you back up files that are attached to stories in Tracker?
- Do you have a Tracker app for my iPhone and iPad?
- How do I sign in to the iOS app?
- How do I use the iOS app?
- Does Tracker have an API?
- Where can I find my API Token?
- How do I remove or replace an existing token?
- How do I use my API token securely?
- Can I disable API access to my project?
Signing in to Tracker with your Google account
- How do I associate my Google account with my Tracker login?
- Why am I getting "duplicate email" or "email taken errors" when trying to sign in via Google?
- How do I add Google Drive files to a story?
- How can I merge two logins?
- Which browsers can I use?
- How do I refresh my view?
- Are there keyboard shortcuts?
- How do I help ensure that Tracker email notifications are delivered to my inbox?
- I signed up or was invited to a project, why didn't I get an email?
- Why can't I sign in to Tracker or reset my password?
- Can I subscribe to Tracker activity using my RSS/blog reader?
- Can I follow my projects on Twitter?
- We use Campfire for team chat. Can we see what's going on in our Tracker project there as well?
- How does Tracker work with time zones?
- Can I use emojis in Tracker?
What is Pivotal Tracker?
Tracker is a story-based project planning tool from Pivotal Labs that allows teams to collaborate and react to real-world changes instantly. It's based on agile software methods, but can be used on a wide range of projects.
Tracker maintains a prioritized backlog of project deliverables, broken down into small, estimated pieces, called stories. It dynamically groups these stories into fixed segments of time, called iterations, and it predicts progress based on real historical performance (velocity).
How can I learn about new Tracker features?
Pricing and Payment
How much does a Pivotal Tracker subscription cost?
There are a number of different subscription plans available. Most are listed on our Pricing page. There are larger plans listed on the Plans & Billing page for a Tracker account you own or are an admin for. To get to this page, click Accounts under your username at the top right of Tracker, then click Manage Account.
How does the 30-day free trial work?
If you signed up for Tracker before being invited to a project in your company's account, even if you do not have any projects in your personal account, you will still see notifications that the free trial is ending. If you find any projects you are using are in read-only mode after the free trial expires, you either need to pay for the account the projects are in, move those projects to a paid company account, or make sure you your usage fits within the free plan limits.
What happens after the end of the free trial?
If you do not upgrade your account to one of the paid plans, it will automatically transition to the free plan. If your usage exceeds the limits of the free plan, your projects will become read only until you either upgrade to a plan that supports your level of use, or lower the number of active private projects, collaborators, and/or file attachments.
Is Tracker really free for public projects, individual use, nonprofits, and educators?
Yes! Paid (or sponsored) plans are required only in order to create private projects that don't fit within free plan limits, free to participate in other users' projects, free for public projects, and free for qualified nonprofits and educators.
Archived projects: Any archived projects do not count toward plan limits.
Public projects: Projects that are publicly viewable, and the collaborators in these projects, do not count toward any plan limits.
Nonprofits and educators: We provide sponsored (free) accounts for qualified nonprofit organizations, as well as for educators at academic institutions, by request (see below).
How can I request a free plan for my nonprofit or academic institution?
Sponsored (free) plans are available for qualified, tax-exempt nonprofit organizations as well as
accredited academic institutions and educators. They include unlimited private projects.
Note: If you are student please ask your teacher, supervisor, or any full-time staff member to complete these steps for you.
To request a nonprofit or academic free plan, follow these steps:
- If you haven't already, sign up for Pivotal Tracker.
- Sign in to Tracker. Then click on Accounts, under your user name at the top right of Tracker. Click Manage Account on the account for which you'd like to request a nonprofit or academic plan, and go the Plans & Billing page. To create a new account for this request, click Create Account link on your Accounts page (read more about accounts here).
- At the bottom of the account's Plans & Billing page, under the plans list, click the "this form" link under the section titled Qualified non-profits and academic institutions. This will take you to a request form.
- Fill out this form, and let us know what type of plan you're requesting (e.g., academic, nonprofit, or
other) the name of your organization and its URL, and a brief description of how you plan to use Tracker.
Note: Providing a URL showing your full-time position at the nonprofit or academic institution (e.g., in the Faculty and Staff directory) helps us answer requests more quickly. Alternatively, your account owner’s login can use an email address from the domain of your nonprofit.
- You'll receive an email when we process your request, typically within 5 to 7 business days.
I am a student; do I qualify for a free plan?
We encourage the use of Tracker to help with your studies, and have a number of options available. If you do not require privacy for you projects, you can make your Tracker projects public, which are free with unlimited collaborators. If you need private projects that won't fit within free plan limits, please ask your professor or school to request a special academic plan (see above). Your student projects can then be included under the academic account.
What is the difference between Startup and Pro Plan email support?
All plans are eligible for email support, however requests from members of projects in accounts on Pro plans are given priority. Pro Plan customers are typically answered within a few business hours.
All other questions to email@example.com, including those from Startup plan customers, are usually replied to within 1-2 business days.
For Feature requests and suggestions, if you're in a project, please use "Provide Feedback" in the Help & Updates menu or email us at firstname.lastname@example.org.
Can I get a refund?
Paid accounts can be downgraded or cancelled at any time, and you will not be charged again. We do not offer refunds on any charges that have already been incurred for the current billing cycle.
How do I cancel my Tracker subscription?
We're sorry to see you go, but hopefully you'll be back one day. Meanwhile, to cancel your paid plan, please follow the steps below:
- Click on Accounts, under your username at the top right of Tracker.
- Click Manage Account for the account you wish to cancel, to go to Plans & Billing.
- If Choose Plan next to the Free plan is unavailable, click Projects.
- Mouse over each project and click Archive then click OK on the confirmation dialog.
- Return to the Plans & Billing tab and click Choose Plan next to Free.
- Click Confirm Plan Change and you should be notified that "The account was successfully updated."
Note: Only the account owner can downgrade their account to the free plan. However, anyone the account owner has made an account Administrator, can take over ownership of the account. Please see: How Do I Transfer Ownership of an Account?
Alternatively, you can go the Settings page for the account, and click delete this account to stop using Tracker completely. However, please print or save any receipts you might need on your Plans & Billing page before doing so.
When you downgrade to the free plan, you aren't credited for previous payments made and we don't offer refunds. So, to get the benefit of your current payment, we advise waiting until just before your next payment is due to downgrade.
I'm not sure which plan I need; can I decide later?
Yes, you can start with the plan that suits your needs today, and upgrade later. If you're on a paid plan and upgrade to a higher priced plan, you will be charged a prorated amount based on the remaining time in the current billing cycle.
I have a discount or credit coupon code; where do I enter it?
You can redeem a discount or credit coupon after you sign up for Tracker, on the Plans & Billing page of your account, as part of upgrading from the automatic 30-day free trial to a paid plan. To use a coupon or discount code, follow these steps:
- Go to your Plans & Billing page (click Accounts under your username at the top right of Tracker, then click Manage Account).
- Click Choose Plan, next to the desired plan and choose Monthly or Annual billing.
- Enter your credit card details.
- Click Have a coupon code? Enter it here, then enter your code.
- Click Apply.
- Click Confirm Plan Change.
There are two types of coupons - "percent off" discounts, and dollar amount credits. Discount codes can be used for any plan upgrade, but dollar credit coupon codes can only be used when upgrading from the free plan to one of the paid plans. If you already have a paid account, and would like to use a credit coupon code, you can can create a new account (using the 'Create Account' link on the account pages), upgrade it to a paid account (using the credit coupon code), and then move your existing project(s) to this new account. Read more about accounts here.
What does the term "collaborator" mean?
This is the total number of unique Tracker users that can be member(s) of the private projects in your account with read/write project access. This includes yourself, if you are a member of any project in the account. A given user only counts once, regardless of the number of private projects in your account that he or she is a member of. Read-only members (i.e., viewers), and members of public projects do not count toward collaborator limits.
Which forms of payment do you accept?
The only accepted form of payment is a major credit card, including Visa, MasterCard, American Express, and Discover. We cannot process POs or issue invoices, and VAT is not included in any pricing/payment.
How can I edit my billing information or change the credit card on file?
You must be the owner of an account to make changes to that account's plan or billing information (see next topic), including credit card updates and adding notes to receipts. You can change the account owner or add a new admin to an account, via the Account Members page. Please see: How can I add and remove people from my account? and How do I transfer ownership of an account?
How do I change my Tracker subscription plan?
To upgrade or downgrade your Tracker account, you must be the account's owner.
To upgrade or downgrade your Tracker account, or change credit card information, you must be the account's owner. Click on Accounts, under your username at the top right of Tracker. Select Manage Account for the account you plan to upgrade or downgrade.
Once you have opened the Plans & Billing page, to upgrade, click Choose Plan next to the plan you wish to select. Credit card information will only need to be entered if you are upgrading from the Free Trial or Free plan to one of the paid plans.
To downgrade your account, you will need to first make sure that the number of projects and the number of collaborators will fit within the limits of the downgraded plan. We suggest archiving a project to remove the project as well as the project's members from any plan limits.
If an account is downgraded, no credit is issued for any previous payments made and we don't offer refunds. For this reason, we advise waiting until just before a payment is due to downgrade.
Can I change my existing plan to Monthly or Annual billing?
To change your billing cycle starting from your next payment due date, you can contact us so we can do this for you.
Alternatively, you can go to the account's Settings page (Username->Accounts->Manage Account->Settings), and click on delete this account to stop using Tracker completely.
When you downgrade and upgrade, you aren't credited for previous payments made and we don't offer refunds. So, to get the benefit of your current payment, we'd advise waiting until just before your next payment is due to downgrade, then upgrade again.
Can my company pay by Purchase Order or receive invoices?
Not at the present time. Currently Tracker's billing is entirely paperless and requires a credit card, either personal or corporate.
Where can I get a receipt for charges from Tracker?
Note: To receive emailed receipts, print a PDF receipt, or to change credit card information for a Tracker account, you must be that account’s owner. The account owner or an account admin can change ownership of the account.
You will receive a confirmation email when you sign up for your subscription to Tracker. If your account is still in the free trial period when you subscribe, you will not lose the remaining time in your trial. The first credit card charge will be made when the trial would have ended.
