Momentum Product Guide

How to use it

1. 1Use the sidebar on the left (on the right in Arabic) to move between areas. On a phone, open it with the button at the top of the screen.
2. 2Start from the Dashboard: it summarises the active plan, KPIs, projects, approvals and anything overdue.
3. 3Check the Inbox regularly: decisions waiting for you, forms to fill in, things sent back to you and follow-ups you owe.
4. 4The bell at the top shows notifications as they happen; click one to open the item it is about.
5. 5Your user menu (your initials, top corner) holds language, theme, password, two-step sign-in, availability (leave) and notification settings.
6. 6The ? button opens this guide, help for the page you are on, and the guided tour.

Rules and details

• The chain is: Strategic plan → pillars (with weights that total 100%) → strategic objectives → projects → tasks. KPIs hang off objectives and measure results.
• Progress comes from execution: only tasks marked Done count. Task weights decide a project's progress, project weights an objective's, objective weights a pillar's, and pillar weights the plan's.
• Status (on track, at risk, off track) compares progress with how much of the time has passed. By default, on track means at least 90% of the progress expected by now, at risk at least 70%, otherwise off track. An organization can change these thresholds.
• Only an active plan, active projects and active KPIs get a status. Drafts, submitted or archived plans, and anything with nothing to measure, show no status.
• Nothing to measure shows as "—", never as 0%.
• Every change is recorded in the audit trail: who, what and when.
• Discussion: objectives, KPIs, projects and risks have a comments card. Mention colleagues to notify them; the notification links to the item but never repeats the text.
• Momentum works in English and Arabic; switch in your user menu. Names you type (plans, KPIs, units) stay as you typed them.

How to use it

1. 1Search the question list with the box at the top of this page; it filters every section.
2. 2Each screen's own section below also ends with its questions.

Rules and details

• If something looks wrong, check your organization first (top of the screen, next to the bell): people in several organizations work in one at a time.
• If a page says you do not have access, your roles do not include it; nothing is broken.

How to use it

1. 1Read the plan card first: progress, the progress expected by now, and the status.
2. 2Use the KPI and project cards to see how many are on track, at risk and off track; click through to the lists.
3. 3Check the risks card for high and critical risks and reviews that are overdue.
4. 4Approvers and admins see approval times for the last 90 days: how long decisions take and the slowest steps.
5. 5Export Summary downloads the figures; Reports has the detailed CSV files.

Rules and details

• Figures follow your access: department-scoped people see their units' part.
• "Reported" for a KPI means a submitted or approved value exists for its last finished period.
• Cards appear only when you have the privilege behind them, so two people's dashboards can differ.

How to use it

1. 1Create a plan (or New plan): give it a name, a start and end date, and optionally a vision, mission and values. It starts as a Draft.
2. 2Add pillar for each strategic theme and give each a weight. The weights must total 100%.
3. 3Add objectives under the pillars (see Strategic Objectives), and initiatives if you track them.
4. 4Submit for approval. The plan becomes Submitted and cannot be edited while it is under review; the page shows which step it waits at and who must decide.
5. 5If it is sent back, it returns to Draft with the reviewer's comment; change what was asked and submit again. The request continues where it stopped.
6. 6Once Approved, click Activate. Only an active plan gets progress status against time.
7. 7To change an active plan, click Amend plan, give a reason, make the changes, and Submit amendment.
8. 8Archive a plan when it is over. An archived plan is read-only.

Rules and details

• Lifecycle: Draft → Submitted → Approved → Active → Archived. Activation is a manual step after approval.
• Submitting checks that the pillars total 100% and that there is at least one objective.
• Plan progress = the sum of each pillar's weight × its progress, divided by 100. Pillar progress is the weighted average of its objectives.
• The plan's status compares its progress with the share of the plan period that has passed (the "expected by now" figure).
• Amendments: the plan stays active while it is amended and changes show at once. Only one amendment can be open. If it is approved the changes stand; if it is rejected or cancelled, the plan is put back exactly as it was, including deleted objectives and the projects and KPIs linked to them. Initiative statuses are operational and are not undone.
• An amendment keeps its reason, who opened it, when it was decided and a list of every change.
• Nobody approves their own submission or amendment.
• Export downloads the plan with its pillars and objectives.

