Projects & timelines

Projects contain a client’s delivery plan, tasks, files, and conversations. Provider admins and provider team members can create and manage them. Client users follow shared work and request tasks.

Before creating a project

Create the client first. The workspace must be writable, the client must have room under its project limit, and an active-project slot must be available. Non-Active projects still count toward the per-client project limit.

Create a project

1. Open Projects → New project.
2. Enter Project name and select Client.
3. Choose Engagement type: SOW for a dated engagement or Retainer for monthly cycles and internal time tracking.
4. Choose a Phase template, or keep the default structure.
5. Set Start date and Delivery date. Delivery date is required for SOW and optional for Retainer; it cannot be earlier than the start.
6. Choose Create project.

The new project begins Active and occupies one active-project slot. Its permanent deletion deadline is 90 days after creation, regardless of the planned delivery date.

Read the project views

• Timeline: see committed work over time. Group By phase, By owner, or Milestones. Use Previous four weeks, Today, and Next four weeks to navigate.
• Tasks: review work as a list and open a task for its details.
• Files: upload and download project documents and task attachments.
• Retainer: provider-only cycles and time entries on Retainer projects.
• Details: project information, status, and archive download.

Requested work is not committed delivery until accepted, so it stays out of the committed timeline and progress. Mobile timeline layouts emphasize tasks rather than reproducing the full desktop chart.

Open a task to see Delivery impact, Waiting on, and Holds up. Dates do not automatically reschedule downstream tasks when dependencies change.

Understand progress and health

Progress is completed committed tasks divided by all committed tasks. Pending and declined requests are excluded. Overdue work is unfinished committed work whose due date is before the current UTC date.

Health is At risk when work is overdue, Needs attention when work is blocked, and otherwise On track. The information shown respects the viewer’s access; a client cannot inspect internal provider work.

Make a project inactive or complete

1. Open Details.
2. In Status, choose Inactive or Completed.
3. Select Save project details.

Both states freeze project editing and free its occupied active slot. Viewing and downloads remain available until the original deletion deadline. The current status menu offers Active, Inactive, and Completed; it does not have a separate Archive project button.

Archiving or completing does not reduce purchased capacity or invoices. It also does not free the structural project-per-client allowance. A provider admin can explicitly reduce purchased slots in billing if appropriate.

Reactivate and preserve work

Set Status to Active and choose Save project details when the workspace is writable and capacity is available. A billing review may be needed if capacity must increase. A legacy Paused project is also frozen even though Paused is not an option in the current menu.

Check Download before [date/time] and use Download project archive · History + files before the deadline. Reactivation, payment, and changing dates cannot extend retention.