Plan & structure01
Turn an objective into a workable plan
Describe the outcome, deadline and constraints. Ruru helps shape workstreams, tasks, milestones and acceptance points so you never start with a blank grid.
“Build a first-cut plan for…”
AI-driven project management · built in
Meet Ruru.
Your project management companion.
AI-driven project management that helps you create, edit and understand live project and programme plans in conversation — with structure, milestones, risks and reporting connected in one place.
< 5 min
to your first plan
Zero PPT
maintenance
Ask Ruru
create, edit & explain
Scroll
AI-driven project management, made practical
Meet Ruru. Plan, edit and problem-solve in conversation.
Ruru works inside RuruPilot with the context of your live plan. Ask it to create a first draft, make changes, find what needs attention, explain the impact and help prepare the next update.
It is more than a generic chatbot beside your project: the conversation is grounded in your tasks, milestones, owners, dates, status and RAID information.
“Create the first version of this plan” — Turn a brief into structured work
“Move this milestone and its dependent tasks” — Maintain the plan through conversation
“What needs my attention this week?” — Read the live plan as a management system
Ruru · your project companion
From first idea to steering update
One conversation across the project lifecycle
Edit & maintain02
Make plan changes in plain English
Ask Ruru to add work, change dates or owners, reorganise a workstream, or update status. Review the result in the same live plan.
“Move this milestone and update…”
Control & recover03
See what needs management attention
Explore blockers, late dependencies, missing ownership, milestone pressure and RAID items without hunting through rows and screens.
“What could stop us delivering?”
Report & decide04
Translate detail for each audience
Summarise progress, draft steering updates, explain variance and surface the decisions a sponsor or programme lead needs to make.
“Draft this week's status update.”
Prefer the AI you already use? Supported plans can also connect live RuruPilot data to ChatGPT, Claude, Gemini and other MCP-compatible clients.
Why RuruPilot exists
Spreadsheets fall apart at scale.
Enterprise tools need weeks of training.
Project managers have been making do with the wrong tool for years. RuruPilot is built for the work that falls between — powerful enough to link your plans, simple enough to use every day.
Too simple
Spreadsheets + slide decks
- ✗No linkage between plans
- ✗Status goes stale within hours
- ✗Roll-up is manual and error-prone
- ✗No history of what changed or when
Too complex
Enterprise PPM tools
- ✗Weeks of training before anyone can use it
- ✗Too many clicks to log a simple update
- ✗Rigid structure that doesn't fit your project
- ✗Cost and overhead that outweighs the value
What it does
Three problems. One tool.
Structure
Plans that know their place
Link child projects to parent programmes. Progress and RAG status roll up automatically — no chasing, no manual aggregation.
- Programme → Project → Task hierarchy
- Automatic RAG roll-up
- Notifications when children change
Visibility
Plan on a Page, generated for you
Your executive summary builds itself. Milestones, RAG status, blockers, and progress — in one shareable view. Replace the slide deck for good.
- Auto-generated POAP view
- Share via link or export to PDF
- Steering committee ready in seconds
Ruru companion
Meet Ruru, your PM companion
Ruru is built into every plan. Work with it in plain English to create structure, edit tasks and dates, find risks, understand progress and prepare project communications.
- Create and edit plans through chat
- Answers grounded in your live plan
- Connect ChatGPT, Claude, Gemini & more (Pro+)
The swap
What it replaces
Today
With RuruPilot
✗ Slide deck "plan on a page"
✓ Dynamic POAP, auto-generated
✗ Spreadsheet task lists emailed around
✓ Shareable, live task lists
✗ Manual status roll-up
✓ Automatic roll-up from tasks up
✗ Chasing PMs for weekly updates
✓ Real-time programme visibility
✗ Status emails to the manager
✓ Shareable status report link
✗ Separate plans with no linkage
✓ Hierarchical linked plans
✗ Clicking through screens to make every update
✓ Ask Ruru to create, change or explain
Frequently asked questions
Project planning, clarified
The essentials for project managers, programme leads and PMOs.
What is hierarchical project and programme planning?
Hierarchical planning links tasks to projects and projects to programmes. RuruPilot automatically rolls progress and RAG status up through that structure, so project managers and PMO leaders see a current view at every level.
Can RuruPilot replace spreadsheet project plans and PowerPoint status decks?
Yes. RuruPilot keeps linked project plans live and generates a shareable Plan on a Page with milestones, status, blockers and progress. That removes much of the manual spreadsheet consolidation and slide maintenance behind weekly reporting.
What can the Ruru AI project companion do?
Ruru is interactive, plan-aware chat inside RuruPilot. It can help create and edit project plans, add tasks and milestones, update dates and owners, identify blockers and risks, and draft status summaries from live plan data. It works with you throughout planning and delivery rather than only answering general project-management questions.
Which AI assistants work with RuruPilot?
RuruPilot includes built-in AI chat. Supported plans can also connect live plan data to ChatGPT, Claude, Gemini and other MCP-compatible AI clients, so you can ask project questions in plain English.
Is there a free RuruPilot plan?
Yes. The free plan includes one plan, core plan management, a Plan on a Page view, shareable links and built-in AI chat. You can start without a credit card and upgrade when you need more plans or team features.
Our story
From a farm in New Zealand
RuruPilot takes its name from Raho Ruru — "home of the owl" — a farm in New Zealand where our co-founder grew up. In Māori, ruru is the native owl: a bird renowned for watching calmly in the dark, seeing clearly what others miss.
That's what we built. Not another tool that overwhelms you with features. A calm, clear view across your plans — so you always know what's actually happening, without the chaos.
RuruPilot is shaped by Alistair Hume, a PRINCE2- and CIMA-qualified project and programme practitioner with 13 years of experience across finance, data, systems and regulatory change.
"The ruru doesn't chase. It watches. It knows."
Pricing
Simple. Transparent.
Start free. Scale when you're ready.
Prices shown net — VAT added at checkout. EU businesses with a valid VAT ID are reverse-charged (0% VAT).
Free
€0/month
For getting started — one plan, just you.
- 1 plan
- Core plan management
- Plan on a Page view
- Shareable view links
- Ruru AI companion — create, edit & ask
Includes €1 of AI each month
Start freeMost popular
Starter
€10/monthplus VAT
For solo planners who need more depth.
- Up to 5 plans
- Exports (Excel & PDF)
- RAID log — risks, assumptions, issues, decisions
- Baselines & variance tracking
- Ruru AI companion — create, edit & ask
Includes €1 of AI each month
Start freeTeam
€29/user/monthplus VAT
For teams planning and delivering together.
- Everything in Starter
- Unlimited plans
- Add members — share & collaborate
- Advanced Ruru — reports + connect Claude/Gemini (MCP)
- Audit & change history
Includes €1 of AI per user each month
Start freeEnterprise
Custom
For large organisations with specific needs.
- Everything in Team
- SSO & SCIM
- On-premise / bring your own AI
- Dedicated support
- SLA & DPA
Custom AI allowance — or bring your own
Talk to us🔒SOC 2 Type II infrastructure🇪🇺Data hosted in the EU🔐Encrypted at rest & in transit✓GDPR compliant
Every plan includes Ruru and €1 of AI usage per user each month
Additional AI usage is purchased separately as credit top-ups — you only pay for what you use. Pay annually and get two months free. Enterprise customers can connect their own AI.