Creating a project
All a project needs is a name and the client it's for. Everything else, from the booking to the gallery, can come later.
From the Projects page
- Go to Projects → All projects.
- Choose New project.
- Type a Name.
- Pick the Primary contact, or choose Add contact to create someone new.
- Pick a Stage and a Project type if you like.
- Add a Description if it helps.
- Choose Create project.
The project opens, ready for you to add records. New projects start in your first stage unless you pick another.
Two shortcuts open the same window. Hover All projects in the sidebar and choose New project, or choose the + at the top of a board column to start the project in that stage.
Choosing the primary contact
The primary contact is the person who hired you: the couple, the parent, the marketing manager. It can't be changed after you create the project, so take a second to pick the right one.
Everyone else involved, like a second partner, a planner or an agency producer, goes under the project's people afterwards. See Adding people to a project.
If you do pick the wrong person, create a new project with the right contact, then remove the records from the old one and add them to the new one.
From a booking, proposal or message
When the work already exists, start the project from it.
- Open the booking or proposal and choose More actions (three dots).
- Choose Add to project.
- Open the Project list and choose Create new project.
- Fill in the project and choose Create project.
- Choose Add to project.
The same steps work from an invoice, contract, questionnaire, gallery or message thread. When the record has a contact, they're already picked as the primary contact, and you can change it before you create. A gallery shared with several contacts starts with the first one.
If you close the window without adding, the new project is still there, just empty.
While you create a booking or document
The new booking, proposal, invoice, contract and questionnaire forms all have a Project field. Open it and choose New project to make one without leaving the form. What you've already typed stays put.
This shorter version asks for the name, primary contact and description. The project starts in your first stage, and you can set its type afterwards.
Naming projects
Client plus job works well, because you'll see it on the board and in every Project list: Ellis and Morgan wedding, Okafor family 2027, Acme spring catalog. Adding the year helps with families who come back every season.
Changing the details later
- Open the project and choose Edit.
- Change the Name, Project type or Description.
- Choose Save.
Change the stage from the stage list at the top of the project page instead. See Everything on a project page.
Frequently asked questions
Can I change a project's primary contact?
No. It's fixed once the project exists. Add the other person under the project's people, or create a new project with the right contact and move the records across.
Does a project need a booking?
No. A project can start empty and stay that way until you're ready. That's handy for a commercial client you're still quoting, where the booking comes later.
Can I create a project from an inquiry?
No. Inquiries stay outside projects. Turn the inquiry into a booking first, then add the booking to a project, and the booking's documents come with it. Questionnaires you sent from the inquiry stay with the inquiry, so add those separately.
Can two projects have the same name?
Yes. The Add to project list shows each project's contact and type under its name, so you can tell them apart.