You will also receive email each time the credit card is charged for your Tracker subscription. In addition, there is a View Receipt link in the Payment History section at the bottom of the Plans & Billing page for each transaction for your account. You can click this link to open a more formal and detailed printable receipt page for that specific transaction.
Note: Unfortunately, our billing system does not currently allow us to email attachments for the detailed receipt. In addition, it is common for emails with attachments to be blocked by corporate spam filters.
To find your Plans & Billing page, click Accounts under your username at the top right of Tracker. Then select Manage Account for the account you plan to upgrade or downgrade.
If you have specific information you wish to see on the receipt, you can add notes that will be included when you print receipts. To do this, go to the Plans & Billing page, and scroll down to the middle section, Billing Information. Click Edit at the right of the section header. Enter the text that you want to be included on your receipts into the Notes on Receipt box, and then click Save. After this, when you click on any of the View Receipt links in the Payment History section, the Notes on Receipt text will be included in the receipt page for you to print.
To change the account name, which appears on the receipt, you can go the Settings page for the account. Click Settings to the right of Plans & Billing when you are on the Plans & Billing page.
Are the API and external integrations included in all plans?
Yes, all plans, including the free plan, include full access to the API as well as external integrations.
Do I need multiple Tracker logins to support different activities?
No, you can create and manage multiple accounts (e.g., to separate your personal projects from your work projects). More on accounts here.
Privacy & Security
Who can see my email address?
Members in your projects can see your email address in the project member list. Viewers in your project cannot see your email address in the project member list.
If you are a project owner, account owner or account admin, you can see the email address of anyone in the project or account in the project member list, account member list, or when inviting new members via autocomplete.
This balances privacy and usability. For instance, when you're inviting someone to a project by email address, the autocomplete field will suggest someone who's on another one of your projects, but it won't let you browse the entire universe of email addresses known to Tracker.
If you need more privacy, a project owner, account owner or account admin, can select Hide email addresses in Project Settings. This setting will allow only the project owner, account owner or account admin to see email addresses in the project's member list. It also means that when inviting new members to other projects, then the email addresses of anyone in the 'hidden emails' project will not be autocompleted, unless that person is also invited to projects that do not have "Hide email addresses" selected.
Note: Even if someone else invites you to Tracker, only you can see and make changes in your Profile (under your username at the top right of Tracker).
Can anyone see my project or know that it exists?
Who has the rights to my stories?
We don't have any rights to your content, except for the purpose of operating Tracker as a web-based service. Your data belongs to you. We don't aggregate or analyze the content in any way, just the statistics (e.g., the number of stories done, the number of points, total members per project, etc.).
Is my data backed up?
We do back up your data. It lives on RAID volumes at our hosting provider and the database is regularly backed up (encrypted) to a redundant data center. Backups are kept for 21 days.
What is your data deletion policy?
How secure is my data?
The security and privacy of your personal, payment, and project information is very important to us. Tracker runs in an an enterprise grade hosting environment, we employ industry-standard means to protect your data, and all plans include SSL encryption. Credit card information is stored by Braintree, a highly trusted, Level 1 PCI DSS-compliant payment gateway and payment-processing provider.
Can Tracker be installed on our own servers?
Pivotal Tracker is primarily available as a web-based, Software-as-a-Service (SaaS) product, but a private instance may be available for your organization's private cloud environment. Please get in touch by email for more details.
What is a project?
A project can be anything that you or your team works on that delivers some value, and that is large enough to benefit from being broken down into small, concrete pieces. Tracker is designed primarily for software development, but it's commonly used for other purposes (e.g., to help organize a marketing campaign, for general productivity, etc.).
How can I create a new project?
There are several places in Tracker where you can create a project, but the first you will probably see is Create Project on the Dashboard. Just enter a name for the project, create or select an account for it to go in, and hit Enter. You'll be taken to the new project, where you can immediately start adding stories.
How do I use, expand, and collapse the Sidebar?
At the left of the project page, there’s a collapsible navigation Sidebar that leaves more space for your stories.
You can leave the Sidebar open all the time, or click the icon at the top left so it autoexpands and collapses. The Sidebar also allows easier access to integrations, saved searches, and the Stories panel for your favorite epics.
Note: Mousing over the icons at the top of the Sidebar will tell you what they are. All of them are clickable.
How do I change project settings, such as iteration length?
Only project owners can change project settings. If you are a project owner, click the Settings icon on the Dashboard for the project you want to change. You can also access the Settings page from within a project you own by clicking the Settings icon toward the top right of the Sidebar (the Sidebar is always on the left-hand side of the page).
How do I leave a project?
You can find the option to leave a project at the bottom of the Project Settings page. Alternatively you can click Accounts under your username at the top right of the Tracker page, mouse over the project you no longer need to work with, then click the Leave link.
Note: You can't leave a project if you're the only owner; you must make someone else an owner of the project first (on the project’s Members page).
Can projects be deleted?
Yes, you can delete projects by mousing over them, then clicking Delete on the Accounts page or by clicking delete toward the bottom of the Project Settings page. Only owners of the project, the account owner, or an account admin can delete projects. Unlike archived projects, deleted projects are removed and you cannot recover them.
How do I archive a project, and what does it mean?
If you are an owner of a project, the account owner, or an account admin, you can archive a project by mousing over it, then clicking Archive on the Accounts page or by clicking Archive toward the bottom of the Project Settings page.
Archiving a project removes it from the Dashboard and other pages, and makes it invisible to all but owners of the project, who will only see it in their list of archived projects. None of the project data is lost, and the project can be unarchived at any time.
How can I see my archived projects?
Note: Only an owner of a project, the account owner, or an account admin can see and unarchive a project.
What are public projects?
By default, all projects in Pivotal Tracker are private, and accessible only to users you explicitly invite. Public projects are visible to anyone, in read-only mode, whether they are signed in to Tracker or not. However, they still have to be an invited project member, and must sign in to make changes.
Projects that are public can be accessed by anyone if they know the URL, and public projects appear in the public projects directory. They are intended for use with open-source software development, or any initiative that does not require data privacy. Public projects do not count toward project or collaborator limits on any plan.
How can I make my project public?
As a project owner, you can make your project publicly visible to everyone on the Internet by enabling the Public Access option on the Project Settings page. This is the only way that a project can become public; all projects are private by default.
How do I set the project's start date?
In most cases, you do not need to explicitly set the project's start date, as the system will dynamically calculate the project's start date based on the first accepted story.
However, there are some cases, especially on projects with multi-week iterations, in which the system's calculated start date doesn't match the actual start date of the project. In this case, you can explicitly set the project's start date on the Project Settings page. The start date needs to be before the project's first accepted story, and the start date's day of the week needs to match the "Start Iterations On" setting.
Note: Even if you enter a project start date in Project Settings, if that date is later than the accepted on date of the earliest accepted story in your project, Tracker will base the project start date on the first accepted story.
How can I have separate or combined current and backlog panels?
You can split your Current/backlog panel into separate panels, or re-combine them, by clicking the icon at the bottom of the panel.
Can I open multiple panels of the same type?
Yes, you can duplicate most panels using the Clone Panel option in the Panel Settings menu at the bottom right of the panel. This comes in handy when reorganizing a backlog or icebox with a large number of stories.
How do I move panels?
Panels can be rearranged in any order. The order you choose will persist in your project and also in your workspace. Just drag a panel header so you can drop it into a different order.
Note: No one else’s project view is affected when you change your panel order. Project and workspace layouts are personal to you (and can’t be shared). Layouts are also unique to each project and workspace.
How do I change panel widths?
Click Auto at the bottom of the Sidebar to toggle to Fixed mode. Then you can use the slider to adjust panel width for better performance and more stable vertical position of stories. While in this mode, you can double-click any panel header to autofit panels to browser width.
Is there a way to jump between my projects easily?
When on a project page, click the project name at the top left to see a list of your most frequently used projects, and the Show All Projects option. There’s also a Show All option toward the top left of the Dashboard.
How can I work effectively across multiple projects?
Multi-project Workspaces allow you to add multiple projects to a workspace so that you can search across multiple projects, view project backlogs side by side, and plan with the big picture in mind. To create or use a workspace, go to the Projects dropdown (at the top left of Tracker), or the Dashboard.
You can move panels and set a color for each project to distinguish among projects in your workspace (see the next topic).
How can I set up multi-project Workspaces?
To set up your first workspace:
- Select Create Workspace from the Projects dropdown (at the top left of the Tracker page) or the Dashboard.
- Enter a name for your Workspace and click Create Workspace
- Follow the on-screen directions in the Sidebar to add projects.
- To make changes to its name or delete the Workspace, click on the Workspace Settings icon
in the Sidebar and select Settings.
Note: Each project has a color to help you quickly differentiate between the backlogs in your workspace. While in the Add/Remove Projects list, click on the color box to the left of the project name to select a different color. The change applies only for your workspace. Each user gets to select their own project colors.
- Once you have selected the projects and colors you want, click Save Workspace Changes.
To change the name of your workspace or delete it, click on the Workspace Settings icon on the Dashboard (or in the Sidebar), then select Settings.
Note: Workspaces are personal to you, no matter what the workspace name is. You can’t share them.
What are the differences between Project Owners, Members, and Viewers?
Other than the account owner or any account admins, only project owners can add and remove members and change Project Settings. Project members and owners can create, edit, move, and delete stories, as well as add comments. Only the person who added a comment, or a project owner, can edit or delete a comment. Viewers can't make any changes or follow stories; they can only view stories. Owner, member, and viewer are the only three roles in Tracker for project members. They are separate from account member roles.
How can I add new members to a project that I own?
- From within a project, click on the Project Members icon or Add/Remove Members under the Settings icon toward the top of the Sidebar.
- In the "Add a project member" field, you can use the full name, the email address, or this format:
James T. Kirk (JTK) email@example.com
- As you type, you may see a list of suggestions. If the correct person's name appears, select it.
- Select the role the person will have in your project.
- Click Add. If you selected a name, an invitation will be emailed to that person. Otherwise, make sure their email, name, and initials are correct, then click Send Invitation.
Note: If you accidentally enter the wrong details for someone, only they can make changes via their Profile (under their username at the top right of Tracker) after the invitation is sent.
Alternatively, you can click “Add members from list” to select from existing account members.
Finally, if a project containing the person you wish to add, has Hide email addresses selected in Project Settings, their email address will not be autocompleted.