How to use it

1. 1Open Strategy map; each pillar is a band, in the plan's order. Objectives without a pillar sit in the last band.
2. 2To link two objectives, drag from one card to another while the plan is a Draft or under an open amendment.
3. 3Select a link and delete it to remove it.
4. 4Click a card to open its objective.

Rules and details

• A link means "this objective contributes to that one". Both must be in the same plan; an objective cannot link to itself, and each pair is linked once.
• Links are part of the plan: an amendment lists added and removed links, and puts them back if it is rejected or cancelled.
• Cards show progress and, on an active plan, a green, amber or red border for the status.

How to use it

1. 1Add objective: choose the pillar, give it a name, a weight within the pillar, an owner and optionally a responsible unit and a code (for example SO-01).
2. 2Open an objective to see its projects, KPIs, linked risks, discussion and progress history.
3. 3Link projects to it from the project form; link KPIs from the KPI form.

Rules and details

• Objective progress is the weighted average of its projects' progress (project weights are relative within the objective). Cancelled projects are left out.
• An objective with no projects shows "—"; in its pillar it counts as 0.
• The responsible unit puts the objective on that unit's scorecard.
• Codes are optional and unique in the organization, ignoring case. A code can be set even on an active plan.
• Objectives of an active plan change only through an amendment.

How to use it

1. 1Add initiative under an objective, with a status and a priority.
2. 2Update its status as it moves. On an active plan, statuses can change without an amendment.

Rules and details

• Initiatives have no progress percentage and no budget; progress comes from projects and tasks.
• Projects link to objectives, not to initiatives.
• A rejected or cancelled amendment does not undo initiative statuses, because they record what happened.

How to use it

1. 1Record a risk: title, optional code, category, owner (required), likelihood and impact from 1 to 5, response and what is being done. Link it to an objective, a project or a unit if it belongs to one.
2. 2Set a next review date. Reviews that are overdue are flagged on the list, the risk page and the dashboard.
3. 3Open a risk and review it: new likelihood, impact and status, with a note. Every review is kept in its history.
4. 4Use the heat map to see where risks sit; the list is sorted by score.

Rules and details

• Score = likelihood × impact. Rating: 1–4 low, 5–9 medium, 10–16 high, 20–25 critical.
• Responses: avoid, reduce, transfer, accept. Statuses: open, being mitigated, closed.
• A target likelihood and impact record where the risk should be once the response works.
• Categories: strategic, operational, financial, compliance, reputational, technology, people.
• A risk outlives the objective, project or unit it was linked to; the link is simply cleared.
• Linked risks show on objective and project pages, and the ten highest open risks go into the quarterly board pack.

How to use it

1. 1Add KPI: name, objective, responsible unit (its manager approves the values), owner, unit of measure, measurement type, frequency, polarity (higher or lower is better), baseline and status. Set it to Active to start reporting.
2. 2Open the KPI and Set a target for each period.
3. 3Assign people with the RACI card (Responsible, Accountable, Consulted, Informed). Responsible people may report its values.
4. 4Report a value for a period; tick Submit for approval now, or keep it as a draft and submit it from KPI Updates.
5. 5Import brings many values or targets in at once from a CSV file: download the template, fill it in, Check, then Import.
6. 6A KPI can instead be calculated from two others (A + B, A − B, A × B or A ÷ B, times a factor).

Rules and details

• Frequencies: monthly, quarterly, semi-annual, annual. Quarterly and annual periods follow the organization's fiscal year.
• Measurement types: cumulative, point in time, percentage.
• Achievement = actual ÷ target, or target ÷ actual when lower is better, capped at 120%. Status uses the latest approved value: on track from 90%, at risk from 70% by default.
• A value is submitted with that period's target recorded beside it. A period without a target shows "No target".
• Who may report: organization scope, any KPI; department scope, KPIs of your units and those below; own scope, KPIs you own or are Responsible for.
• Calculated KPIs: their value appears automatically, already approved, when both sources have an approved value for the period. They are never reported by hand, are left out of the import, and division by zero gives no value. A KPI that already has reported values cannot become calculated.
• A benchmark (for example "Sector average 2025") can be shown beside the target; it does not affect status.
• The import accepts CSV only (Excel → Save as CSV), up to 500 lines, periods as YYYY-MM or YYYY-MM-DD. Check shows what each line would do without writing anything. Each line is applied on its own; a failing line does not stop the others, and values already submitted or approved are left alone.

