PROJECTS: Projects
What is a Project?
A Project is an organized plan to achieve a business objective. Projects have an end goal that you can track completion on which can optionally be broken down into Tasks.
Every Project requires a Client. As a staple feature of the platform, there are many settings related to Projects, including just how much involvement you would like the Client to have in the Project.
CLICK HERE to learn about Project Settings
TIP: If your Project isn't related to a Client you can use a "dummy client" in place of a real one.
How do I create a Project?
To get started, navigate to Projects > Projects and click the +Add Project button.
Basic Info
From this page, you have a series of fields and options to create your Project.
Project Name: The title of the Project, which can be seen by all users assigned, including Clients.
Status: You can choose from a list of default Statuses from the dropdown menu, or you can create your own with Content Categories.
CLICK HERE to learn about Content Categories
Project Start Date: An optional field, if you would like to set an official start date for reference.
Estimated Completion Date: An optional field, your best assessment of a completion date.
Target Time: An optional time of day to be used in conjunction with the Estimated Completion Date. You can choose a time from the dropdown menu, in increments of 30 minutes.
Project Information (Visible only to staff): A description of the Project which will NOT be visible to the Client.
Project Information (Visible only to Client): Information for the Client to see, and NOT your Staff.
Client Assignment
A Client is required for every Project that is created. You can also quickly create a new Client by clicking the +Add Client button.
CLICK HERE to learn about creating a Client
You can also assign Secondary Clients who will have limited access to the Project.
CLICK HERE to learn about Secondary Clients
Project Assignments
Assign at least one Teammate (single Staff Member) or Team (group of multiple Staff Members) to the Project through the dropdown menu.
You can also assign a user as the Project Leader. The Project Leader will handle all Task Approvals/Completions within the Project.
Only a Super Admin, Admin, or Project Manager can be assigned as Project Leader.
If these fields are left blank, the user who is creating the Project will be assigned, and will also be designated the Project Leader.
TIP: You as a user (that you are logged in as) will not appear as an option in the dropdown menu, as you will automatically be assigned to the Project you create.
Task/Phase Generation
You can choose to apply a Task Template to the Project during creation. This will generate predefined Tasks and Phases.
By default, the due dates for the Tasks and Phases generated from a Task Template will be based on the creation date of the Project. You can instead use the Date Picker to select a different Based on Date.
CLICK HERE to learn about Task Templates
Project Economics
Choose a Business Sector you have created in Project Settings. A Business Sector is a classification that you can customize.
CLICK HERE to learn about Business Sectors
You can also specify an estimated value of the Project by inputting a number in the field and choosing your currency from the dropdown menu.
If you want to calculate the value of the Project based on time spent, check the respective box. Before marking a Task as Complete, the assignee will be required to input the time spent.
Project Automations
By default, the Project will not automatically be set to Complete when all Tasks are Complete, and vice-versa. Here you can enable this logic.
How do I manage Projects?
Once a project is active it will the details on the Project Screen. You can then click the three dots next on the project line to use any of the following options:
Where do I see a Project's Phases on the Projects list?
Every Project on the Projects list shows its Phases on the details line, after the Client and the due date, each written as Phase Name - Status. The work still in progress comes first, so what is happening now is what you see at a glance.
A row shows two Phases. When a Project has more, a +N follows them. Click +N to open a Project Phases panel listing every active Phase of that Project with its status, without leaving the page or opening the Project. The panel is view-only, and on a phone it fills the screen.
TIP: The status wording is exactly what the Project's Phases tab shows, your own custom statuses included. A Phase with no status shows just its name, and a Project with no active Phases simply shows no Phase line at all.
How do I filter the list by Phase?
Two Phase filters sit with the Projects list's other filters, just under Status.
Phase Name: Start typing and pick from the suggestions, which are drawn from your own Projects. It ignores capitalisation, and you can pick several names.
Phase Status: Pick from your account's Phase statuses, your custom ones included, and again you can pick several.
Both combine with every other filter on the list and with search. When you set a Phase Name and a Phase Status together, a Project matches only when a single one of its Phases carries one of the picked names and one of the picked statuses, so you find exactly the work you mean rather than every Project that happens to have both somewhere.
IMPORTANT: Both Phase filters are kept in your saved filter sets, so saving a view stores the Phase Names and statuses you picked, and loading it restores them exactly.
Who can see Phases on the list?
The Phase line, the +N panel and both Phase filters appear only for people who can already open a Project's Phases tab. Everyone else sees the Projects list exactly as before. You also only ever see Phases for the Projects you can already see, so being able to view Phases never widens which Projects you can reach.
CLICK HERE to learn more about Project Phases.