Can I invite others to join Tracker?
If you're a project owner, you can invite anyone with an email address to your project. If they don’t already have a Tracker login, clicking the link in their invitation email will allow them to set one up.
Invitations are sent instantly, but if they don’t receive the email within a few minutes, please see this topic.
How can I update my personal information or preferences?
What is the difference between an account and a user?
Accounts in Tracker are separate things from personal user logins. A user's login is always associated with an individual—their email address, an optional username and their private password. That login can own or be a member of one or more accounts, and accounts are, effectively, containers for projects.
Accounts allow you to group projects. For example, you might create, or be a member of, an account for your company projects, and have a separate one for your personal work. Every project belongs to an account. You can create as many accounts as you'd like - but each must be paid for and/or managed separately. Accounts also allow you to share administration responsibilities by designating other users as administrators. Admins can do everything the owner can, except upgrade and downgrade the plan the account is on or manage credit card details. An admin can take over ownership, however, if they need to perform those functions. The account owner or admins can create projects in the account. To allow anyone else to create projects, the owner or an admin will need to give them Project Creator permission via the Actions menu on the Account Members page.
What happens when I delete an account?
Deleting an account causes all projects in that account to be removed. You will also lose access to any past receipts, so please be careful. You might prefer to cancel your account by archiving or deleting projects and making sure it is downgraded to the free plan.
What are account members?
Account members are Tracker users associated with a particular account, for the purpose of working together on projects and sharing administrative capabilities. You do not need to add users to the account members list explicitly because it will populate automatically as you invite people to projects in the account. The Account Members page gives you more control and visibility into your account, however, which can be useful for larger companies, with many projects and people. Account members sharing administrative capabilities can have the following roles:
Owner: By default, this is the person who created the account. The account owner can view and change any project in the account, add/remove project members, change Project Settings, etc. The owner is also responsible for managing the account's paid subscription, and receives all billing-related emails, including payment receipts. An account can have only one owner.
Admin: These are additional people who can administer projects in the account, add/remove members, or change project settings. Admins have the right to change people's roles, meaning they can add additional admins, and they can also transfer the ownership of the account to any other admin. Admins should be trusted people within your organization.
Project Creator: Anyone designated as a Project Creator can create projects in the account, in addition to the account owner and admins.
Note: Account members are not automatically given Project Creator permission in the account. That can only be set, per person, on the Account Members page.
How do I allow someone to create projects in my account?
If you want any account members to be able to create projects in your account, please give them Project Creator permissions as follows:
- Click the Accounts option in the menu under your username at the top right of the Tracker page.
- Click Manage Account, then click Account Members.
- Click on the Actions link to the right of the appropriate name, check the Project Creator box in the pop-up that opens, and click Save.
How do I make someone an account administrator?
To give someone permission to administer your account:
- Click the Accounts option in the menu under your username at the top right of the Tracker page.
- Click Manage Account, then click Account Members.
- Click on the Actions link to the right of the appropriate name, choose Admin in the Account Role menu in the pop-up that opens, and click Save.
How do I transfer ownership of an account?
The owner of an account is a special "admin" who is responsible for managing the account's paid subscription, and receives all billing-related emails, including payment receipts. An account's owner (or any admin) can change the owner of the account via the Actions menu on the Account Members page. There can only be one owner, but an account can have multiple admins.
How can I add and remove people from my account?
Adding, removing, and changing account-level permissions for people can be done on an account's Members page.
Note: Though you can add people to projects in an account here, you can also add them via a project's Members page.
To add someone to the account:
- Click Accounts under your username at the top right of Tracker.
- Select Manage Account for the account you which to manage membership for.
- Click Account Members.
- Click Add Member, enter an email address, and select the desired account role. Then click Add.
Note: If you want a member to have project creation permission in your account, check the Project Creator box. The owner and account Admins have that permission without needing the box to be checked. Also, there can only be one Account owner.
- Optionally, click the Actions menu next to the newly added member’s name and click Add to Projects to add the person to all projects or individual projects in the account, after clicking Save. (They can also be added from within a project via Add/Remove Members under the Settings icon in the Sidebar.)
Note: You can add someone in accounting to the account as an admin so they can print receipts without adding them to projects. Then they will not count against plan collaborator limits.
To remove someone from the account:
- Click Accounts under your username at the top right of Tracker.
- Select Manage Accounts for the account you which to manage membership for.
- Click Account Members
- Click Actions to the right of the newly added member’s name and click Remove Member.
- Click Remove
Note: This will remove the person from the account and therefore from all projects in the account.
What happens when you remove people from an account?
When someone is removed from the account and therefore from all projects in the account, this will not change projects, stories, assignments, project and story history, etc. Their work will still be recorded in the projects that they have worked on. Also, their name will appear with <inactive> next to it in the stories they have worked on, but as they are no longer collaborators they will not count against the collaborator limit.
So, no problems are caused by removing a user from an account. However, you need to make sure that the person you are removing is not the sole owner of a project, before you can remove them. There has to be at least one owner per project. Likewise, if the person is the account owner, you have to make someone else the owner before they are removed from an account.
Can I move projects between accounts?
Yes, project owners can change the account that a given project is associated with. Go to Project Settings and click on the Change Account link next to the account name (toward the top of the page). You can move the project to any account in which you are the owner, an admin, or have permission to create projects. For more information, please see moving and consolidating projects under one account.
What if I need to limit who can be invited to projects in my account?
Normally, project owners can invite anyone to their projects. If you'd like to restrict project memberships to people explicitly listed on the account (e.g., employees of your company), you can choose the Restrict Project Members option on the Account Settings page. If enabled, only explicit account members can be added to projects. Explicit account members can be managed on the Account Members page.
What is a story?
A story is small, concrete deliverable for your project. Typically, on a software project, it's a concise description of some functionality, and is usually written from the perspective of the user. A good story is understood by everyone on your team—developers, product owners, and users—and describes something that can be verified and accepted by the project's customer. A simple example: "A user should be able to add a product to their shopping cart".
How do I add a story?
Click Add Story in a project’s sidebar, or use the keyboard shortcut "a" to start adding a new story to the Icebox.
You can also add new stories directly to the Backlog or to an Epic by clicking on the Add Story icon at the top right of their panel headers.
How do I add and remove owners in a story?
If you click Start on a story, you will automatically become its owner.
However, if more than one person is working on a story at the same time, up to three can be added. Just click + to the right of the Owners row in an expanded story. To remove someone, click their initials in the Owners row, then click Remove.
How do I save a story?
The only time you ever click Save is when you first add a story (or epic). After you’ve saved a story that one time, most changes are saved instantly as soon as the change is made.
The exceptions are the Description, Comments, and Tasks, where you need to click Done or Add (or close the story) for those changes to be saved. For example, when you start a story, it remains open so you can keep working and the rest of the team can see what you are working on.
There's an area right above the Description telling you when a story was last updated. Click on it to show when the story was requested (i.e., created) and click again to toggle it back.
How do I select stories?
You can select one or more stories by clicking the selection checkboxes to the right of the collapsed story titles.
If you'd like to select a range of stories, click the first checkbox that you want, then shift-click another checkbox farther down the list to select that story and all the stories in between.
Note: Range select with shift-click only works in a single panel at a time, but you can select multiple ranges of stories across the whole project.
Also, be sure to Deselect All when you are finished to avoid accidental actions on selected stories.
You can also find Select All and Deselect All options under the cog icon at the bottom right of most panels.
How do I clone stories?
You can make a copy of one or more stories with the clone button in the Bulk Actions that appear at the top left of the page after you have selected them.
You can also expand a story and clone it with the "Clone this story" button to the right of its ID number. Cloned stories go to the top of the Icebox, and include the original story's title, description, type, labels, and tasks.
How much detail should I capture in a story?
We like to think of stories as placeholders for ongoing conversations, and tend to keep stories short, typically as brief as one sentence. It's possible to capture a longer description in the description field, though, and converse about the story using story comments.
Can I break down a story into smaller tasks?
We recommend slicing your stories small, so that each describes a single, concrete deliverable or feature that adds incremental value. With small stories, there is rarely a need to break things down further, but sometimes developers like to keep a to-do list while working on a story. This is the purpose of the Tasks section in story details, under the description field. Hover over a task to edit it, delete it, or move it up and down. You can also check off a task when it's completed, but task status does not affect overall story status. If you do not wish to use tasks on your project, you can go to your Project Settings and uncheck the Enable Tasks option under General.
Note: We currently only support Unicode 5.0 (and below) characters and emoji.
Can I format text in my stories?
You can use Markdown syntax to format text in Tracker, including bold/italic items, numbered and bulleted lists, code blocks, headers, and images. You can also include a specific set of emoji. For details, please see Markdown help.
Why are my stories moving from the backlog to the current panel?
By default, Tracker combines your current iteration and the rest of your backlog in one panel. This is to give teams a single, unified view of all prioritized stories. However, if you have clicked the split Current/Backlog icon at the bottom of the Current/Backlog panel, your current iteration will display in its own panel.
Tracker automatically moves stories from the top of the backlog to the current iteration based on project velocity. For example, if your velocity is 6, Tracker will move 6 points' worth of stories to the current iteration, because that is what is projected to be completed. Even if they are separated, think of the Current panel as a view of the top of the backlog. Stories should be organized so that the most important are at the top of the Current panel, and flow back down through your backlog in priority order.
Note: The Initial Velocity setting in Project Settings (the default is 10) is only used if you do not have any Done iterations from which to calculate velocity (also if more iterations have gone by without stories being accepted than are set for Velocity Strategy in Project Settings). The Getting Started guide also contains helpful information.
Why won't my stories stay in Current?
Once your current iteration has stories with a total point value that fits within the current velocity, any estimated stories that exceed your project's velocity (and those that follow them) will remain in the backlog. They will move to the current iteration if you start them, but a story should only be started when work actually begins on it. You can always use release markers to help show items that are planned even if they don't “fit” in your Current panel.
Note: When you click Start, you become the owner of the story.
When do accepted stories move from Current to Done?
Accepted stories stay in the current iteration until the iteration is over, and a new one begins (usually the following week, depending on how long your iterations are). At that point, the current iteration moves to the Done panel, along with all stories accepted in the iteration.
Why can't I move done stories from Current to Done?