How to use it

1. 1Report a value from here or from the KPI's page.
2. 2Drafts can be edited and then submitted for approval.
3. 3Follow submitted values to approval; rejected values come back to you with the reviewer's comment.

Rules and details

• Values are approved by the manager of the KPI's responsible unit through the KPI update flow. Nobody approves their own value.
• Only approved values feed achievement, status, the dashboard and reports.
• A period is stored as its first day and shown as a range (for example Apr – Jun 2027).

How to use it

1. 1Pick a unit to see its scorecard, including every unit under it.
2. 2Use the comparison view to see every unit side by side, in the order of the organization tree.
3. 3Click through to any KPI, project, objective or risk.

Rules and details

• An objective appears on a unit's scorecard when the unit is its responsible unit. KPIs, projects and risks appear by their own unit.
• There are no separate department plans: every unit contributes to the one organization plan.
• You see what your access lets you see; department-scoped people see their part.

How to use it

1. 1See what is owed: KPIs whose latest approved value is at risk or off track, and projects at risk or off track on schedule.
2. 2Explain: write the cause (required) and what is expected next.
3. 3Add corrective actions with an owner and a due date; the owner is notified.
4. 4Mark actions done (with an optional outcome) or cancelled; reopen them if needed.

Rules and details

• A KPI owes one explanation per period; a project one per calendar month. Writing again for the same period replaces the text.
• Who explains: whoever may report the KPI or work on the project.
• Actions are overdue once their due date passes while still open.
• Explanations and actions also appear on the KPI's or project's page and in the Inbox under Follow-up, and the explanations for a review period go into the board pack.

How to use it

1. 1New goal: a title, optional details, the objective it supports, a due date, progress (0–100%) and status.
2. 2Managers: your team's goals appear under each person's name; Add a goal sets one for them.
3. 3Update progress and status as you go; mark it Done or Dropped at the end.

Rules and details

• Who sees a person's goals: the person, the active managers of their units and of every unit above, and Organization Admins (read only). Colleagues in the same unit, members of units above, managers of other units, auditors and strategy managers do not.
• A unit manager's own goals are seen by the manager of the unit above, not by their team.
• Goals are kept private: they are not in search, comments, notifications, reports or exports, and not in the audit trail.
• Progress is set by hand; goals have no weights, ratings or appraisal cycle.

How to use it

1. 1New project: name, objective it delivers, weight within that objective, unit, owner, start date and deadline, optional code and budget.
2. 2Add member to the team with a role (Lead, Member, Reviewer).
3. 3Add milestone for dated checkpoints and Add task for the work, with weights, assignees, due dates and priority. Tasks may be linked to KPIs.
4. 4Move the project to Active when work starts; mark tasks Done as they finish.
5. 5Record spending on the Budget card: dated amounts with a description (negative for refunds).
6. 6Close the project when finished; closing goes through the project closure approval.

Rules and details

• Statuses: Planning, Active, On hold, Completed, Closed, Cancelled. Only Active projects get a schedule status.
• Progress = the weight of Done tasks ÷ the weight of all tasks. Other task statuses do not count.
• Schedule status compares progress with the share of the time between start and deadline that has passed. After the deadline anything unfinished is off track.
• Spent is the total of the spending log; remaining = budget − spent, shown in red when over. The log is fixed once the project is closed or cancelled. One currency per organization.
• Task-to-KPI links are informational; KPI results do not change project progress.
• Projects at risk or off track owe a monthly explanation (Follow-up).

