Run a project

Each project has controls beyond its task board: milestones to track delivery, templates to reuse a setup, a visibility setting that decides who sees the work, stage automations that message your customer, and a profitability view of logged cost against billed revenue. This page covers each one.

Track milestones

1. Open the project's settings and turn on Milestones.
2. Add a milestone with a name and a target date, such as "Design signed off" or "Go live".
3. Link tasks to the milestone so you see what remains before it.

The project shows which milestones are reached and which are late.

Reuse project templates

Set up a project once with its stages, tasks, and milestones, then mark it as a template. When you start similar work, create a new project from that template. The stages and task structure copy over, so you skip the setup each time.

Control who sees a project

Open the project settings and set its visibility. There are four options:

• Invited internal users — only the colleagues you invite to the project.
• Invited internal and portal users — invited colleagues, plus the clients you invite through the portal.
• All internal users — everyone on your team.
• All internal users and invited portal users — your whole team, plus the clients you invite through the portal.

Invited followers get updates from the project's discussion thread. The two portal options show the project to clients in your client portal, which keeps client work visible to the client and separate from internal projects.

Message customers automatically from a stage

A board column can send a message when a card enters it. Put an email template, an SMS template, or both on the stage; when a task moves into that column, the customer set on the task gets the message. Use it for hand-offs like "your order is in production" or "ready for review".

Three things to know:

• The recipient is the customer on the task. No customer means no email; no phone number means no text.
• Text messages go out only after Calls & SMS is set up for your workspace.
• Sending is not delivery. When it matters, check the message's status on the task.

See basic profitability

Turn on Timesheets for the project. As your team logs hours, the project records the cost of that time. When the work is billable, it also records revenue. Open the project to see logged cost against billed amounts — a per-project profitability view.

Archive finished projects instead of deleting them

Archiving a project or task takes it out of view and keeps the record; you can restore it any time. Deleting is permanent, and deleting a task removes its sub-tasks with it. Archive when the work is done; delete only what was created by mistake.

Related

• Projects overview
• Tasks & stages
• Bill recorded time
• Your client portal