Accepted stories in the current iteration will move to the Done panel once the current iteration ends. For example, if you are using the Project Settings defaults (weekly iterations starting on Mondays), your current iteration will roll over next Monday morning.
Note: You can use the "Hide accepted stories" option at the top of the current iteration when you'd like to focus on the remaining stories to be done.
Can I move multiple stories?
You can drag and drop multiple stories in the same way as single stories, after selecting them. This will allow you to drag them together, or use some of the other actions that appear at the top left when stories are selected, such as Add/Remove Labels, Move to Another Project, Export to CSV, or Clone.
Note: Be sure to Deselect All when you are finished to avoid accidental actions on selected stories.
Why can't I move my started story further down the backlog?
It isn't possible to drag single or multiple stories that are started down among nonstarted stories in the Current panel, nor to the Backlog or Icebox. Because work in progress should always be at the top of Current, when you try to move them to those locations, Tracker keeps them where they are.
How can I quickly drag stories to the top or bottom of a panel, especially if the panel contains many stories?
While you are dragging a story, a panel will autoscroll when you get near the top or the bottom of a panel. However, when you are dragging within a panel containing many stories, it can be slow to wait for the entire panel to scroll by. You can use the Clone Panel option in the Panel Settings menu at the bottom right of the panel to make this easier.
To drag a panel with many stories:
- Clone the panel with the stories to be moved.
- Select the stories
in the first panel.
- Scroll the second panel to the top or bottom using the scrollbar (which is much quicker than scrolling while dragging).
- Drag the selected stories from the first panel to the second panel, either above the top story or just below the story at the bottom.
Note: If you are dragging multiple stories, be sure to Deselect All when you are finished to avoid accidental actions on selected stories.
What if more than one person edits a story concurrently?
Your Tracker browser session is never more than a few seconds out of date with the server. If two people make changes to the same story within that small window, Tracker picks one person’s changes and reverts the changes made by the other. The person losing this arbitration receives a notification that their changes have been rolled back.
How do I find a particular story?
Use the Search field at the top of the Project page to find stories. The simplest way is to search by some text in the story name or description, but more advanced searches are also possible. Searches are performed across all story text (e.g., title, description, comments, tasks, requestor, owner, attachment filename, and attachment description). You can click the Reveal button to highlight the story in context.
You can also click any label to run a search for all stories with that label. Clicking a person’s initials in a collapsed story will perform a “mywork” search for them.
How can I find all stories that I own but haven't yet started?
Developers often wish to see all the stories they own but haven't yet started. The My Work panel will show those (i.e., stories assigned to you that have not yet been started). It will also display the started stories that you own, and all stories in Delivered status (i.e., ready for Accept or Reject) for which you are the requester.
Note: The My Work panel in a multi-project workspace shows these stories across all projects in the Workspace.
How can I find all stories I've requested that are delivered and ready for me to verify?
Project managers often want to know what stories have been delivered and are ready for them to accept or reject. The My Work panel will show all stories in Delivered status (i.e., ready for Accept or Reject) for which you are the requester. It shows all stories that you own, including started stories and any stories assigned to you that have not yet been started.
Note: The My Work panel in a multi-project workspace shows these stories across all projects in the Workspace.
How can I copy a story's URL or ID to the clipboard?
Expand a story, and click on the chain link button () in the top left corner to copy the story's URL to the clipboard. The button will flash yellow to indicate that the URL has been copied.
You can also do this with the story ID; just click ID button to the left of the number.
Note: This copy-to-clipboard functionality uses Flash. If you are using Internet Explorer or Flash is disabled in your browser, you'll see a text field with the story URL instead. You can double-click on text in your browser to more conveniently select it for copying. If Flash is enabled but causes problems for you, you can disable the Flash-based copy-to-clipboard feature on your Profile page under Click to copy.
Is there a way to link one story or epic to another?
To embed a link to a story or epic in the description, task, or comment of another story or epic, you can either copy and paste the story/epic URL, or use the short #STORY_ID (or ##EPIC_ID for epics) format. You can copy a story's URL or ID to the clipboard with the corresponding button in the top left corner of the expanded view of a story or epic (see above).
After you save the story or post the comment with the story link, the link will appear with a blue or purple background (purple is for epics), indicating that you can hover over that link with the mouse to see a quick preview of that linked-to story or epic. This works for stories/epics in the current project, as well as with stories/epics in other projects.
Note: This on-hover preview will only show you details of stories and epics from those projects to which you have access.
Can I see a larger or full-page view of a story?
Stories can be toggled to full-page mode by clicking on the arrow button to the right of the story title, in an expanded story. Stories appear in this full-page mode automatically, when following a story URL (e.g., from an email). To shrink the story from the full-page view, and see it in context of the project, click the arrow button in the top right corner. The X button closes the story.
How can I use Story Densities to change the display for collapsed stories?
You can choose from multiple levels of story detail and density for your project or workspace. Click the Story Density Mode icon at the top of the Sidebar to try the different options.
Make stories easier to read by putting labels on a separate line with normal density, or increase the number of stories you can view at a time on your screen by putting labels inline.
Reduce the noise in Minimal mode, hiding Points, Activity, and the Story Expand icons.
Projector mode optimizes stories by offering increased font sizes.
Note: When in the Minimal and Projector modes, double-click on stories to expand them.
How do I find the history for a particular story?
With the story expanded, click the clock icon to the right of the story ID. The Story History panel will open with the history for that story. Mouse over items like "about an hour ago" to see the actual date and time something happened.
Note: If the story is over six months old, the complete history might not be displayed.
How will I know if stories I care about are being delivered, or have been rejected?
By default, Tracker emails the requester when the story is delivered. Tracker also emails the owner(s) when a story is rejected. In both cases, they will also receive an in-app notification. These notification options can be changed on your Notifications Settings page, and only apply to the notifications that you receive.
Additionally, once you are following all the stories you care about, you can Search on:
is:following (state:delivered or state:rejected)
Can I comment on a story via email?
Simply reply to a notification email from Tracker, and all of the text that you add in your reply (above the copy of the notification your emailer automatically includes) will be added to that story as a comment. For this to work, you must send the reply from the email address associated with your Tracker login.
How can I add Source Control Management (SCM) commit comments?
The Tracker API supports integration with post-commit hooks of Source Control Management (SCM) systems such as Subversion, Git/Github, etc. When a commit is made to the SCM, a trigger can call the Tracker API to add a story comment with the commit ID, author, and message. It can also optionally change story state.
For all the details, including commit syntax as well as instructions on how to enable SCM integration, please see the API Help page.
Can a story belong to more than one project?
No. Stories are unique to a particular project, and cannot be associated with stories in other projects. Similarly, labels and releases are all project specific.
Can I move a story from one project to another?
Yes. To move a story, or a group of stories, select them first. Then, select Move to Project... in the options that appear at the top left of Tracker, and choose the project to which you'd like the story or stories moved. You should see a message that the stories were moved, and there should a history entry for the move as well, both in the source and destination project. Moved stories retain comments, tasks, and attachments, as well as their own history of actions. It's also possible to move stories to a project via the API. Simply do a story update with the target project's ID in the story's element. More on that on the API Help page.
You can also drag and drop them between projects in a multi-project workspace.
Note: If the move fails, it might be because the story was created with an integration (see below), or it might be that you are trying to move a story with a point value that doesn’t exist in the destination project.
Can I move a story created by an integration to another project, e.g. Bugzilla, Zendesk, Jira or Get Satisfaction?
Because each integration is project specific, it is not possible to move stories that are linked to an external application from one project to another. However, you can create a story in the new project, where you can provide a link to the original story or external item. You can use CSV export/import for this if you remove integration specific columns before importing.
How can a search be refined?
Use the Search field at the top of the Project page to find stories. Searches are performed across all story text (e.g., title, description, comments, tasks, requestor, owner, attachment filename, and attachment description). You can click the Reveal button to highlight the story in context.
Searches can be refined with the following modifications:
Note: Tracker is not fully internationalized at present, so you may experience some inconsistencies when performing search queries using multibyte characters, such as Chinese or Japanese.
These can be used to search for an exact phrase. Use quotes for search terms containing spaces, dashes, underscores, parentheses, etc. "I find your lack of faith disturbing" "all_too_easy"
Commas can be used to search on multiple different values within the same search term, for the state, type, id and external_id search terms only. Do not include spaces before/after the commas. state:started,unstarted type:bug,chore id:1,2,3 external_id:100,109
Spaces ( )
Searches and search filters can be combined by separating the terms with a space. The results that match every parameter will be displayed.
state:started requester:DD label:"my stuff" keyword
Note: colons after search keywords should not have spaces between them and the search term, e.g. has:labels should not have a space between has: and labels.
All search criteria can be negated (for NOT searches) by putting a minus sign before the criteria, including words in stories. -state:accepted -owner:DV -label:"ignore me" -shopping
Regular expressions including wildcards (*, ?)
Search for similar words and phrases easily, such as the same word spelled 2 different ways, or that start with, end with or contain different possible characters. *12345 12345* *234* seriali?e label:needs_* name:admin*
Regular expressions need to be surrounded in forward slashes. To find serialize and serialise: /seriali.e/
Note: If search term is in double quotes, it is not treated as a regular expression.
Name, labels, type, state & estimates
Search for stories and epics by name or word(s) in a name. If your label contains a space or colon, it must be surrounded in quotes. name:"Exhaust ports are ray shielded" name:Exhaust name:Exhaust name:shielded
You can also click on a label name to automatically search this way. If your label contains a space or parentheses, it must be surrounded in quotes. label:"rebel scum" label:"(red squadron)"
To search for unlabeled stories. label: label:"" no:labels -has:labels
Constrain your search to: Feature, Bug, Chore or Release. type:Feature
The state can be: unscheduled, unstarted, started, finished, delivered, accepted, or rejected. state:unstarted
Note: if using Manual Planning mode and searching for unstarted stories, you must include an additional state of 'planned' to return all unstarted stories within the project state:unstarted,planned
Find stories by estimate. Use the point number value, or -1 for all unestimated stories. To find all estimated stories use -estimate:1. estimate:8 estimate:-1 -estimate:-1
People, Following, and My Work
Requester (requester: or requested_by:)
Search using the full name, initials, the username, user id or part of the user's name. requester:OWK
Owner (owner: or owned_by:)
Search using the full name, initials, the username, user id or part of the user's name. owner:"Obi Wan Kenobi"
Stories that have no owner can be searched for by multiple means. owned_by:"" -has:owner no:owner
Search for all stories and epics that you are following (but not stories another project member follows). You must include the colon. is:following
My Work (mywork:)
Show in-progress work for a given username (similar to the "My Work" panel, but for any user). mywork:Chewbacca You can also click a person's initials in a collapsed story to perform this search.