How to use it

1. 1Read across: months at the top, a red line for today.
2. 2Diamonds are milestones: green when done, red when overdue.
3. 3Click a project name to open it. Show closed and cancelled projects when you need them.

Rules and details

• The timeline is read-only; change dates on the project itself.
• Dependencies between projects are not shown.

How to use it

1. 1Milestones are added from a project's page (Add milestone).
2. 2Use this list to see what is due soon or overdue across all projects.

Rules and details

• A milestone is overdue when its target date has passed and it is not completed.
• Milestones have no weight of their own; progress comes from tasks.

How to use it

1. 1Tasks are added from a project's page (Add task).
2. 2Update a task's status as work moves: To do, In progress, In review, Blocked, Done.
3. 3Filter by status, or show only the tasks assigned to you.

Rules and details

• Only Done counts toward progress; the other statuses describe the work in progress.
• Priority is High, Medium or Low.
• A task's weight decides its share of the project's progress (relative to the other tasks).

How to use it

1. 1Click a counter (Waiting for your decision, Forms to fill in, Sent back to you, Follow-up, Overdue) to filter the list.
2. 2Open an item: a decision opens the request with your Approve, Send back and Reject buttons; a form opens for filling in.
3. 3Work through the list until it is empty.

Rules and details

• The inbox sits alongside My Tasks and Approvals; they show the same decisions in other ways.
• Due dates come from each flow step's deadline or the form's due date.
• On a phone the counters sit two per row and each item is a card.

How to use it

1. 1Approve: the request moves to its next step, or finishes.
2. 2⋯ → Send back (with a comment) returns it to the submitter for changes; it continues from this step when resubmitted.
3. 3⋯ → Reject (with a comment) ends the request.
4. 4⋯ → Delegate hands your task to a colleague; Escalate passes it up.
5. 5Under your requests, Withdraw takes back a request you started; the item returns to draft.

Rules and details

• Some steps need everyone, a number of people, or any one person; the step shows what it waits for.
• In a step that needs everyone, one rejection ends the request and one send back sends it back.
• A task cannot be delegated or escalated to the person who made the request.
• Overdue steps may escalate automatically, depending on the flow.

How to use it

1. 1Search for a request by name.
2. 2Where the decision is yours, Approve or use ⋯ for Send back, Reject, Delegate or Escalate.
3. 3Open a request to read its full history in order.

Rules and details

• "Not yours" means the request waits on someone else; you can still follow it.
• Deputies and stand-ins act for managers on leave, depending on the unit's deputy mode.
• On a phone each request is a card with its buttons.
• Open a request to see its map: the flow it follows, with the steps already decided, the step it waits at and the route it took.

How to use it

1. 1Filter by outcome, flow or dates.
2. 2Open a request to see every step, decision and comment.

Rules and details

• "Was overdue" marks requests that passed a step deadline.

How to use it

1. 1Fill in a published form, or open one sent to you from the Inbox.
2. 2Save as a draft to continue later, then Submit.
3. 3If the form has an approval flow, follow it under your requests; you may be asked for changes.

Rules and details

• Required fields must be filled; fields hidden by the form's rules are dropped on submit.
• Files: PDF, images, Office documents, CSV and text, up to 4 MB each.
• Drafts of forms sent to you cannot be deleted; they belong to the round.

How to use it

1. 1Filter by form, status or person.
2. 2Open a submission to read its answers and its approval history.

Rules and details

• Each submission keeps the form version it was filled in on, so later changes to the form never alter answers.

How to use it

1. 1Send a form: choose the form, a title, the recipients and when.
2. 2Recipients are a rule: named people, roles, groups, members of units (optionally with sub-units), or managers of chosen units or of every unit of a type. Who is that? previews the list.
3. 3Choose once, or every month, quarter, half-year or year, with the number of days to fill it in (default 14) and an optional end date.
4. 4Follow each round: every person's status, answered on time or late, and who is overdue.

Rules and details

• The recipient rule is applied when each round opens: people who join later get the next round, inactive members are left out.
• Each person gets one copy per round, on the form's current published version.
• A reminder goes out two days before the due date and an overdue notice at it.
• Scheduled rounds open daily at 00:30 UTC.

