Projects
Projects are the heart of Project.co 's structure. A project is a container for each piece of work or thing you want to do. In Project.co everything must be attached to a project.
Table of contents
Table of contents
What is a project
Branding each project
Project image
Cover image
Project status
Project dates
Project privacy
Adding groups
Adding people
Inviting Creators
Inviting Collaborators
Project notifications
Removing people from a project
Project description
Project tools
Deleting a project
Duplicating a project
Converting a project to a template
Project level custom fields
Mark a project as complete
What is a project
A project is a modular container for a piece of work. For example:
We recommend creating projects for every piece of work you want to track, chat about and manage individually.
For example creating a project for "Q2 Work" might be better separated into "Homepage Explainer Video", "Customer Survey" and "XYZ Brand Partnership" so that you can invite different people to each project, create tasks specific to each project, chat and manage each project separately.
Once created you can invite the right people to each project so they can access it and collaborate with you.
Then, add tools to each project based on what you'll need to get the job done. You might start with tasks, add a note, then a discussion. You can also embed the other tools you use such as videos, Google collaborative docs and more. It's up to you!! Projects can be simple or complex based on your needs for each project you create.
Branding each project
At the top of each project you can add a project image, which is the small square image above the project name. And, a cover image, which is the wide image. Together these images help you brand the project so it reflects the piece of work you're doing.
Project image
The project image is the square image. This image shows above the project title on the project dashboard but it also shows on the project views so you can identify your project. For this reason it can be useful to use something like the client logo or the group image as your project image so it's relevant to the project.
When you add/edit your project image you have the following options:
Group - This lets you choose a group and the group image will be used as the project image. This can be great if you want to use your client or team group image as the project image.
Upload - This lets you upload an image to be used as the project image. The ideal upload size is 160px x 160px.
Emoji - This lets you choose an emoji to use as the project image.
Unsplash - This lets you search for and choose an image from Unsplash, a free image gallery.
Homepage - Enter the URL of the website or business and we'll pull their logo for you to use as your project image.
URL - Specify the location of an image online. The ideal project image size is 160px x 160px.
Cover image
The cover image is a wide image that covers the width of the project dashboard. This image is great for giving some colour, relevance and branding to your projects.
When you add/edit your cover image you have the following options:
Upload - This lets you upload an image to be used as the cover image. The ideal upload size is 1200px wide x 150px high.
Unsplash - This lets you search for and choose an image from Unsplash, a free image gallery.
URL - Specify the location of an image online. The ideal cover image size is 1200px wide x 150px high.
Project status
Project status is your workflow for the project. This defines which stage your project is at.
Simply click the project status chip to view your available project statuses and choose a new project status.
You can specify your own project statuses by going to account settings > project statuses. See more about that here: Project Status (account level)
Project dates
Every project has four date values:
Created - This is the date the project was created. It is a system generated date and can't be edited.
Started - This is a start date that is set by you. It will be created automatically when you start a project but it can be edited by you. Typically you can use this date to specify when a project starts. This date is optional and does not need to be set. If it is set then it will be used in calendar and scheduler views to show the start date of the project.
Deadline - This date is specified by you. It is not set by the system automatically. It is a date you define based on the deadline or the due date of the project. This date is optional and does not need to be set. If it is set then it will be used in calendar and scheduler views to show the end date of the project.
Completed - This is the date the project is marked as completed. This date is set automatically by the system when your project is marked as completed. However, it can be edited by you when your mark project as completed.
Project privacy
The project privacy is used to determine who can see and access the project.
A project can have one of three privacy settings:
Account - With this setting the project will be visible to all people with a Creator role within your account. It will only be visible to people with a Collaborator role if they are invited to the project. This privacy setting can be useful for projects you want to be visible to your entire internal team but only to invited collaborators.
Project - With this setting the project will only be visible to people who are invited to the project irrespective of what role type they have. Even Creator Admins or account owners will only be able to see this project if they have been invited to it.
Private - With this setting the project will only be visible to you and no other users will be able to see it. And, you won't be able to invite other people to it until you change the privacy setting.
