Tutorial: Creating Your First Project

This tutorial walks you through creating a construction project, setting its location on the map, linking the organisations involved, and preparing it for your team to start working. By the end, you will have a project ready for templates, reports, and issue tracking.

🚀 Let's go!

This tutorial assumes you have already set up your organisation. If you have not created and verified an organisation yet, do that first — you will need it to be the document admin on your project.

Step 1: Create the Project

1. Click Projects in the sidebar navigation
2. Click the Create Project button
3. Fill in the basic details:
   • Name — a clear, descriptive title (e.g., "42 Smith Street — Residential Build")
   • Project type — the type of work (e.g., "Residential", "Commercial Fitout")
   • Description — a brief summary of the project scope
4. Add the site address — street, city, state, postcode, country
5. Click Create

💡 Tip

Keep the project name short but descriptive. Many teams use the site address plus a brief label (e.g., "15 Park Ave — Unit 3 Renovation"). This makes projects easy to identify in lists and search results.

You will be taken to the project's detail page. From here, we will continue setting it up.

Step 2: Set the Project Location on the Map

The project's site address is useful for postal purposes, but the map pin shows exactly where the project is located. This is especially helpful for field teams using the mobile app.

1. On the project detail page, find the Location card
2. The map shows a default view — click on the map to place a pin at your site location
3. Zoom in to street level for better accuracy
4. Drag the pin to fine-tune its position
5. The location saves automatically

🚀 Let's go!

Zoom in as far as you can before placing the pin. On residential projects, try to pin the actual lot — not the street. On commercial sites, pin the main entrance or site office. Your team will see this pin when they use the mobile app's map view to navigate between jobs.

Step 3: Add Your Organisation to the Project

Now link your organisation to the project with a role:

1. Navigate to the Organisations tab on the project detail page
2. Click Add Organisation
3. Search for your organisation by name
4. Enter the role — e.g., "Head Contractor"
5. Click Add

Your organisation now appears in the project's organisation list with the role you specified.

💡 Tip

Use a descriptive role that matches your contract relationship. Instead of just "Contractor", use "Head Contractor" or "Main Contractor" to be specific. If your company fills multiple roles, choose the primary one.

Step 4: Set the Document Admin

If your organisation is verified, set it as the project's document admin:

1. Stay on the Organisations tab
2. Click Set Document Admin
3. Select your organisation from the list of verified organisations
4. Confirm the selection

The document admin badge appears next to your organisation, indicating it controls document numbering for this project.

🚀 Let's go!

If your organisation's verification is still pending, you can skip this step for now. The project creator acts as the implicit document controller in the meantime. Come back and set the document admin once verification is approved.

Step 5: Add Other Organisations

If other companies are involved in your project, add them now:

1. Click Add Organisation again
2. Search for each organisation — they must already exist on Pasco Cloud
3. Enter their role (e.g., "Subcontractor — Electrical", "Consultant — Structural Engineer")
4. Click Add

Repeat for each organisation involved in the project. You can always add more later as the project progresses and new companies come on board.

ℹ️ Did you know?

The organisations you add here do not need to be verified — verification is only required for the document admin role. Adding unverified organisations is fine for documenting project involvement.

Step 6: Invite Project Members

Add the key people who will work on this project directly:

1. Go to the Members tab
2. Click Add Member
3. Search for the person by name or email
4. Choose their role:
   • Admin — can manage project settings, members, and organisations
   • Member — can view project details and create reports, issues, and tasks
5. Click Add

💡 Tip

You do not need to add every person from every organisation as a direct project member. Team members get visibility into the project through their organisation's linked group. Direct membership is best for key project personnel who need admin access or who are not part of a linked organisation.

Step 7: Add Additional Details (Optional)

Back on the Overview tab, click Edit to fill in any remaining details:

• Project reference — your internal project number
• External reference — a client's reference number or contract number
• Budget — the project value
• Start and end dates — the planned timeline

These fields are optional but useful for keeping your project information complete and searchable.

Step 8: Explore the Project Detail Page

Take a moment to explore what is available on your project:

• Overview — project details, location map, document admin, and quick stats
• Members — the people working on the project
• Organisations — the companies involved and their roles

As you start creating templates, reports, issues, and tasks, they will appear in context on the project — giving you a single place to see everything happening on the job.

🚀 Let's go!

Your project is set up and ready to go. The next step is to build an inspection template so your team can start creating reports. Head to the template builder tutorial to create your first template.

What's Next?

1. Build your first template — create a digital inspection form for this project
2. Invite your team — add more people and learn about groups and sharing
3. Complete your first report — put your template to use