How to use it

1. 1Define levels first (for example Company, Department, Section).
2. 2Add top-level unit, then Add sub-unit under it.
3. 3Open a unit to set its Manager, deputies and members.
4. 4Move a unit under another parent when the organization changes.

Rules and details

• A unit's manager approves the KPI values of KPIs the unit is responsible for, and forms routed to managers.
• Deputy mode: On leave (deputies act while the manager is away), Always (manager and deputies at all times, first to act decides), or None. Set per organization; a unit may override it.
• Levels may limit where a unit can sit; a unit breaking a changed rule is flagged, not moved.
• Moving a unit affects new approvals and visibility; tasks already waiting keep their assignee.
• Managers see their people's goals, and department-scoped roles cover a unit and those below it.

How to use it

1. 1Search for a unit or filter by type to see its manager, members and sub-units.

Rules and details

• The structure itself is edited under Organization Structure.

How to use it

1. 1New user: full name and email, and how they get their password.
2. 2Set a password: type one or click Generate, and give it to them yourself. Keep Ask them to change it at first sign-in on, so you do not keep knowing it.
3. 3Email an invitation: they get an email with a link to choose their own password. The link works once and lasts 24 hours.
4. 4Optionally give a first role and its scope. More roles, units, extra privileges and denials are added on the person's page.
5. 5Deactivate a person to remove their access to this organization; activate them again later.

Rules and details

• An email that already has an account (for example someone from QLS or another organization) receives an invitation to accept in the app instead; a password you typed is not used.
• Scopes: Organization (everything), Department (their units and those below, or a named unit), Own (what they own or are assigned to).
• Deactivating removes access to this organization only; the person's account and other memberships remain.
• Invitation emails appear only when your organization's email is set up; otherwise set a password.

How to use it

1. 1Download CSV for any report: Strategy scorecard, KPI performance, Project portfolio, Workflow activity, Sent forms: who answered, Form answers, Approval times, Risk register.
2. 2Performance reviews (link at the top of Reports): start a review for a period (the current quarter by default), write the executive summary and decisions.
3. 3While a draft, the figures are live. Finalise freezes the figures with the commentary; a final review never changes.
4. 4Open the board pack and print it, or Save as PDF from the browser's print dialog.

Rules and details

• The pack includes the active plan, pillars, objectives, active KPIs, projects, the ten highest open risks and the explanations for the period.
• Figures are assembled from the view of the person who finalises, so finalise with an organization-wide role.
• Exports are audited and rate-limited.

How to use it

1. 1Click a notification to open what it is about; it is marked as read.
2. 2Mark all as read to clear the list.
3. 3Choose which kinds also come by email in User menu → Notification settings.

Rules and details

• The bell shows new notifications as they arrive, without reloading.
• Emails follow your organization's settings and your choices; approval requests, reminders and escalations are emailed by default.
• A mention never includes the comment text, only a link.

How to use it

1. 1Give the idea a title, say what it would help you do, and how important it is, then send it.
2. 2Your organization's ideas are listed with their status and QLS's answers; add a comment on any of them.

Rules and details

• You are told in the app and by email when QLS answers or changes an idea's status.
• Every administrator of your organization sees the same list.

How to use it

1. 1Choose New, give a subject and say what happened, then send.
2. 2Answers appear in the conversation as they are written; reply in the box below (Enter sends, Shift+Enter starts a new line).

Rules and details

• If you have not seen an answer within 10 minutes, you are told in the app and by email.
• Writing in a closed conversation reopens it.

How to use it

1. 1Review the system roles: Organization Admin, Strategy Manager, Project Manager, Structure Manager, KPI Owner, Approver, Auditor, Employee.
2. 2New role creates your own; tick the privileges it grants.
3. 3Give roles to people on their user page, or to groups.

Rules and details

• A role is given with a scope: Organization, Department (their units or a named unit, and those below) or Own.
• Individual privileges can be granted or denied on a person's page; a denial wins.
• System roles are shared definitions; create a custom role to change what a role grants in your organization.