Adding groups
Groups can be added to a project so that you can filter, sort and group your projects by group.
Adding groups to projects does not invite all people from that group. Instead, it is simply a way to see which groups are working on a particular project.
For example, if you add the "Design" group to the project, you would then be able to filter, sort and group all projects by the Design group to see which projects the Design group has been added to.
Or, you might add the group "Client A" to a project. This way you could go to your projects list and filter the list to just show projects that have Client A added and you'd see a list of projects that Client A is part of.
Adding people
When you add people to a project they will receive an invitation in-app and by email. This notifies them that they have been invited to the project so they can go to the project review the information and start collaborating.
On the project dashboard, inviting people is split into the 2 user roles; Creators and Collaborators. Creators are typically people on your team and collaborators are typically clients, freelancers or small contributed to a project. We separate people by role on the project dashboard so you can clearly see who and what type of people are involved in each project.
Inviting Creators
To invite a Creator, click "+ Add/Remove Creators" and then search for or choose the person or people you want to invite from the drop down menu. When you have chosen the correct people click on "Invite".
Inviting Collaborators
To invite a Collaborator, click "+ Add/Remove Collaborators" and then search for or choose the person or people you want to invite from the drop down menu. When you have chosen the correct people click on "Invite".
Project notifications
You can decide the notification settings for each person using the options button next to their name.
All notifications - Will send people a notification for any discussion comment on a project.
@mentions only - Will send people a notification only if they are mentioned in a comment.
Notifications off - Will turn peoples notifications off for this project.
Removing people from a project
You can remove people from a project by opening the "+ Add/Remove People" popup from the project dashboard and then click the options button next to their name and choose "Remove from project".
Project description
The project description is a simple but extremely powerful space to include information about the project.
You can type, format, insert image, tables, embed other tools and more. Simply type your text and highlight it to see the bubble menu, this lets you format text and convert it to other stylised items.
You can also type / anywhere to open the slash command menu to see the full power of the description section.
The project description has the same features as the notes tool. So, for more information about the functionality see: Notes
Project tools
Project tools is where the real power of projects lie.
Project tools are self contained areas that let you do things within projects. Tool examples include discussion for real time conversations, tasks to manage the things that need to be done on the project, files to upload and organise files on the project, payments to take payments as projects progress and much more.
Deleting a project
To delete a project navigate to the project you want to delete and from the footer of the project dashboard click on the "Delete" button.
You will then be shown a popup asking you if you're sure you want to delete the project:
If you click "Delete" then the project will be deleted along with all date and can't be recovered.
Duplicating a project
To duplicate a project navigate to the project you want to duplicate and from the footer of the project dashboard click on the "Duplicate" button.
When you do this a new project will be created with all the same data as the project you duplicated and you'll be sent to the new project dashboard. So you know which project is the duplicate, the new project will have the word "copy" in the project name.
When you duplicate a project, all data will be copied along with the project except:
The discussion comments.
Task discussion comments.
Payments.
Actual time.
Converting a project to a template
To convert a project to a template, navigate to the project you want to convert and from the footer of the project dashboard click on the "Convert" button.
When you do this a new template will be created with all the same data as the project you converted and you'll be sent to the new template dashboard.
This is really useful if you have a project and after setting it all up you think it would be useful as a template so you could reuse it over and over again.
Project level custom fields
Custom fields are most commonly created at the account level where they can be added across all projects, tasks, people, groups, files and time.
However, it's also possible to create custom fields at a project level for just 1 specific project. When you do this the custom fields will be created for tasks on that project only.
This can be useful if you have a project where you want to track some unique data that doesn't occur across all projects.
See more about how this works and a demonstration here:
Bear in mind that this video was filmed using the Classic layout. Although it looks slightly different, all the functionality is the same in our new layout.
Mark a project as complete
To mark a project as complete, navigate to the project you want to mark as complete and from the footer of the project dashboard click on the "Complete Project" button.
When you do this you will see a popup warning you of any issues. For example:
This makes sure you only close projects that are ready to be closed. And, if you decide to close the project anyway then any incomplete tasks will be marked as completed.
You also get the option to choose the completion date for the project.