Has Attachment (has:attachment)
Returns all stories that have attachments. has:attachment
Stories that have no attachments can be searched for by multiple means. -has:attachment no:attachment
Created On (created: or created_on:)
Returns all stories that were created on the given date. created:11/16/2012
If your date format includes spaces you'll need to quote it. created_on:"Nov 16 2012"
Created Since (created_since: or created_after:)
Returns all stories that have been created since the given date. created_since:11/16/2012
If your date format includes spaces you'll need to quote it. created_since:"Nov 16 2012"
Created Before (created_before:)
Returns all stories that were created before the given date. created_before:11/16/2012
If your date format includes spaces you'll need to quote it. created_before:"Nov 16 2012"
Updated On (updated: or updated_on:)
Returns all stories that were updated on the given date. updated:11/16/2012
If your date format includes spaces you'll need to quote it. updated_on:"Nov 16 2012"
Updated Since (modified_since: or updated_since: or updated_after:)
Returns all stories that have been updated since the given date. updated_since:11/16/2012
If your date format includes spaces you'll need to quote it. updated_since:"Nov 16 2012"
Updated Before (updated_before:)
Returns all stories that were updated before the given date. updated_before:11/16/2012
If your date format includes spaces you'll need to quote it. updated_before:"Nov 16 2012"
Accepted On (accepted: or accepted_on:)
Returns all stories that were accepted on the given date. accepted:11/16/2012
If your date format includes spaces you'll need to quote it. accepted_on:"Nov 16 2012"
Accepted Since (accepted_since: or accepted_after:)
Returns all stories that have been accepted since the given date. accepted_since:11/16/2012
If your date format includes spaces you'll need to quote it. accepted_since:"Nov 16 2012"
Accepted Before (accepted_before:)
Returns all stories that were accepted before the given date. accepted_before:11/16/2012
If your date format includes spaces you'll need to quote it. accepted_before:"Nov 16 2012"
Created, Updated or Accepted Between (
Returns all stories that have been created updated or accepted between the given dates. created:11/16/2012..12/16/2012
Relative Dates (today, yesterday, yesterday..today, -2w, -2weeks, -1d, -1day, -2h, -2hours)
Returns all created, updated and accepted stories on or within the specified relative time periods, including the last day(s), week(s), or hour(s). created:today updated:-1w accepted:-2weeks..today
Note: Dates are interpreted in your time zone.
IDs and Integrations
Find a story with a particular ID (which can be found inside a story's details). id:42
Find all stories in a project that are linked to an external system via a specific integration type (i.e., Zendesk, Other, more to come in the future). A project's integrations can be found on the "Integrations" tab in Project Settings. integration:Zendesk integration:Other
External ID (external_id:)
Find an externally linked story (in a project with an External Integration) with a particular External ID (which can be found inside a story's details). external_id:42
Has External ID (has:external_id)
Find all externally linked stories (in a project with an External Integration). You can't currently pass a parameter or search for stories without an external link, so has_external_id:true and has_external_id:false don't work. You must include the colon. has:external_id
Include 'Done' Stories (includedone:)
Include 'Done' stories from prior iterations (which appear in the 'Done' panel) in search results. Default is false (do not show done stories). includedone:true
Using the AND operator
The AND operator will match anything that matches both of its search terms. In order to find any finished stories by Rob, use the following search. owner:Rob AND state:finished
Using the OR operator
The OR operator will match anything that matches on ore more of its search terms. To find something owned by Rob or Susan, use this search. owner:Rob OR owner:Susan
Negating Search Terms
Any search term can be negated by simply prefixing it with a dash. So to search for any story that is not labeled as 'production', use the following query: -label:production
Combining Boolean Terms
Any combination of search terms can be joined with AND and OR. Both of these terms have equal precedence, and group from left to right, so use parenthesis to group as necessary. To search for stories with either 'one' and 'three' or 'two' and 'three', use the following search ((one OR two) AND three)
Combining AND, OR, and -
You can use the negation operator (-) inside nested boolean searches as you normally would. To find a story with one or two, and not three, use the following query. ((one OR two) AND -three)
Is there a limit to the number of stories that appear in search results?
For performance reasons, search results are limited to the first 500 matching stories, so it's best to use the most specific search criteria possible.
How do I keep multiple search panels open?
Click on the pin icon at the bottom of the Search Results panel and that panel will remain open until you close it. A new Search panel will be opened the next time you search.
Can I save a search?
Yes. Click the Save Search icon at the bottom of the Search Results panel in a project, and enter a name for the saved search. Your saved searches appear in the Sidebar.
Saved searches cannot be edited, but you can delete them by clicking the (un)save search icon again at the bottom of the Search Results panel, so that it goes from blue to gray.
Note: It's not possible to save a search in a multi-project Workspace yet.
Velocity, Volatility, and Iterations
What is velocity?
Just like a speedometer that measures how fast you're hurtling through space, Tracker's velocity is a measurement of how fast your team completes stories. Instead of miles or kilometers per hour, Tracker expresses velocity as the number of points completed per iteration (normally a week).
Because Tracker stories are assigned point values instead of due dates, Tracker calculates velocity by averaging the number of points you've completed over the past few iterations. In Tracker, past predicts future.
What is volatility?
Volatility is a measure of how consistent your project's velocity is. While velocity shows you what will be done, based on the rate at which recent work has been completed, volatility shows how reliable that is. A low volatility tells you that estimates are accurate and that you can be confident about what will be done in each iteration.
Read more about how volatility can help your team, and how it is calculated in this blog post.
Where is volatility shown?
You can see information about your most recently visited projects on the Dashboard, including their current volatility. This is a percentage, computed using the number of recent iterations set by a project owner in each project’s settings for Velocity Strategy. Mousing over the volatility shows you which iterations were used to calculate volatility and velocity.
As well as the Dashboard, the Velocity chart in a project's Charts panel shows the running volatility over the project's visible history. That history is the number of completed iterations shown in the Done panel. The default "Number of Done Iterations to Show" can be updated in Project Settings by a project owner.
What are iterations?
Iterations are just fixed increments of time, one week long by default. Tracker keeps a count of how many points of stories your team gets accepted per each iteration, allowing it to calculate a running velocity (based on the average points per the most recent N iterations), and project the number of future iterations remaining in the rest of the backlog, based on prioritized stories and their estimates.
What is velocity good for?
Velocity allows Tracker to predict when work you've scheduled will be completed. Since stories in Tracker are given estimates in point values, Tracker can track your performance and give more accurate estimates than wishful due dates we all like to get stories done by.
What are points?
A point is a relative measure of complexity, and indirectly the effort to complete a feature story. At first, it can be based on something concrete, like ideal engineering days, but over time, as your team gets used to thinking in terms of points, they'll become natural and intuitive, and part of the team's daily language.
What point scales can I use?
When estimating a story, you choose a value from the project's point scale. Tracker supports three built-in point scales: Linear (i.e., 0/1/2/3), Powers of 2 (i.e., 0/1/2/4/8), and Fibonacci (i.e., 0/1/2/3/5/8), but you can also create your own custom point scale if your team is used to a specific one already.
To use your own set of point values for your project, go to your Project Settings, choose Custom in the point scale dropdown, and enter up to 12 numbers in ascending order, separated by commas. Points must be whole numbers in the range of 0 to 999. When using a custom point scale, the estimate values will appear as numbers instead of the bars that you see when using one of the default point scales. Unestimated stories will show the first five point values, which you can click to select. If your point scale has more values, you can choose one of them to estimate a story by clicking + on the right.
Note: It’s not possible to go back to a built-in point scale from a custom point scale. However, you can edit a custom point scale as you wish.
What is iteration team strength?
Iteration Team Strength allows you to tell Tracker about variations in your team from iteration to iteration. This helps you account for things like holidays, sickness, or other temporary team fluctuations.
For example, if half of your team leaves for a conference one iteration, you might set your the team strength of that iteration to 50%. Likewise, if your team works all weekend to prepare for launching your product, you would set the team strength to 140% (since they worked seven days instead of a normal five-day work week).
To change team strength for an iteration, click on the icon in the iteration header. You'll see a little dialog box come up with a field for entering a percentage. After you apply that percentage, it will appear in the header instead of the icon.
When an iteration has a custom team strength, the points in that iteration are converted into the number of points the team would have completed at 100% team strength. As a result, team strengths between 1-99% (inclusive) increases the number of points averaged for that iteration. Team strengths greater than 100% reduce the number of points in that iteration that contribute to velocity.
Note: Iterations with 0% team strength are excluded from velocity calculation.
Can the length of a single iteration be adjusted?
Tracker emphasizes splitting your work into consistent iterations, so your team can focus on delivering real value, every week instead of big future deadlines. That's why each iteration is always the same length.
But sometimes you're working on something that just can't be completed in a single iteration, or perhaps because it's not possible to release features independently. Or perhaps your project is on hiatus for the summer.
In both cases, you can change the length of an iteration to reflect the special circumstances. In the case where your project is on hiatus for the summer, you would change the iteration to last the entire summer and set its Team Strength to 0%. Tracker will ignore this iteration and leave your velocity untouched.
To change the length of an iteration, click on the start date in the iteration header, and enter the desired number of weeks in the pop-up window that appears. Iterations that have been adjusted will display with the start and end date in a different color (yellow). To revert the change, click on the iteration's date again and click Revert.
How exactly do team strength and iteration length affect velocity calculation?
Velocity is, to be precise, the sum of all "normalized" points completed over a given set of iterations (based on Project Settings), divided by the combined length of all those iterations, in weeks. "Normalized" points are the number of points the team would have completed in an iteration at 100% team strength (more on that above).
velocity_per_week(iteration_1, ..., iteration_N) = SUM(iteration_i.points / iteration.team_strength) / SUM(iteration.length_in_weeks)
Iterations with a team strength of 0 are excluded from both sums.
