Data limits and best practices

Hard Limits

These boundaries are strictly enforced by the system, you'll need to work within them.

Projects and tasks:

• Projects → 20 on Team edition, 100 on Business, unlimited on Enterprise (details).

• Project version history → 90 days on Business, unlimited on Enterprise.

• Subtask/WBS levels → Up to 20 levels deep, we recommend staying under 10.

• Task duration → 5 years maximum, you'll get a warning if you go over 1 year.

• Task recurrence → 5 annual, 60 monthly, 250 weekly, 500 daily (per task).

• Task statuses (workflow steps) → 20 per project.

Users and file uploads:

• Users → Up to 10 users on Team edition, otherwise unlimited.

• Guests → Unlimited free guest users on all editions (details).

• Avatar image → 2MB image (JPEG, GIF or PNG).

• Upload size → 200MB per file.

Imports and automation:

• Import file formats

  • Whole project → MS Project (XML or MPP)
  • Task list → CSV, Excel (XLS or XLSX)
  • Timesheet → CSV, Excel (XLS or XLSX)
  • User invite → CSV

• Automation rules → 5 rules on Business edition, 20 on Enterprise (per project).

• AI insights → 50 on Business edition, 200 on Enterprise (per month).

Fields and text:

• Project

  • Name → 255 characters (roughly 40 words)

  • Short name → 7 characters

  • Description → 4,000 characters (roughly 600 words)

  • Status update → 2,500 characters (roughly 400 words)
• Task

  • Name → 255 characters (roughly 40 words)

  • Description → 10,000 characters (roughly 1,500 words)

  • Comments → 10,000 characters (roughly 1,500 words)

  • Tag name → 30 characters

• User
  • First name → 100 characters
  • Last name → 100 characters
  • Email → 128 characters
  • Most other fields → 255 characters

Best Practices

This section covers soft-limits and best practices to keep your projects manageable.

• Tasks per project → There's no hard limit here, customers often have thousands of tasks in a project without issue, depending on complexity of links and hierarchy. Generally once you get close to 1,000 tasks it's a good time to split into multiple projects, for your own sanity as much as software performance! You can create inter-project dependencies for multi-project workflows.
• Storage → 5GB on Team edition, 25GB on Business, unlimited on Enterprise. These limits are subject to fair use, they are not enforced automatically in the software but we may review accounts where usage significantly exceeds the allowance.
• File scan failures → We have automated file security scanning in place, it's possible that something you upload is blocked due to this process, you will be alerted if this occurs so you can try again or use a different file.
• Password → 8 characters minimum (16+ recommended) with special characters.
• Lockout → Lockouts start at 5 minutes and are extended based on behaviour.
• Automation → See the Pro Tips section of our automation article for best practices.
  
• API rate limits → Subject by fair use, learn more in the developer center.