Creating a Master Planner for all Planners

The moderator's covered the main ground. Adding the angle nobody's said yet.

The reason Portfolios didn't feel right is probably not Portfolios. It's that you're trying to use one tool for two different jobs.

Plans are tactical. Who's doing what, by when, at task level. Filtering by label and priority makes sense, that's the day-to-day work.

A master view does a different job. Strategic. Which projects are on track, which are stuck, who owns each, what stage are they at. You don't need every task in it, you need one row per project.

What's worked for the SMEs I work with is a Microsoft List with five columns: Project, Stage (e.g. Discovery, In Flight, Review, Live), Owner, Target Date, RAG status. Each plan stays as-is. Owners update the List once a week, thirty seconds per project. Leadership gets a single filterable view, plans stay clean.

Mirroring every task across thirteen plans into one Planner is a sync problem nobody's solved well. Reporting on stage and status is a habit problem with a fifteen-minute setup. Different problem, much easier fix.

Thanks for the response! As of now I am working with Premium Planner and I tried portfolio, it isn't really something I am looking for, I prefer looking at the planner as is where we could filter tasks depending on labels, priority etc. Will there be something where planner can combine all planners and edit them through 1 master planner any time in the near future?

Dear @Eduardo Ramirez,

Good day, and thank you for clearly explaining your requirements. I understand that you’re aiming to achieve a true two‑way sync between multiple Planner plans and a master consolidated view. From my research, this is a very common need in Teams environments with multiple sub‑channels. However, true two‑way synchronization between multiple basic Planner plans is not natively supported in Microsoft Planner today. Your current one‑way Power Automate flow is the standard workaround. A full two‑way sync becomes significantly more complex because:

• Planner does not provide reliable update triggers for every field change.
• You must maintain strict task ID mapping (for example, storing original task IDs in notes or custom fields) to prevent duplicates or sync loops.
• Conflict handling is difficult (for example, determining which change should take priority when a task is edited in two places).
• Most implementations require multiple flows per direction (create, update, delete), plus scheduled reconciliation logic.

Here are a few options you can consider:

Option 1: Planner Portfolios (Best option if available)

Microsoft introduced Portfolios as the official way to get a consolidated view across multiple plans.

• It gives you a single dashboard showing tasks, progress, milestones, etc., from many plans.
• Works directly inside the Planner app in Teams/web.
• Supports most fields you mentioned (assignee, priority, labels, buckets, due dates, etc.).

Portfolios only work with Premium plans (requires a Project/Planner Plan 3 or higher license). Your 13 sub-channel planners are almost certainly basic plans, so they are not supported in Portfolios.

If your organization can upgrade the relevant plans (or the master one) to Premium, this is by far the cleanest solution, no custom flows needed.

For references:

Manage multiple plans with portfolios in Microsoft Planner - Microsoft Support

Compare All Planner Options and Prices | Microsoft Planner

Option 2: Recommended architecture for larger environments

Switch the Master Planner to be a view rather than the source of truth. Use a SharePoint List (or Microsoft List) in the main General channel as your single source of truth. Then:

• Power Automate can sync changes both ways between the List and each sub-planner (much more reliable than Planner-to-Planner).
• You get full reporting, filtering, and views.
• Users can continue working in their familiar Planner boards

This is the pattern most organizations with 10+ planners eventually adopt.

Quick start if you want to try SharePoint List route

In your main Teams channel > Add a tab > Lists > Create a new list with columns matching your Planner fields (Title, Assigned To, Priority, Labels, Bucket, Due Date, etc.).

Add a few Power Automate flows:

• When a task is created/updated in any sub-planner > create/update item in the Master List.
• When an item is created/updated in the Master List > create/update the corresponding task in the correct sub-planner (use a “Plan ID” or “Source Plan” column to route it).

For detailed flow design and optimization, I recommend posting a dedicated question in the Microsoft Power Platform Community Forum Thread. This specialized community is a hub for automation experts. Beyond standard troubleshooting, the forum provides access to a wide range of community‑tested templates and in‑depth technical documentation that address complex scenarios. As you refine your workflow, participating in this community is an excellent opportunity to strengthen your technical skills and learn from MVPs who work on these exact use cases every day.

I hope this information helps clarify the situation and provides you with workable solutions. Should you have any further questions or need additional assistance, please don’t hesitate to reach out. I’m always happy to help. Have a wonderful day!

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".  

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.