> For the complete documentation index, see [llms.txt](https://portavi.gitbook.io/portavi-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://portavi.gitbook.io/portavi-docs/troubleshooting/faq.md).

# Frequently asked questions

## Setup

**Do I have to connect a tool?** No, but Portavi's value is that it updates itself. Without an integration you would be maintaining status by hand, which is the problem it exists to solve.

**Can one integration serve several projects?** Yes. Connect a tool once at workspace level; each project then points at its own board, project or list inside it.

**Can a project sync from two tools at once?** One PM tool per project. It can also be mapped to chat channels for signals, which is a separate mechanism.

**Does Portavi change anything in my PM tool?** No. Portavi only reads. Nothing it does, including what-if capacity scenarios, writes back.

## Structure

**Do I need portfolios and programmes?** Only if they reflect how you work. Many teams use projects alone. Adding tiers you do not need only adds navigation.

**Can a project be in two programmes?** No. A project reaches the hierarchy by exactly one route.

**Can I change a project's type after creating it?** No. The type is locked. It determines how synced data is interpreted, so it cannot safely change underneath existing data. You would need a new project.

**What happens to projects if I archive their portfolio?** They stay active and become top-level on the Overview dashboard. Archiving does not cascade. If you restore the portfolio, they return to it.

## Health and flags

**Who sets a project's health?** Nobody. It is recalculated on every sync from your configured thresholds.

**Why is my programme "at risk" when a project inside it is "delayed"?** Deliberate. A delayed project drags its programme to at risk; "delayed" at programme level is reserved for a programme that has missed its own end date.

**A task is labelled `blocked-by-vendor`. Why is it not flagged?** Label matching is exact. `blocked` matches; `blocked-by-vendor` does not.

**Does a Slack message affect project health?** No. Chat signals are informational and appear in the Activity feed. Only task data affects health.

## Budgets

**Why can I not see a total across all budgets?** Because some are fixed totals and others monthly rates. Adding them would produce a confident-looking wrong number, so Portavi shows a breakdown instead.

**Why is my portfolio's budget monthly rather than a total?** Portfolios have no end date, so there is no span to total across.

**Does contingency reserve affect my CPI?** No. Contingency sits inside the cost baseline, which is what earned value measures against. Folding it in would move every CPI, EAC and VAC figure.

## Access

**Why can I not edit a project I can see?** Editing requires being the project's owner, or a PMO manager. Viewing is broader than editing.

**Can I have different roles in different workspaces?** Yes. Roles are per-workspace; you might be a PMO manager in one and an executive in another.

**Do executives use a seat?** No. Executive View is free and never consumes a seat.

## AI

**Does AI read our chat messages?** No. Message text is never stored and nothing in Portavi's AI can reach it; see [communication tools](/portavi-docs/connecting-your-tools/communication-tools.md).

**Can AI change anything in Jira, Asana, Monday or ClickUp?** No. Portavi is read-only against every connected tool, and AI does not change that.

**Is AI on every plan?** No. Growth and above. See [AI in Portavi](/portavi-docs/ai/ai-in-portavi.md).

## When the workspace is read-only

**When does a workspace become read-only?** When a trial ends or a payment fails. A member can also be read-only on their own when the plan has fewer seats than people, for example after a downgrade. See [plans and billing](/portavi-docs/settings/plans-and-billing.md#when-a-trial-expires-or-a-payment-fails).

**Is anything deleted?** No. Everything comes back exactly as it was the moment billing is resolved or a seat frees up. Executives keep their access throughout.

**What can I still see?** The figures stay; the things you would do with them do not. Most views blur rather than disappear, and a button that would change something shows a lock, which takes a PMO manager to billing. [What read-only looks like](/portavi-docs/settings/plans-and-billing.md#what-read-only-actually-looks-like) goes view by view.

**What happens to Capacity?** **Team members** keeps its first few rows and blurs the rest. **Workload** and **What-if scenarios** are locked: a scenario cannot be created, renamed or deleted until the workspace is active again.

**What happens to Stakeholders?** The analysis, the power–interest grid, the engagement matrix and RACI are blurred, and nobody can be added, opened or changed. **Add stakeholder**, **Add row** and the RACI draft buttons show a lock. The **Team** view is unaffected.

## Data

**Where is my data stored?** In Portavi's database, separated per workspace. Each workspace's data is isolated from every other.

**Does Portavi store our chat messages?** No. Messages are read in memory to check for keywords; only the signal type, sender, timestamp and a link back are kept. The text never enters the database.

**What happens to my data if I cancel?** It stays and the workspace becomes read-only. To remove it entirely, delete the workspace.

**Can I export my data?** Every report can be exported through your browser's print dialogue, including as PDF.