What Syncs Between the Planner and Your PSA (Quotes, Projects, and Status Changes)

The Planner lets your clients see, approve, and track technology initiatives from their portal. Because your team lives in the PSA, the most common question is what the Planner writes back to ConnectWise, Autotask, or HaloPSA and what it does not. This article is the single reference for that.

In this article:

• Summary table
• Quotes: status updates on approve or decline
• Projects: display only
• Stage changes and notifications
• Recommended setup for Autotask, ConnectWise, and HaloPSA partners

Summary table

Quotes: status updates on approve or decline

This is the main outbound write from the Planner. When a Planner item is linked to a quote or opportunity in your PSA and the client approves or declines it, CloudRadial sets the quote's status in ConnectWise, Autotask, or HaloPSA. Choose the approved and declined statuses in your Planner settings. See Updating PSA Quote Status When a Planner Item Is Approved or Declined.

Because the status change lands in the PSA, use your PSA's own workflow rules or notifications on that status to alert your sales or projects team. For Autotask, a workflow rule on the opportunity stage is the simplest way to get an email or ticket when a client approves.

Projects: display only

Once a Planner item is approved you can attach a PSA project to it. The card then shows the project's progress from the PSA. CloudRadial does not manage the project lifecycle from the Planner and does not change the project in the PSA. See Linking a PSA Project to a Planner Item. The one exception is Create project on approval: when that option is turned on in a Planner item's settings, CloudRadial creates a project in your PSA from the selected template when the client approves the item, links it to the item, and moves the item to In Progress.

Stage changes and notifications

Moving a card between Planner stages, or a client adding or editing an item, does not create a PSA ticket and does not send an alert to your PSA. To stay informed, review the Planner during your account management cadence or use the cross-client Planner Funnel to see movement across all clients in one view. Approving or declining a Planner item does not send an email to your team either.

Recommended setup for Autotask, ConnectWise, and HaloPSA partners

1. Create your quotes or opportunities in the PSA first, then link them to Planner items so approvals flow back as status changes.
2. Configure the approved and declined statuses in Planner settings to match statuses your PSA workflow rules already watch.
3. Build a PSA workflow rule or notification on the approved status so the right team is notified inside the PSA.
4. Link PSA projects to approved items so clients can follow progress without your team updating two systems.

Related: Using The Planner CloudRadial UCP, Understanding Projects in CloudRadial UCP.