The formula above always returns velocity per week. The project velocity Tracker displays is always multiplied by the default iteration length, and rounded down to the nearest integer. For example, if your iterations are 2-weeks long by default, Tracker will multiply the per-week velocity by 2.
How is Initial Velocity used?
When starting a new project, there are no past iterations with which to calculate velocity. In these cases, Tracker uses an initial velocity that you can set in the Project Settings page.
Initial velocity will also be used if you haven't completed any work at all for the past three iterations (or however many iterations you've specified as the Velocity Strategy to average in Project Settings).
How can I change the velocity of my project?
You can experiment with overriding project velocity by clicking the velocity number in the Sidebar, but that's only visible to you, until you revert the override or close your browser. You cannot change the actual velocity, which Tracker calculates from previous iterations. Velocity is a reflection of how much your team can get done in a single iteration. Artificially inflating this number can lead to missed deadlines and stressed programmers. Your job is to estimate and prioritize your stories; let Tracker calculate what can be completed based on impartial measurements of effort and time.
How do I maintain project velocity when restarting a project that has been on hold, paused, or stalled for a number of iterations?
If several iterations pass in which little or no work is done on a project, and then you resume work, you will want to use your velocity from the last iterations in which you actually performed work. You can do this by combining iteration length and team strength override:
- Locate the iteration where the project was first "paused", and zero- or low-velocity iterations began.
- Change the length of this iteration to include all of your paused, zero- or low-velocity iterations.
- Set the team strength for this custom-length iteration to zero or the correct reduced strength for the period of time.
Now, the custom-length iteration with overridden team strength will only be counted as a single iteration in your running velocity calculation, and the last iterations in which you actually performed work will be included in the calculation.
Can I change how long iterations are, and when they start?
Your project settings determine how long your iterations are and when they start, with the defaults being one week and Mondays. You can change this (in the Project Settings page) to 1–3 weeks and any day of week.
How do I change the number of iterations included in the velocity calculation?
In Project Settings, you can change the Velocity Strategy to include the past 1, 2, 3, or 4 iterations. The default is 3 iterations.
What is the current iteration?
The current iteration is the iteration that your project is on right now (this week, for one week iterations). It contains all stories completed in the current iteration, as well as all started, finished, delivered, and rejected stories. If there is room for more stories (from the top of the Backlog) based on your project's velocity, those stories will automatically appear in the current iteration as well.
By default, Tracker combines your current iteration and the rest of your backlog in one panel. This is to give teams a single, unified view of all prioritized stories. However, if you have clicked the split Current/Backlog icon at the bottom of the Current/Backlog panel, your current iteration will display in its own panel.
Can we plan for more (or fewer) stories for the current iteration?
In general, we recommend letting Tracker plan your iterations automatically. There may be times, however, when it may be preferable to commit to more (or fewer) stories than what Tracker estimates will be completed (e.g., early in the project, before velocity stabilizes).
To plan the current iteration manually, turn off the Plan Current Iteration Automatically on the Project Settings page. In this mode, you'll have full control over stories in the current iteration; the only stories that will appear there are any in-progress stories, stories you've accepted since the start of the iteration, and stories you've explicitly moved there via drag and drop.
You can mouse over the Manual Planning icon at the top of the current iteration. This gives a reminder of the available modes, and quick access to Project Settings, where you can return to automatic planning and see where you are based on your velocity.
Note: Turning off automatic planning only affects the current iteration; you will still see future iterations in the Backlog, calculated based on the project's velocity.
Why can't I estimate bugs and chores?
By default, only features (which are planned stories that provide immediate, direct business value) can be estimated with points. In contrast to features, bugs and chores tend to emerge over time, and while they are a necessary part of your project, they can be thought of as a constant drag on business-valued output - an ongoing cost of doing business.
Tracker's automatic velocity calculation frees you from having to account for this cost, allowing you to focus your planning on business value, risk, and prioritization. By measuring velocity in terms of features only, Tracker can estimate how much real, business-valued work can be completed in future iteration, allowing you to predict when project milestones might be achieved, and allow you to experiment with how any change of scope might affect such milestones.
While discouraged, it is possible to enable estimation for bugs and chores in Project Settings. However, it is not possible to revert that setting once your project has any estimated bugs or chores.
Import & Export
How can I export stories/epics from my project?
You can export the entire project (including epics) or selected stories. Use the Export CSV option under Settings in the Sidebar to export the entire project (or the entire Backlog/Icebox). You can also select some stories and use the CSV option that appears at the top left after one or more stories are selected.
To export epics, use the Export CSV option under Settings in the Sidebar and select All Epics in the options. This will download epics to a comma-delimited text file.
To export just the stories for an epic, open the epic’s stories panel and click Select All under the cog icon at the bottom right of the panel. You can then use the CSV option that appears at the top left of the page.
Note: The first row in the exported CSV file contains column headers, which are required for the Import CSV.
Can stories and epics be imported from CSV?
Project owners can use the CSV file format to import stories and/or epics via the Export CSV option under Settings
Import can be used to update existing stories/epics, or create new ones, and both stories and epics can be imported from the same file. If a row in the import file contains a value in the ID column, Tracker will attempt to update fields of the existing story or epic with that ID (in the target project), otherwise it will create a new story or epic.
Note: It is not possible to update existing stories with new comments. Also, as every story has to have a Requester, when you create or update a story via CSV, if 'Requested By' is empty, the Requester will be set to the importer.
When importing epics, the Type field of the CSV import must contain the value 'epic' to indicate that the row is an epic. Importing this example will result in one new story, and an update to an existing one:
Id,Title,Labels,Type,Estimate,Current State,Created at,Accepted at,Deadline,Requested By,Owned By,Description,Comment,Comment 100, existing started story,"label one,label two",feature,1,started,"Nov 22, 2007",,,user1,user2,this will update story 100,, ,new story,label one,feature,-1,unscheduled,,,,user1,,this will create a new story in the icebox,comment1,comment2
This example would result in one new epic, and an update to an existing one:
Id,Title,Labels,Type,Description 100, existing epic,"label one,label two",epic,this will update epic 100 ,new epic,label one,epic,this will create a new epic in the icebox
The first row of the import file must contain column headers. For stories, the only column that is required is "Title", all other columns are optional. When importing epics, both the "Title" and "Type" columns are required.
Importing this example will create two new stories, and one new epic:
Title,Type,Description first new story,, this will be the description for one new story second new story,, and this will describe a second new story and one epic,epic,this will be the description for one new epic
Certain columns (in an exported CSV file) are ignored during import, including iteration number and start/end dates, as well as the URL. Also, possible values for Current State are Unscheduled (meaning the story is in the Icebox), Unstarted (i.e., in the Backlog), Planned (i.e., in Current for manually planned projects), Started, Finished, Delivered, Accepted, and Rejected. When importing stories and epics, possible values for Type include Feature, Release, Bug, Chore, and Epic.
When updating stories using the CSV Import, to change story estimate value to Unestimated, set the Estimate column value to "-1" in the CSV.
Can I edit or add new tasks to existing stories using CSV import?
Tracker currently only allows you to add tasks through CSV import when you're creating a new story.
Can I import stories/epics from one project into another?
Yes. Once you have the exported CSV file from a project, you can import it into any project you own. The topic above provides helpful tips. You can also clone stories and move them to another project.
What are labels for?
Labels are tags associated with stories. Use them to organize your Icebox and keep track of related stories (e.g., all the stories for a feature or a release). They can help make aspects of your workflow more visible and call out stories that are blocked or need discussion.
How do I add a label to a story?
In an expanded story, or when creating a new story, click into the Labels field and type the name of the desired label. If a label already exists that matches what you type, you'll see it appear in a list below the Labels field. Click it, or use the down key to select it, and hit Enter. The down-arrow icon at the end of the Labels field allows you to choose an existing label quickly with the mouse. You can also apply labels to multiple stories at once by selecting multiple stories, and by using the Add/Remove Labels option that appears at the top left of the Project page.
How do I use labels to find stories?
You can see all labels in the project in the Labels panel. Click Labels in the Sidebar to open it. Clicking on a label will show all stories with that label. You can also click on labels next to story titles.
Can I remove a label from a story?
To remove a label from a story, expand the story and click x to the right of the label that you'd like to remove. You can also select multiple stories and remove labels using the Add/Remove Labels option that appears at the top left of the Project page.
How can I rename or delete a label from a project?
Open the Labels panel by clicking Labels in the Sidebar. Hovering over a label in that panel reveals a cog icon that allows you to rename or delete that label.
Note: Purple labels belong to epics and only allow you to rename or show the stories for them. If you delete an epic from the Epics panel, its label will be deleted, but the stories in it will remain. You can also convert a label to an epic via the menu for it in the Labels panel.
Can I have a label belong to more than one project?
No. Labels are unique to each project. Similarly, stories, releases, and user roles are all project specific. If you have labels with the same name in two different projects, searching by that label will only return stories from the current project (unless you are in a multi-project workspace).
What is a release story?
A release is a special type of story that represents a milestone in the Backlog. Releases may be tied to production code pushes or they may simply represent a group of related features.
How do I organize stories for a release?
Organizing a release in Tracker starts with having a prioritized backlog of stories, grouping them with Epics and tracking their completion with Releases. Epics can be thought of as containers used to group features together into larger feature sets. Stories set to the Release type are markers that indicate a certain milestone in the backlog. You can optionally set a deadline in a release marker as well.
Release markers should always go at the end of a set of prioritized stories that make up a release, rather than at the beginning. As stories are completed, the release follows them through the workflow because as stories above the release marker are finished, the release marker will make its way up the Backlog and into the Current panel. You can drag stories above and below the release marker to indicate whether or not they will be included in the release. Once all of the stories above the release marker are completed, you can click Finish on the release story.
How do I create a release marker?
A release marker is just a story that has its Type set to Release. While release markers frequently represent the release of code to production, they can represent any milestone or deliverable that is meaningful for a team, such as an iteration or internal beta. They can optionally have a date assigned to them. If a release is tied to a date, the marker turns red once the date has passed.
How can I set a fixed date for a release?