How to use it

1. 1New group, then add members.
2. 2Give role to the group: every member gets it while in the group.
3. 3Use the group as an approver in a flow step, or as recipients when sending a form.

Rules and details

• Giving a group a role needs both the right to manage groups and to assign roles.
• An inactive group grants nothing.

How to use it

1. 1Open a flow to edit your organization's copy of it. The Steps view lists steps; the Diagram view shows the same flow as a canvas.
2. 2Add approval steps (who decides: a person, a role, a group or a unit's manager; any one, all, or a number of them), notices, If … then branches and parallel paths.
3. 3Set deadlines per step: a reminder, then overdue only, or overdue and escalated to someone.
4. 4Check finds problems; Publish makes the draft the next version.
5. 5New flow for forms creates a flow you can attach to a form.

Rules and details

• There is one draft per flow. Published versions never change; running requests keep the version they started on.
• "Use the standard flow again" switches your copy off and keeps its versions.
• Conditions test the item's facts, for example a form answer or actual below target.
• The submitter never approves their own request; if nobody else is eligible the step goes to its escalation target or the admins.

How to use it

1. 1New form: names in English and Arabic and a code.
2. 2Add sections and fields; drag them to reorder.
3. 3Set rules (show a field only when…) and calculated fields.
4. 4Choose an Approval flow if submissions must be approved.
5. 5Check, then Publish. Send it from Sent forms, or let people fill it in from Forms.

Rules and details

• Field types: short and long text, number, percentage, money, date, choice, multiple choice, yes/no, person, unit, project, KPI, objective, files, table, calculated.
• A field's key names it in rules, calculations and exports; it is set when you leave the key box.
• Versions work like flows: one draft, published versions never change, and each submission keeps its version.

How to use it

1. 1Open a kind and edit its subject and body; the preview uses your own name and organization.
2. 2Use the standard wording again when you want the default back.

Rules and details

• Each person receives the language they last chose in the app.

How to use it

1. 1Check whether an email was sent, is waiting, or failed.
2. 2Send now sends everything waiting at once (otherwise every 5 minutes).

Rules and details

• Failed emails are retried up to three times.

How to use it

1. 1Performance: set the on-track and at-risk thresholds (90% and 70% by default).
2. 2Reporting: the fiscal year start month and the currency.
3. 3Approvals: the deputy mode for managers on leave.
4. 4Notifications: switch email on for the organization.
5. 5Security: Require two-step sign-in for every member.

Rules and details

• Threshold changes apply at once, because status is computed when read.
• The fiscal year start cannot change once KPI targets or values exist.
• Requiring two-step sign-in sends everyone without it, including you, to set it up before they continue.

How to use it

1. 1Upload a logo and a favicon (up to 2 MB).
2. 2Choose the colours; the preview shows the result.
3. 3Restore an earlier version from the history.

Rules and details

• Leave a colour empty to use the Momentum default. Text colours are chosen automatically for contrast.

How to use it

1. 1Filter by person, action, type of item or dates.
2. 2Open an entry to compare old and new values.
3. 3Export CSV for an external review.

Rules and details

• Refused actions, exports, entries by QLS staff and two-step resets are recorded too.
• The audit trail cannot be edited or deleted.
• Individual goals are not recorded, to keep them private.

How to use it

1. 1Change password: User menu → Change password. At least 10 characters, with upper and lower case letters and a digit.
2. 2Two-step sign-in: User menu → Two-factor authentication → Turn on, scan the code with an authenticator app, and enter the six-digit code.
3. 3Availability: record your leave and optionally a stand-in who can act on your approvals while you are away.
4. 4Notification settings: choose which kinds of notification also arrive by email.
5. 5Language and theme (light, dark or system) are in the user menu too.

Rules and details

• If your admin gave you a password, you choose your own the first time you sign in.
• If your organization requires two-step sign-in, you set it up before anything else.
• Forgot your password? on the sign-in page emails a link to choose a new one; open it in any browser.
• A stand-in covers only the dates of that leave, never your own requests, and cannot pass the cover on.