Managing Projects

This page covers the practical side of working with projects — creating a new project, editing its details, managing members, setting the project location on a map, and tracking project status.

Creating a Project

Navigate to Projects in the sidebar and click Create Project. Fill in the project details:

• Name (required) — a clear title for the project (e.g., "42 Smith Street — Residential Build")
• Description — scope and summary of the project
• Project type — freeform text describing the work type (e.g., "Residential", "Commercial Fitout")
• Project reference — your internal reference number
• External reference — a reference from another system (e.g., a client's project number)
• Budget — the project value and currency
• Address — the site address (street, city, state, postcode, country)
• Start date and end date — the planned project timeline

💡 Tip

You do not need to fill in every field to create a project. The name is the only required field — you can add the rest of the details later. It is often easier to create the project first and then fill in details as they become available.

After creating the project, you will be taken to its detail page where you can set the map location, link organisations, and invite team members.

The Project Detail Page

The project detail page is organised into tabs:

Overview Tab

The Overview tab shows your project at a glance:

• Project logo — click to upload or change (follows the same image editor as organisation logos)
• Status badge — colour-coded current status with the ability to change it
• Project details — name, type, description, references, budget, dates
• Location card — site address and an interactive map showing the project pin
• Document admin card — the verified organisation controlling document numbering, or the project creator as fallback
• Quick stats — report count, open issue count, active task count, linked organisations

Members Tab

View and manage the people who have direct access to the project. Add or remove members and change roles.

Organisations Tab

View and manage the organisations linked to this project, each with their role. Set the document admin from this tab.

Setting the Project Location

The project's map location is separate from its address. The address is the site's postal address, while the map location is the GPS pin showing exactly where the project is on a map.

To set or update the map location:

1. Go to the project detail page
2. Find the Location card on the Overview tab
3. Click on the map to place a pin — zoom in to street level for accuracy
4. Drag the pin to adjust its position
5. The location saves automatically

The map pin appears on the project detail page and in map views across the platform (including the mobile app's project map view).

💡 Tip

Setting an accurate map location is especially useful for projects with multiple sites or when your team uses the mobile app's map view to navigate between jobs. A well-placed pin saves time in the field.

Editing Project Details

Project admins can edit any field on the project profile. Click the Edit button on the Overview tab to update:

• Name, description, and project type
• Reference numbers
• Budget value and currency
• Address
• Start and end dates

Changes are saved immediately and visible to all project members.

Managing Project Status

To change a project's status, click the status badge on the project detail page and select the new status. You can move between any status at any time:

• Pending → Active — when work begins
• Active → On Hold — when work is paused
• On Hold → Active — when work resumes
• Active → Completed — when work is finished
• Completed → Archived — when the project is closed out

ℹ️ Did you know?

Archiving a project hides it from the default project list to reduce clutter, but all data is preserved. You can find archived projects by enabling the archive filter on the projects list page.

Managing Members

Project members are the people with direct access to the project. Each member has a role:

Adding Members

1. Go to the Members tab
2. Click Add Member
3. Search for the user by name or email
4. Select their role (Admin or Member)
5. Click Add

Removing Members

Click the remove button next to a member's name. They will lose direct project access, though they may still have visibility through their organisation's linked group.

⚠️ Watch out!

You cannot remove the last admin from a project. If you need to leave a project you administer, promote another member to admin first.

Project Logo

Projects can have a logo or image that appears in the project list and on the detail page. Click the logo area to upload an image — the editor lets you crop it to the right format before saving.

This is useful for distinguishing projects at a glance, especially if you manage many active jobs. Some teams use a photo of the site, a client's logo, or a project identifier image.

Favouriting Projects

Click the star icon on any project to add it to your favourites. Favourited projects are marked in the project list, making it easy to find the jobs you work on most frequently.

Filtering and Searching Projects

The projects list page supports:

• Search — find projects by name or reference
• Status filter — show only projects with a specific status
• Archive toggle — include or exclude archived projects
• Pagination — navigate through large project lists

What's Next?

• Link organisations to your project — add the companies involved and set a document admin
• Invite team members — add people who will work on this project
• Build templates — create inspection forms for this project
• Start creating reports — begin documenting your inspections