When you create a release marker, you have the option of tying it to a specific date. When a release marker is given a release date, if it is in Current or Backlog, a black release-date marker line appears at the end of the iteration that the specified release date falls within. This helps make where you are in your release more visible. The release marker itself will continue to appear just below the last story included in the release. If a release marker is below the fixed date mark, it will turn red, indicating the release is in danger of being completed after the deadline you set. As long as the release marker is in the same iteration as the fixed date, it will continue to appear in blue.
How can my team plan and keep track of big features at a high level?
Epics allow your team to plan, discuss, and keep track of the progress of coarse-grained features or themes at a level higher than individual stories. Epics are similar to stories, but they live in their own panel, and can be arranged independent of stories in the Backlog, to make the project's big-picture priorities obvious to the whole team. You can also use epics for design collaboration of big features, and make it easy for developers to find assets (such as mock-ups) for a big feature that spans dozens of stories.
How do I link stories to an epic?
Epics are tied to stories via a special label, called the linked label. Apply this label to stories to make them part of the epic. Labels linked to epics are purple, instead of the usual green.
You can also drag a story (or stories) from the Icebox or Backlog to an epic's story list panel to move that story to that position and associate the story with the epic. To just link stories to an epic without moving them, drag and drop stories on to the epic itself, in the Epics panel.
What is the difference between epics and releases?
Epics represent large features or themes, and tie multiple stories together, allowing those stories to be interspersed with stories from other epics in the Backlog or Icebox. In contrast, releases represent specific milestones in the Backlog, in terms of scope, with optional target dates.
I'm already using labels to keep track of big features; can I convert these labels to epics?
Yes. Open the Labels panel (via the Sidebar in your project), mouseover the label you want to convert, and click the cog icon. Then click Convert to Epic in the drop-down menu.
How can I mark an epic as completed?
An epic automatically turns green to indicate that it's completed when all of its prioritized stories become
accepted. With all prioritized stories accepted, epics are considered completed even if they still have stories in
the Icebox, because on-ice stories tend to stay that way for a long time (or indefinitely). Completed epics with
accepted stories that are no longer in the current iteration (but are all in done, past iterations) get
automatically hidden from the Epics panel; click show
If I delete an epic, will all its stories go away?
Deleting an epic removes the epic itself, along with its description, comments, and file attachments, but it does not delete any stories or the label itself. The label just converts to a regular (green) label.
How do the epic progress bars get scaled?
The multi-colored progress bars that you see in the Epics panel are a relative visualization of epic size and progress, in terms of accepted/in-progress/prioritized/on-ice story states. The width of the bars are scaled relative to the largest epic in the project. The size of each bar is calculated based on the estimates of stories contained within each epic. Unestimated stories (including bugs and chores) are assumed to have a fractional point value (0.5).
How can I tell when an epic is projected to be completed?
Hover over an epic’s multi-color progress bar with the mouse to see a more detailed breakdown, including an estimated completion date. This date is the last day of the iteration that the epic's last prioritized story appears in, in the Backlog.
How do I access favorite epics from the Sidebar?
You can save an epic’s Stories panel to the Sidebar by clicking the heart icon at the bottom of the panel.
Then, after you’ve closed the panel, you can quickly reopen it from the Epics section of the Sidebar.
Click the heart again to remove it from the Sidebar, so that it goes from blue to gray.
Notifications and Following
When will Tracker send me email notifications?
By default, Tracker will send you an email notification for all projects you are a member or owner of, when the following things occur:
- a story you've requested is delivered for your acceptance
- a story you own (are working on) is accepted or rejected
- there is a new comment on a story or epic that you're following, or one you're explicitly mentioned in (more on that below)
- a story is assigned to you (i.e., someone makes you the owner of the story)
- comments are added to stories and epics you follow
You can change the default settings and also choose to receive email for the following reasons:
- when any new story or epic is created in your projects
- for all comments in your projects
- only for comments with explicit @mentions of you
- for comments excluding source commits
- for all story state changes
Note: You will not receive email notifications for actions you perform.
You can also mute general notifications from specified projects. You will only receive notifications from muted projects if you are mentioned, unless you have selected "No comments" for both in-app and email notifications.
To control which email notifications you receive, go to your Profile (in the menu under your username), then the Notifications Settings tab.
Replying to any email notification about a specific story or email will add that reply as a new comment.
When will Tracker show me in-app notifications?
By default, Tracker will show you exactly the same in-app notifications as email notifications (please see above). You also have the same choices for the changes you can make.
You can mark each notification as read, mark all as read, or reveal the related story by clicking on its title. If you are in the project a notification is from, it will expand. If you are not in the project a notification is from, it will open in a new tab in full-page view. You can also open your notifications into a panel that persists in your project so you have a real-time feed of notifications to easily respond to.
Note: You will not receive in-app notifications for actions you perform.
You can also mute general notifications from specified projects. You will only receive notifications from muted projects if you are mentioned, unless you have selected "No comments" for both in-app and email notifications.
To control which in-app notifications you receive, go to your Profile (in the menu under your username), then the Notifications Settings tab.
How can I follow specific stories or epics?
Stories and epics can be explicitly followed by checking the Follow This Story checkbox in the expanded view of a story or epic. You will receive email and in-app notifications for all comments posted to stories or epics that you follow, unless you've disabled such notifications on your Notifications Settings page (see above).
If you're the requester or owner of a story, you follow that story automatically. You also become a follower of a story or epic when you post a comment to it, or if someone mentions you in a comment (see next topic).
You can remove yourself as a follower, if you are not the story’s requester or owner, by unchecking the box to the right of the Follow This Story checkbox. You can also mouse over the number of followers to see who they are.
Note: You cannot remove anyone but yourself as a follower of a story.
Is it possible to bring someone specific into the story conversation?
To make sure that a specific project member or owner receives notification about your comment, or to simply add a person as a follower to a story or epic, you can mention them in a story comment by typing @, followed by the first few letters of their name or username.
Note: Project viewers cannot be @mentioned or follow stories, since they are read-only. You'll see a drop-down menu appear with matching members of the project. You can also click the add mention () button below the comment (it's the right-most button) to add a mention. Mentioning a person in a comment makes that person a follower of the story or epic, and results in email notifications for subsequent comments (per their notification settings).
Note: If you see the icon in the mention dropdown, it means that the person in the list has disabled their comment email notifications and will not receive an email for your comment.
How can I see who is already following a story or epic?
Simply hover over the "N followers" link in the expanded view of a story or epic. You'll see a pop-up with the names of everyone who is already following, and will therefore receive an email when new comments are posted to the story or epic.
If you’d like to search for all stories and epics that you are following, use
is:following in the
top right Search box.
What charts are available in Tracker?
The Release Burn Down chart shows progress through the release chosen in the drop-down. The graph shows the actual burn-down of points up to the current iteration along with the projected burn-down line assuming the current velocity is maintained. In addition, the necessary fixed burn-down rate is shown as a straight line starting with the beginning of the release and hitting zero points at the end of the release. If a release is behind schedule the target line will turn red. If a release is ahead of schedule the target line will be green.
The Current Iteration Burn-up chart shows progress through the current iteration. As stories are accepted their points are added to the line. The target line starts at zero at the beginning of the iteration and increases at a fixed rate to reach velocity at the end of the iteration. Falling below the line means the current iteration's velocity is currently lower than the running average velocity. Being above the line means the current iteration's velocity is currently higher than the running average velocity.
The Velocity chart shows the team's actual velocity in past iterations along with the running average velocity and the mean velocity for the life of the project. The “Number of Done Iterations to Show” in Project Settings controls the number of iterations along the X axis in the Velocity chart. A project owner can change this value.
The Story Type Breakdown chart shows the distribution of story types and points by iteration. The values can be overlapping or stacked. The “Number of Done Iterations to Show” in Project Settings controls the number of iterations along the X axis in the Story Type Breakdown chart. A project owner can change this value.
Click Charts in the Sidebar to see the Velocity, Current Iteration Burn-up, Story Type Breakdown and Release Burn Down charts.
How do I update a chart to include changes I've made?
Charts react in real time to changes in the project.
How do I access reports?
The Reports link in the menu under your username at the top right of Tracker will take you to the various reports available.
What is the Progress Report?
The Progress Report shows selected information about the stories in your projects. Select the proper date range and the project of interest. By default, All Projects is selected. The list will show the title of every story that changed state in the date range, along with the history and/or current state of the story, as selected.
The first column of checkboxes allows you to filter stories by Current State. The second column filters stories by Story Type. The third column lets you select whether to show the History of each story (i.e., every state change and edit in its life), the Current State of the story (in parentheses after the story name), both, or neither. If neither checkbox is selected, only the story titles will be displayed.
Note: Progress Reports only show stories and history from within the last six months, for the selected display options. In addition, they only show the first 1000 actions that occurred for the specified date range.
What are the Points Breakdown Reports?
These charts help you visualize the progress of your project as stories move through the different stages of completion. Stories start out as Unstarted, then move on to Started, Finished, Delivered, and then Accepted (unless they get Rejected). The different colored bars show the point totals of the stories that are in each state at the end of each day. As days pass, you would expect the number of Unstarted stories to go down, and the number of Accepted stories to go up. If any of the other groups are especially big, the chart may help you identify bottlenecks in your workflow.
This breakdown is available for both the current iteration and the previous one. You can also use it to visualize the development of your entire project for the last 15, 30, or 60 days. Stories in the Icebox, and stories that were already done at the beginning of the period, are excluded from the totals.
Is there a way to keep track of how much time I spend on projects?
Tracker does have basic timekeeping functionality that allows you to record how many hours you've spent on a given project, per day, for record keeping or invoicing your clients. You'll need to enable this functionality for your Account on the Account Settings page. To get there, click Accounts, under your username at the top right of Tracker. Then click Manage Account, followed by Settings. After checking the Time Tracking option, click Save Changes to enable basic timekeeping for the account.
I've enabled time for my account(s); now what?
You should see a Time link in the menu under your username at the top right of Tracker. Clicking that will take you to a Time Tracker page, where you can enter time shifts for your projects as well as run and export time shift reports.
You can enter shifts via the New Shift link. The section above it allows you to specify criteria for a report of entered shifts; the Submit button just displays the shifts that match the criteria.
Can other people on my account enter time as well?
You can add additional "time enterers" via the Actions menu next to each of their names, on the Account Members page. To get there, click Accounts under your username at the top right of Tracker. Then click Manage Account, followed by Account Members.
