USE CASE: Playbook Plans are typically created by Information Managers, as they oversee and coordinate Deliverables while maintaining information flow across the Project.
Creating a New Playbook Plan
From the Playbook Dashboard, click +Create New Plan (top-right).
Click New Plan in the Create Plan pop-up.
In the Create New Plan window, fill in the required fields.
Required fields are marked with an asterisk (*).
For definitions of the fields, refer to Plan Creation Fields.
Click Save (bottom-right).
An empty Playbook Matrix will appear.
Understanding and Configuring the Playbook Matrix
The Matrix is structured using header tiles (column and row), which define the foundation of the Plan.
The Playbook Matrix is built around four core components:
Column header tiles
Row header tiles
Packages
Subpackages
Column Header Tiles (Top Row)
The column header tiles represent the high-level Project Stages, such as:
Pre-Design
Schematic Design
Design Development
Each column header tile also displays two blank dates in DD-MMM-YYYY format. These dates represent the start and due dates for that specific Stage within the Playbook Matrix.
Row Header Tiles (Left Column)
The row header tiles represent the work breakdown structure within a Project, such as:
Buildings
Built Assets
Disciplines
These row header tiles separate responsibility for delivering work at each Stage throughout the Plan. They help break the Plan down by ownership, making accountability clear across the Matrix.
Adding Column Header and Row Header Names
From the Playbook Matrix, click the Edit
icon next to the column or row header tile.
Enter the required column or row name.
Press Enter or click anywhere outside the text box to apply the change.
Packages
Packages represent work items that sit at the intersection of:
A column header tile (a Project Stage).
A row header tile (a work breakdown structure i.e. a responsibility area).
Each Package sits inside a Matrix Card (the square tiles in the centre of the Matrix) and reflects both where the work belongs in the Project timeline and who is responsible for completing it.
Packages can also contain Tasks, groups of Deliverables, required for completion.
However, Tasks are only available when the Package does not contain Subpackages.
If Subpackages are present, the work is expected to be delivered within those Subpackages, so Tasks cannot be added to the Package.
Packages can be assigned to any stakeholder, whether they are internal team members from your organisation or external consultants or subcontractors.
Subpackages
After the first Package is created, the option to add Subpackages becomes available.
Subpackages allow work to be broken down further within a Package. Up to two levels of Subpackages can be added inside any Package.
Subpackages are used when:
Work inside the Package needs to be delegated further.
Different individuals are responsible for different parts of the same Package.
Subpackages can also contain Tasks, but only if the Subpackage does not contain another Subpackage beneath it.
If a Subpackage includes another Subpackage, it becomes a parent container and Tasks cannot be added at that level.
Subpackages can be assigned to any stakeholder whether they are internal team members from your organisation or external consultants or subcontractors.
Configuring the Core Components of Your Playbook
To create a fully functioning Playbook, four main components must be configured:
Column Headers
Row Headers
Packages
Subpackages
Each component plays a specific role in how a Plan is structured and delivered. The configuration steps that follow are organised in this exact order to ensure the Playbook Plan is built logically.
Working through each part sequentially will help users establish a clear Project timeline and structure Deliverables effectively.
NOTE: Each component builds on the previous one, so follow the sequence below to ensure the Playbook Plan is structured correctly.
How Do I Configure My Column Headers?
In the first column header tile, click the three-dot menu.
Select Edit Column Details.
For additional information on all options available in the three-dot menu, refer to Column Header Actions.
Enter the following details:
Column Name (required)
Description (optional)
Start Date (optional)
Due Date (optional)
Click Save (bottom-right).
Repeat this process for each column header tile.
How Do I Configure My Row Headers?
In the first row header tile, click the three-dot menu.
Select Edit Row Details.
For additional information on all options available in the three-dot menu, refer to Row Header Actions.
Enter the following details:
Row Name (required)
Description (optional)
Click Save (bottom-right).
Repeat this process for each row header tile.
How Do I Create a Package?
NOTE: Packages cannot be added until the column and row headers have been configured.
Once the column and row headers are defined, the Matrix Cards will become active, enabling the addition of Packages.
In the first available empty Matrix Card beneath the header tiles, click Add Package.
Enter the following details:
Package Title (required)
Description (optional)
Start Date (optional)
Due Date (optional)
Package Owner (required)
NOTE: The Package Owner is the person responsible for delivering the Package. They are accountable for ensuring the Package is completed and that all Tasks within it are fulfilled.
USE CASE: Package Owner's are usually Project Managers, Commercial Managers or Design/Engineer Leads.
Click Save (bottom-right).
How Do I Create a Subpackage?
In the Package card, click Add Subpackage.
Enter the required details in the pop-up:
Subpackage Title (required)
Description (optional)
Start Date (optional)
Due Date (optional)
Subpackage Owner (required)
NOTE: The Subpackage Owner is the person responsible for delivering the Subpackage. They ensure the work is completed and all associated Tasks are fulfilled.
Click Save (bottom-right).
NOTE: A Matrix Card can contain either Subpackages or Tasks— not both. If the work is delegated into Subpackages, the system assumes the entire delivery breakdown is handled through those Subpackages.
Configuration References
Plan Creation Fields
Field | Description |
Project | Select the Project where the Plan will be created. Only Playbook-enabled Projects can be selected.
Playbook operates on a Project-level basis, so activation must be requested from Support (support@asite.com) for each Project. |
Project Plan Title | The Playbook Plan title. |
Plan Code | A user-defined, 6 alphanumeric code that uniquely identifies the Playbook Plan.
This code must be unique across all Playbook Plans within your organisation. |
Project Start Date | The date when the Plan is scheduled to begin. |
Project Estimated Due Date | An optional field used to indicate a provisional project end date. This can be updated later if the timeline changes. |
Playbook Admin | Has full administrative control over the Playbook Plan.
The Playbook Admin is able to:
|
Playbook Manager | The Playbook Manager is able to:
|
Row(s) Required | Specify the number of rows to create in the Playbook Plan. Rows represent workstreams or responsibility areas. |
Column(s) Required | Specify the number of columns to create in the Playbook Plan. Columns represent Plan Stages. |
Column Header Actions
Action | Description |
Edit Column Details | Edit the column title and update associated details including description and dates. |
Customise Colour | Update the column colour for visual identification. |
Insert Column Before | Insert a new, empty column immediately before the selected column. |
Insert Column After | Insert a new, empty column immediately after the selected column. |
Copy Column | Copy the selected column and its contents so it can be pasted elsewhere in the Playbook Plan. |
Delete Column | Permanently delete the selected column and all its contents. |
NOTE: Deleting a column removes all associated packages, subpackages, and tasks. This action cannot be undone.
Row Header Actions
Action | Description |
Edit Row Details | Edit the row title and update associated details including description and dates. |
Duplicate Row | Create a duplicate of the selected row. This includes all packages, subpackages, and tasks (including guidance and acceptance criteria) across all columns.
The duplicated row is added after the last existing row. |
Insert Row Above | Inserts a new, empty row above the selected row. |
Insert Row Below | Inserts a new, empty row below the selected row. |
Customise Colour | Updates the colour of the selected row header tile to help visually differentiate workstreams within the matrix. |
Delete Row | Permanently delete the selected row and all its contents. |
NOTE: Deleting a row removes all associated packages, subpackages, and tasks. This action cannot be undone.