Project Stages & Blockers

Projects stages

Stages in Motion define the workflow steps a project moves through. They act as containers for tasks, showing both sequence and progress.

Behavior

• Sequential flow → Tasks typically move from one stage to the next to reflect progress (e.g., To Do → In Progress → Review → Done).

• Customizable → You can create as many stages as needed to fit your process.

• Default vs ad hoc stages →

• Default stages come with workflow templates or can be set up when creating a project.

• Ad hoc stages can be added at any time within a project but do not automatically carry over into templates.

• Dependencies → Stages help define dependencies, where some tasks must finish before others move forward.

• Progress tracking → Each stage displays how many tasks are active, completed, or blocked.

Stage rules

• Stages belong to a single project; they cannot be shared across projects.

• Tasks must belong to one stage at a time.

• Reordering stages updates the flow but does not break task assignments.

Why it matters Stages provide the framework for tracking project progress. They give clarity on where work stands, highlight bottlenecks, and ensure tasks move through a consistent lifecycle.

Blockers

Blockers in Motion are markers that prevent tasks or stages from progressing until certain conditions are met. They ensure dependencies are respected and that work flows efficiently.

Behavior

• Dependency control → A task marked as blocked cannot be scheduled or progressed until the blocker is cleared.

• Types of blockers →

• Task blockers → A specific task must be completed before another starts.

• Stage blockers → An entire stage is paused until prior work is resolved.

• External blockers → Dependencies outside Motion (e.g., waiting for a client response) can be represented as blockers.

• Visual indicators → Blocked items show a warning icon in list and calendar views to highlight delays.

• Efficiency rule → Blockers prevent Motion from scheduling work prematurely, keeping the calendar realistic.

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Blockers vs Stages

Blockers and stages both structure project flow, but they serve different purposes:

Feature	Blockers	Stages
Purpose	Prevent premature progress; enforce dependencies.	Organize work into sequential steps.
Scope	Apply to specific tasks, groups, or stages.	Apply to the overall project workflow.
Behavior	Stop work until resolved.	Track progress and move tasks forward.
Indicators	Shown as warning or stop icons in calendar and list views.	Shown as columns in Kanban or groups in list view.
Flexibility	Can be added or removed at any time.	Defined at project setup; can be adjusted as needed.

Why it matters

• Use stages to represent where work belongs in the process.

• Use blockers to control when work is allowed to move forward. Together, they keep projects structured (via stages) while also protecting efficiency by holding back dependent work (via blockers).