Run a project
Use the project page to see where work stands, manage the team, post status updates and plan milestones.
A project keeps a client's tasks, team, files, time and money together, so anyone can open it and see where the work stands.
Find your projects
Open Productivity › Projects. Switch between List, Kanban (cards by status) and Timeline (projects across their dates). Use Filter and Columns to focus the list, and Views to save a setup you use often. Select a project to open it.
On Kanban, use Group to show columns by Status or Category. Drag a card to another column to change its status or category. The page link keeps your choice, so a saved or shared link opens the same board.
Inside a project
The header shows the project's status, its health from the latest status update, the lead and the dates, with buttons to add a task, edit the project, generate an invoice and more. The tabs are:
- Overview: the Status card, progress, budget, tasks that need attention, and the Details panel with client sharing and recurring work.
- List, Board, Timeline and Calendar: the project's tasks. See Tasks.
- Milestones: delivery checkpoints.
- Team: teammates and clients on the project, plus Workload.
- Money: time, billing and profit, for people with finance access. See Time and billing on a project.
- Files: the project's files, and client files you add. See Project files.
- Notes: notes for the team about the project.
Post a status update
- On the Overview tab, find the Status card and select Post update.
- Choose the Project health: On track, At risk or Off track.
- Under What changed, write what moved, what is next and what is blocking.
- Select Share update.
You're done when the update tops the Status card and the health in the project header matches it. Older updates are kept under earlier updates.
Add people to the team
- Open the Team tab and select Add member.
- Choose a teammate or, under Clients, a client contact.
- Pick a role and, for teammates, an optional billable rate for this project.
Adding a client shares the project with them, but they only see the tasks you share. See Share project work with clients.
Plan milestones
Open the Milestones tab to add checkpoints such as Design approved or Launch, each with a due date and status. Milestones also show on the project's Timeline tab. Update a milestone's date when it moves, rather than deleting it: select the pencil icon to open Edit milestone. People who can't manage the project see milestones without the edit controls.
Project files
On the Files tab, select a file's name, or its preview button, to open images, PDFs and text files in a preview panel without downloading them. Clients get the same preview in their portal for files you share with them.
If the project is linked to a client account, you can bring in files saved on that account, such as a brand guide or a signed agreement, without uploading them again:
- Select Add client files.
- Tick the files this project needs, or Select all.
- Select Add.
The files show with the project's own, marked From and the account's name. They stay on the account and aren't copied, so the project's team can open them here even without CRM access. Added client files are kept to your team and don't show in the client portal.
To take one off the project, select its unlink button and then Remove. The file stays on the account, and you can add it again any time. Only people who manage projects and can see CRM records can add client files.
Close out a project
Before you set the status to Completed with Edit project: finish or move the remaining tasks, make sure timesheets are approved, bill anything still Ready to bill on the Money tab, turn off recurring work you no longer need, and post a last status update.
Good to know
- Project statuses are Planning, Active, On Hold, Completed and Cancelled. Health is separate and comes from status updates.
- Budgets, spend and rates are only shown to people with finance access.
- A Private project is visible only to its lead and members, and the workspace owner. See Create a project.