Skip to main content
A project can run through phases, such as initiation, concept and realisation. A phase can end with a gate: a set of exit criteria that a person reviews before the next phase starts. Recording the gate decision is how Collabase handles approvals in projects. Every decision is kept with its rationale and the figures it was taken on, and cannot be changed afterwards. Who can do this: shaping phases and gates needs the permission to edit project settings. Deciding a gate needs the permission Decide phase gate in the Space’s Permission Scheme. The two are independent, so the person who plans the phases does not have to be the person who approves them.

​
Switch on phases

1

Turn on the feature

In the project, open Settings → Project features and switch on Phases and gates. A Phases tab appears, and phases show as bands on the Timeline.
2

Add phases

On the Phases tab, enter a Phase name with Start and End, and click Create. Or click Import phase model to copy phases, gates and milestones from a project template. They are added after any phases you already have.
Projects created from a project template with a Phase model start with its phases already in place, for example the HERMES templates (see HERMES in Collabase). Milestones mark fixed dates inside the plan. Open them from Milestones in the Timeline toolbar, then mark each one Mark as reached when it is met. Each phase shows how many of its milestones are still open.

​
Set up a gate

1

Add the gate

On the phase, click Add gate and give the Gate a name.
2

Write the exit criteria

Under Exit criteria, write one criterion per line, for example “Test report signed off”. They are read by a person, never checked by the system.
How a phase closes depends on whether it has a gate:

​
Decide a gate

The gate can be decided while its phase is active. The flow shows what each decision does.
1

Open the decision

On the phase, click Decide. The dialog Gate decision shows the criteria.
2

Record what you decided

Choose the Decision: Approved, Approved with conditions or Rejected. Write the Rationale, and the Conditions if you approve with conditions.
3

Save

Click Record decision. Collabase sends a notification and an email about the decision.
A decision cannot be edited or removed. Changing your mind means recording a further decision.
Click History on a phase to see every decision made at its gate, with who decided, when and why. Each entry keeps the figures at that moment: milestones reached, cost and forecast, and open and critical risks. When a gate releases its phase, the next phase starts by itself, and the project status on Settings → General follows the phases. You do not set it by hand.

​
Other approvals

Project settings

Switch on phases and gates.

Permissions

Who may decide a gate.

Status reports

Monthly reports that show the current phase.

HERMES phases

The HERMES lifecycle.
Last modified on October 13, 2026