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Administration Guide ​

This guide helps YouTrack administrators install, configure, and manage the Planning Poker Estimation application.

📦 Installation ​

Installing from JetBrains Marketplace ​

  1. Visit Planning Poker Estimation on JetBrains Marketplace
  2. Enter your YouTrack instance URL
  3. Click "Install to YouTrack"
  4. Confirm installation in YouTrack

Installing from YouTrack ​

  1. Navigate to Administration → Apps
  2. Click "Add app..." → "Browse JetBrains Marketplace"
  3. Search for "Planning Poker Estimation"
  4. Click "Install"
  5. Confirm installation

Post-Installation ​

After installation:

  1. The application is immediately available to all users from the main menu
  2. The application runs in free mode with limited features
  3. Navigate to Administration → Integrations → Planning Poker Settings to configure your subscription

First Steps

After installation, we recommend:

  1. Reviewing subscription settings
  2. Creating a test session to familiarize yourself with the interface
  3. Sharing the Moderator Guide and Estimator Guide with your team

⚙️ Configuration ​

Admin Panel Overview ​

The admin panel provides:

  • Subscription Management: View and manage your subscription
  • Moderator Management: View and manage your moderators
  • Estimator Usage: Track your monthly unique estimator usage

Screenshot: Planning Poker administration panel

💳 Subscription Management ​

Subscription Panel ​

The Subscription Panel displays:

  • Current Plan: Starter, Pro, or Enterprise
  • Status: Active or Expired
  • Moderator Limit: Maximum number of moderators for your plan
  • Estimator Usage: Current month's unique estimator count vs. your plan's limit
  • Next Billing Date: When your subscription renews (paid plans only)
  • Instance ID: Your YouTrack instance identifier

Upgrading Your Plan ​

To upgrade from Free to a paid plan:

  1. Click "Buy now" in the admin panel
  2. You'll be redirected to secure checkout on appfero.com
  3. Choose your plan
  4. Enter payment information and complete purchase
  5. Return to YouTrack and click "Refresh" in the admin panel — subscription activates automatically

Changing Plans ​

You can upgrade or downgrade your plan anytime:

  1. Click "Change Plan" in the admin panel
  2. Select a different plan
  3. New limits apply immediately

Managing Your Subscription ​

  1. Click "Manage Subscription" in the admin panel
  2. You'll be redirected to the Paddle customer portal where you can:
    • Update payment information
    • Cancel your subscription
    • View your subscription history
  3. Changes are saved automatically

Manual License Refresh ​

If your subscription status isn't updating automatically:

  1. Click "Refresh" in the admin panel
  2. The application will re-validate your subscription
  3. Status updates within a few seconds

When to Use:

  • After purchasing or upgrading
  • If status shows incorrect information
  • After payment method updates

🔑 Offline Activation ​

For YouTrack instances with restricted or no internet access (air-gapped), Planning Poker Estimation supports manual license activation using signed tokens. This feature is available for Enterprise customers.

How to Activate Offline ​

  1. Obtain License Token: Contact support@appfero.com to receive your signed license token.
  2. Open Admin Panel: Navigate to Administration → Integrations → Planning Poker Settings.
  3. Trigger Activation: Click the "Offline license key" button in the subscription panel.
  4. Paste Token: Paste the provided token into the dialog and click "Activate".
  5. Verify Status: The subscription status will update immediately to reflect the license contained in the token.

👥 User Management ​

For detailed information about managing users, roles, and permissions, see the dedicated User Management guide.

Quick overview:

  • Moderators: Create and manage sessions (count toward subscription limits)
  • Estimators: Participate in voting (count toward subscription limits)
  • Spectators: Observe sessions without voting

See User Management for complete details on assigning moderators and managing permissions.

🔧 Troubleshooting ​

Subscription Not Activating ​

Symptoms:

  • Purchased subscription but status shows "Trial" or "Free"
  • License status shows "Invalid"

Solutions:

  1. Click "Refresh License" in the admin panel
  2. Wait a few minutes and refresh again
  3. Check internet connectivity
  4. Verify payment was processed in Paddle portal
  5. Contact support@appfero.com with transaction details

Can't Save Estimates ​

Symptoms:

  • "Save Estimate" button doesn't work
  • Error message when saving

Solutions:

  1. Verify field exists in YouTrack
  2. Check user has UPDATE_ISSUE permission
  3. Ensure provided value matches field type
  4. Ensure field is configured in issue for editing

🔄 Updates & Maintenance ​

Updating the Application ​

Planning Poker Estimation updates are delivered through the JetBrains Marketplace:

  1. Navigate to Administration → Apps
  2. Find Planning Poker Estimation
  3. If an update is available, click "Update"

Update Notifications ​

The app shows update notifications in more options menu (blue dotted when there is an update available):

  • What's New: Click on more options menu and select "What's New" to view recent release announcements
  • Update available: Click on more options menu and select "Update" to update the app

Data Preservation ​

During Updates:

  • âś… All session data is preserved
  • âś… Configuration settings are maintained
  • âś… Subscription status is retained
  • âś… User preferences are saved

During Uninstallation:

  • âś… Subscription status is retained
  • ❌ All app data is permanently deleted
  • ❌ Sessions are removed
  • ❌ No recovery possible

Uninstallation Warning

Uninstalling the application permanently deletes all data. This does not apply to updates—only complete uninstallation. Use with extreme caution.

📋 Security Considerations ​

  1. Permissions: Grant only necessary permissions to users
  2. Private Sessions: Use private sessions for sensitive planning
  3. Data Privacy: All estimation data stays in your YouTrack instance
  4. Subscription Security: Manage subscription through secure Paddle portal

💬 Support & Contact ​

Getting Help ​

  • Documentation: Browse our comprehensive guides
  • Email Support: support@appfero.com
  • Response Time: We typically respond within 24 hours (business days)

Enterprise Support ​

Enterprise plan customers receive:

  • Priority Support: Faster response times
  • Custom Licensing: Possibility to purchase manual licenses for offline installations
  • Implementation Assistance: Help with rollout

Contact support@appfero.com to discuss Enterprise support options.

Reporting Issues ​

When reporting issues, please include:

  • YouTrack Version: Your YouTrack version number
  • Application Version: Planning Poker Estimation version
  • Subscription Plan: Your current plan (Free, Standard, Advanced, Enterprise)
  • Description: Detailed description of the issue
  • Steps to Reproduce: How to recreate the issue
  • Screenshots: Visual evidence of the problem (if applicable)

Feature Requests ​

We welcome feature requests! Email support@appfero.com with:

  • Description: What feature you'd like to see
  • Use Case: Why this feature would be valuable
  • Priority: How important this is to your team

We prioritize features based on user demand and feasibility.

Need More Help? Contact support@appfero.com or visit our FAQ page.

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