Time enterers are those who can enter time on the account. Timekeepers are those who can administer time on the account and view all time data associated with projects on the given account. Time enterers on the account will be able to enter time against any project in this account.
Will Tracker keep track of how much time I spend on stories or projects?
No. Timekeeping is manual; Tracker only keeps track of your velocity at the level of a project. At Pivotal Labs, we normally take a few minutes at the end of each day to record how many hours we spent on each client project, for invoicing purposes.
Can I add file attachments to stories?
Attachments can be added to stories and epics in any project.
Open a story, use the Attach File button
Note: In all supported browsers except Internet Explorer, you can also drag files onto a story to attach them. Make sure you see the “Drop files here” message before releasing the mouse button to drop to avoid accidentally navigating away from a story with unsaved changes.
Files are stored on Amazon's Simple Storage Service (S3). You can upload any number of files, but the size of each file must be 50 MB or less.
Where are the files actually stored?
How reliable is that, and do you back up files that are attached to stories in Tracker?
We rely on Amazon's S3 service for file attachments, and do not back them up ourselves. More information about the reliability of the S3 service can be found in Amazon's S3 FAQ, and their Service Level Agreement (SLA) can be found here. We recommend maintaining your own copies of files that you upload to Pivotal Tracker stories.
Do you have a Tracker app for my iPhone and iPad?
Yes! The Pivotal Tracker iOS app can be be installed on an iPhone or iPad running iOS 7 or later.
How do I sign in to the iOS app?
You need to use your Tracker password to sign in via the iOS app. If you've only ever signed in via Google, you'll need to set a password on your Tracker login.
To do so, please sign in to Tracker in a web browser and click Profile in the menu under your username, at the top right of the Tracker page. The Profile page will allow you to set a Tracker password (which can be different from your Google password). Your username is also on the Profile page.
How do I use the iOS app?
Here are a few highlights to get you started in the iOS app:
After signing in, you can select a project and view its stories. Use the
From the Backlog, Icebox, or an epic’s stories panel, you can add stories to the project. Just fill in the name and the story type. After a story is created, you can add tasks, comments, or attachments.
To create a comment, go to the end of the comments section and tap the Add Comment button. To upload images from your phone, tap the camera button and an image chooser will appear.
You can also take screenshots and annotate them prior to upload. Drop an annotation pin on the image about to be uploaded and add a comment.
Check out the video for more.
Does Tracker have an API?
Yes. Tracker has a comprehensive RESTful HTTP API that allows developers to extend Tracker's functionality and integrate with other tools that your team might be using. For documentation and examples, see API Help.
Where can I find my API Token?
Your token API allows you to authenticate against the API, and/or third-party tools that access your Tracker projects via the API. You can find your token at the bottom of your Profile page, in the menu under your username, at the top right of Tracker. If you don't have a token yet, click Create New Token.
How do I remove or replace an existing token?
To invalidate an existing token, click Remove Token on your Profile page. You can also replace your existing token by clicking Create New Token. Any application using a token that's been removed or replaced will no longer have access to your Tracker data.
Note: Changing your password replaces your API token automatically.
How do I use my API token securely?
If you suspect that your API token has been compromised, remove or replace it on your Profile page (see above).
Can I disable API access to my project?
API access to projects is enabled by default. A project owner can disable API access to the project in Project Settings. Disabling API access for a project will make it accessible via the Tracker web application only. You will not be able to access this project via mobile apps.
How can I integrate Tracker with other applications?
Tracker allows you to prioritize and collaborate on stories that were imported from and linked to resources in other applications (e.g., bug-tracking tools, customer support ticket systems, etc.).
Integrations can be enabled and managed in Project Settings on the Integrations tab. If you're in your project, you can choose Configure Integrations after clicking the Settings icon toward the top right of the Sidebar.
See the Integrations Help page for details.
Signing in to Tracker with your Google account
How do I associate my Google account with my Tracker login?
From the Sign In page, you can sign in to Tracker with Google. This will take you to Google where you can sign in with your normal Google account credentials.
The first time you use this Google identity to access Tracker, you will be prompted to choose whether you'd like to associate the Google identity with an existing or new Tracker user.
Note: If you're seeing a duplicate OpenID email warning, or "email taken" errors please see the topic below for help.
If you’d like to switch or reassociate the Google identity for your existing Tracker login, please follow these steps:
- Sign out of Google and Tracker.
- Go to the Tracker Sign In page, and click Sign in with Google.
- If you don't have a Tracker password, go to your Tracker Profile page, enter a new password, and click Save.
- Scroll down and click Remove in the Google Profile header.
- Sign out of Tracker.
- Go back to the Tracker Sign In page, and click Sign in with Google again.
- After signing in via Google, enter your Tracker username or email, and the password chosen above, in the Existing Tracker User section on the left side of the displayed form. Your Tracker login will now be associated with your Google identity, and from now on you can just click Sign in with Google to sign in to Tracker.
Note: The "remember me" checkbox on the Tracker Sign in page, only applies to your Tracker login and password. Google's equivalent is the "Stay signed in" option on their sign in page.
Why am I getting "duplicate email" or "email taken errors" when trying to sign in via Google?
If you're seeing a duplicate OpenID email warning, it may be because you have signed in to Tracker with a different email address than your OpenID email. In that case, please use that email address and your Tracker password under Existing Tracker User, to link to your OpenID email address correctly.
If you see a message about your email being in use, it means that Tracker already has a login for you. If you don’t remember your Tracker password, you can use the Forgot Password link on the Tracker Sign In page. If you’ve really never used Tracker before, you won’t receive a password reset email and you have probably been "invited" to a Tracker account or project already by a coworker. If so, you should have received an invitation email that contains an activation link (if you can’t find it, please check your spam folder). You must activate your login by following the link in the invitation email. You can then associate your login with your Google Apps domain identity during the activation process.
How do I add Google Drive files to a story?
You don’t even need to sign in with Google to add Drive files to your stories. Clicking the Drive icon in an expanded story will either use the Google identity you are currently signed in with or prompt you to sign in to Google.
Then if you haven’t already granted permission, you’ll be asked to allow Tracker to show you (and only you) a list of your recent Drive files.
Note: Even after they are added, no-one can open any of your Google files, unless you’ve shared those files with them in Drive.
If you are signed in with more than one Google identity you might not see the Drive items you’re expecting. Google controls what’s displayed when you click the Drive icon, so please check which Google account you give (or gave) permission for.
For those of you who do wish to sign in with Google, but not add Drive documents to stories, you might like to make sure access permissions are set correctly for that.
Just sign out of Tracker then go to your Google account’s Security page to remove permissions for Tracker there. Then, when you sign in to Tracker again with Google, you will only be asked to allow Tracker to view your email address and basic profile info.
How can I merge two logins?
Send an email from both email addresses to firstname.lastname@example.org so that we can verify that you own both user accounts. Be sure to specify the email to be removed along with the email you want to keep.
Which browsers can I use?
Pivotal Tracker supports recent versions of Chrome, Firefox and Safari, as well as Internet Explorer 10 and 11. Please disable any compatibility mode settings in Internet Explorer, as these are known to cause problems with Tracker.
How do I refresh my view?
You don't need to explicitly refresh anything. Tracker automatically updates itself with changes made by other users. The browser client polls every few seconds for changes and updates the view immediately.
Are there keyboard shortcuts?
Yes, for some of the more common actions, including showing/hiding panels, adding stories, and searching. On the project page, type "?" to see help on keyboard shortcuts.
You can also click Keyboard Shortcuts under Help & Updates toward the top right of Tracker.
How do I help ensure that Tracker email notifications are delivered to my inbox?
Tracker sends emails from "email@example.com" and "firstname.lastname@example.org". Add these addresses as allowed contacts, or indicate that these senders are not spam.
I signed up or was invited to a project, why didn't I get an email?
If emails from us aren't in your spam folder, it is possible we received bounce-backs from your email system. This could be due to a typo in the email address or a problem with your email account.
As well as checking with your email administrator it can help to add "email@example.com" and "firstname.lastname@example.org" as allowable senders and/or contacts to help with receiving emails in the future from Tracker.
Also, if you contact Support, we can resend your invitation.
Why can't I sign in to Tracker or reset my password?
If multiple attempts to sign in fail, for security, we automatically suspended the login. Please contact Support so we can re-enable the login for you.
Note: Someone's login being suspended also temporarily removes them from the account and project member lists. If someone tries to re-add them to the account or project they will see a message saying the user ID is already taken.
Can I subscribe to Tracker activity using my RSS/blog reader?
Yes. You can subscribe to the activity in a particular project, or to your combined activity feed using any blog reader that supports Atom, via the Projects page (found by clicking the right side of the Pivotal Tracker logo or project name at the top left of Tracker, then clicking Show All Projects).
If you don’t see any RSS subscribe icons, it’s because they only appear if the Enable RSS/Atom option is selected in Project Settings.
Can I follow my projects on Twitter?
You can set up a Twitter account for your project, and configure Tracker to send tweets to that Twitter account, on the Integrations tab. If you're in your project, you can choose Configure Integrations after clicking the Settings icon toward the top right of the Sidebar.
Note: Tweets are public (and searchable), so if your project is confidential, enable the Protect My Updates option in your project's Twitter account settings.
We use Campfire for team chat. Can we see what's going on in our Tracker project there as well?
Yes. You can enable Campfire integration with your project, and see project activity in your Campfire room. See the Integrations help page for details.
How does Tracker work with time zones?
Tracker defaults your time zone based on your browser or operating system setting, but this can be changed on your Profile page. All dates and times that you see in Tracker will be adjusted based on your time zone. Projects also have time zones that default to the time zone of the user who created it, but these can also be changed in Project Settings. The project's time zone controls when iteration boundaries occur. If a project's iterations start on Mondays, and its time zone is PST, new iterations will start on Mondays at midnight PST. Everyone in the world will see the new iteration at that same time, even though they may be in different time zones. Someone in New York, for example, won't see the new (current) iteration until 3:00 am their time.
Can I use emojis in Tracker?
Emojis can be added to the Description and Comments in stories only. We are currently using the Emoji for PHP library to render them.
Notes: For emojis that have more than one word in them, you need to replace spaces with underscores e.g. :thumbs_up_sign:
We currently only support Unicode 5.0 (and below) characters and emoji.