Creating Projects

Set up new projects to organize work, track progress, and collaborate with your team.

What are Projects?

Projects are containers for related work. Each project can have:

• Tasks: Individual work items
• Task Lists: Organize tasks into sections/phases
• Team Members: Assigned collaborators
• Timeline: Start and due dates
• Budget: Project budget and costs
• Status: Active, on hold, completed, cancelled

Creating a Project

Quick Create

1. Go to Projects
2. Click "New Project" button
3. Fill in project details
4. Save

Required Fields

• Name: Project title
• Status: Project status (defaults to "Active")

Optional Fields

Basic Information:

• Description: What the project involves
• Client: Link to CRM contact or company
• Manager: Project manager/owner
• Start Date: When project begins
• Due Date: Project deadline
• Budget: Project budget (hours or dollars)

Visual:

• Color: Project color (for visual organization)
• Icon: Project icon

Settings:

• Progress Tracking: Enable progress percentage
• Time Tracking: Enable time logging
• Custom Fields: Your custom project fields

Project Setup Steps

1. Basic Information

Fill in:

• Project Name: Clear, descriptive name
• Description: Project overview and goals
• Client: Link to company/contact (if client project)
• Manager: Assign project owner

2. Timeline

Set dates:

• Start Date: When work begins
• Due Date: Project deadline
• Milestones: Key dates (if applicable)

3. Team Members

Add collaborators:

1. Find "Team Members" section
2. Click "Add Team Member"
3. Select user
4. Assign role (if applicable)
5. Save

Team Roles:

• Manager: Project owner
• Member: Team member
• Viewer: Read-only access

4. Task Lists

Organize work into sections:

1. Go to project detail view
2. Click "Add Task List" or "New Section"
3. Name the list (e.g., "Planning", "Development", "Testing")
4. Add tasks to list

Common Task Lists:

• Planning
• Design
• Development
• Testing
• Deployment
• Support

5. Initial Tasks

Add first tasks:

1. Go to project
2. Click "Add Task"
3. Fill in task details
4. Assign to team member
5. Set due date
6. Save

Project Statuses

Active

Project is in progress:

• Work is ongoing
• Tasks being completed
• Team actively working
• Default status for new projects

On Hold

Project temporarily paused:

• Work stopped temporarily
• Can resume later
• Tasks remain but not active
• Use when waiting on client/approval

Completed

Project finished:

• All work done
• Tasks completed
• Project archived
• Can still view for reference

Cancelled

Project cancelled:

• Work stopped permanently
• Tasks can be cancelled
• Project archived
• Use when project no longer needed

Linking to CRM

Link to Company

1. When creating project, select "Company"
2. Choose company from dropdown
3. Project linked to company
4. View all projects for company in CRM

Link to Contact

1. Select "Contact" field
2. Choose contact
3. Project linked to contact
4. See projects in contact record

Benefits:

• See all projects for client in one place
• Track project history per client
• Create invoices from projects
• Link bookings to projects

Project Templates

Save time with templates:

1. Create project with common structure
2. Add standard task lists
3. Add common tasks
4. Click "Save as Template"
5. Name template
6. Use for future projects

Template Uses:

• Standard project structure
• Common task lists
• Recurring project types
• Client-specific templates

Duplicating Projects

Create similar projects quickly:

1. Open existing project
2. Click "Duplicate"
3. New project created with:

• Same task lists
• Same tasks (optional)
• Same team members (optional)

4. Edit as needed
5. Save

Use Cases:

• Similar projects for different clients
• Recurring project types
• Project variations

Viewing Projects

Project List

View all projects:

• Grid View: Visual cards
• List View: Table format
• Kanban View: Status columns (if available)
• Gantt View: Timeline view (if available)

Filters

Filter projects by:

• Status: Active, on hold, completed, cancelled
• Client: Filter by company/contact
• Manager: Filter by project manager
• Date Range: Filter by start/due date
• Search: Search by name, description

Project Detail

Click project name to view:

• Overview: Project information and stats
• Tasks: All tasks organized by list
• Team: Team members
• Timeline: Project timeline
• Files: Attached files
• Activities: Project history

Best Practices

1. Clear Names: Use descriptive project names
2. Set Deadlines: Always set due dates
3. Link to Clients: Link to CRM for tracking
4. Organize Tasks: Use task lists to organize work
5. Assign Ownership: Every project needs a manager
6. Track Progress: Update status regularly
7. Use Templates: Save time with templates
8. Communicate: Keep team informed

Common Scenarios

Client Project

Setup:

1. Create project
2. Link to client company
3. Add client contact
4. Set timeline
5. Add team members
6. Create task lists
7. Add initial tasks

Internal Project

Setup:

1. Create project
2. No client link needed
3. Assign internal team
4. Set internal deadline
5. Organize work into phases
6. Track progress

Recurring Project Type

Setup:

1. Create first project
2. Complete project
3. Save as template
4. Use template for next project
5. Adjust as needed

Troubleshooting

Can't create project?

• Verify Projects module is active
• Check required fields filled
• Try refreshing page
• Check permissions

Tasks not showing?

• Verify task lists created
• Check tasks are in lists
• Verify filters not hiding tasks
• Refresh page

Team members not appearing?

• Verify users exist
• Check user has access to tenant
• Verify project permissions
• Try re-adding member

For more help, see Common Issues.

Next Steps

• Task Management - Create and organize tasks
• Project Collaboration - Work with your team
• CRM Overview - Link projects to clients

Updated on: 13/03/2026