Knowledge Base/Admin / Staff Portal/Projects

Projects

Projects are the central hub that ties together tasks, invoices, contracts, proposals, timesheets, and expenses.

1. Viewing the Project List

  1. Click Projects in the left sidebar.
  2. The list shows project name, customer, status, start date, and due date.
  3. Use the search bar and status / customer filters to narrow the list.

2. Creating a New Project

  1. Click + Add Project.
  2. Fill in the form:
    • Project Name (required)
    • Customer (required) — select from your customer list
    • Start Date and Due Date
    • Status — Not Started, In Progress, On Hold, Cancelled, Finished
    • Billing Type — Fixed, Hourly, etc.
    • Description — optional notes about the project
  3. Under Team Members, assign one or more staff members.
  4. Toggle Send Email Notification to notify assignees.
  5. Click Save.

3. Editing a Project

  1. Open the project by clicking its name.
  2. Click the Edit button (pencil icon or Edit tab).
  3. Update the fields and click Save.

4. Duplicating a Project

  1. In the project list, click the Copy icon next to a project.
  2. A duplicate is created with the same settings.
  3. Rename and adjust the copy as needed.

5. Deleting a Project

  • Click the Delete icon on the project list row and confirm.
  • Bulk delete: check multiple projects → click Delete Selected → confirm.

6. Project Detail Tabs

Open a project to access all its linked data:

Overview / Info

General project details, description, customer, dates, and status.

Tasks

See Tasks for full task management. Within a project:

  • Click + Add Task to create a task scoped to this project.
  • Tasks show assignee, status, priority, and due date.
  • Click a task name to open it and add notes or log time.

Timesheets

  • Click + Log Time to record hours worked on this project.
  • Enter date, hours, description, and hourly rate.
  • View cumulative hours and billable amount.

Invoices

  • Click + Add Invoice to create an invoice linked to this project.
  • View all invoices associated with the project and their payment status.

Proposals

  • Click + Add Proposal to draft a proposal for this project.
  • View and manage existing proposals.

Contracts

  • Click + Add Contract to link a contract to this project.
  • View and manage existing contracts.

Expenses

  • Click + Add Expense to record an expense against this project.
  • View a summary of all project expenses.

Files

  • Upload and share project-related documents.
  • Toggle Visible to Client to make files available in the client portal.

Activity

  • An automatic log of all actions performed on this project.
  • Shows who did what and when (e.g. task created, invoice sent, comment added).

7. Project Permissions

  • When adding team members to a project, their access level is governed by their role permissions.
  • Go to Settings → Roles to configure what each role can see or do inside projects.

Tips

  • Use due dates to keep projects visible in dashboard summaries and calendar.
  • The Activity tab is useful for auditing who made changes to a project.
  • Link expenses and timesheets to projects to generate accurate billing at invoice time.