Projects

The Projects module is a delivery tracker for work that's bigger than a single ticket — onboardings, migrations, snag lists, internal initiatives. It carries tasks, typed checklists, time tracking, vendor links, and a push to InvoiceNinja f

Mitch Wigham

Updated 24 June 2026 · 6 views

06 · Projects

Where to find it

Sidebar → Projects or /projects. Requires the projects feature.

The Projects sidebar group has: All projects, New project, Calendar, and (for admins) Project types and Task templates.

Concepts

Project type — categorises a project and owns an auto-numbered code counter (SNAG-001, ONBOARD-014, …). Configured by admins under Admin → Project types.
Project — a single piece of work. Has a code, name, optional customer and contact, status, priority, schedule, lead engineer, estimates, and a billable flag.
Task — a work item inside a project. Has a title, rich-text description, an engineer, a complete/not-complete state, a checklist, and time entries.
Checklist — a typed list of items on a task (not on the project). Each item is a checkbox, yes/no, text, rich text, number, or date.
Task template — a saved task shape (default title, description, and checklist) you can apply when adding a task to any project.

The project list

/projects groups projects under their project type, each group showing a colour dot and the type code.

+------------------------------------------------------------------+
| Projects.                                       [+ New project]  |
|------------------------------------------------------------------|
| 🔍 Search tasks across all projects…                              |
| [All 12] [Planned 3] [In progress 5] [On hold 1] [Finished 2]    |
| [Cancelled 1] [⚠ Overdue 2]                                       |
|------------------------------------------------------------------|
| ● SNAG — Snagging                                      4 projects |
|   SNAG-014  Server move — Acme   Acme Ltd  HIGH  In progress …    |
|   SNAG-013  Office relocation    Acme Ltd  MED   Finished     …   |
+------------------------------------------------------------------+

📷 Screenshot placeholder: screenshots/projects-list.png

Filter chips filter the list by status, plus an Overdue chip (due date passed and the project is still live). Each chip shows a live count; empty chips are disabled.
Task search searches task titles and descriptions across every project — results deep-link to the task.
The Time column shows logged vs estimated minutes; it turns red when a project is over its time estimate.
The Due column turns red with a ⚠ when the project is overdue.

Project detail

The detail page (/projects/{id}) is a single scrolling page of cards — there are no tabs.

+------------------------------------------------------------------+
| SNAG-014   Server move — Acme            [← All projects][Edit]  |
| [In progress] [HIGH] [Billable]                                  |
|------------------------------------------------------------------|
| Description (rich text)        | Customer · Contact · Time logged |
| Internal notes                 | Estimated cost · Start · Due     |
|                                 | Lead engineer · Engineers       |
|                                            Status [In progress ▾]|
+------------------------------------------------------------------+
| Billing · Vendors · Attachments · Linked tickets · Tasks         |
+------------------------------------------------------------------+

📷 Screenshot placeholder: screenshots/project-detail.png

The cards, top to bottom:

Header / overview — status & priority badges, description, internal notes, customer/contact links, time logged vs estimate, cost, dates, engineers, and a status dropdown.
Billing — push the project to InvoiceNinja (see below).
Vendors — link VENDOR-role users to the project.
Attachments — files attached to the project.
Linked tickets — helpdesk tickets whose Project field points here.
Tasks — the task list with inline checklists and time logging.

Creating a project

Click + New project.
Either pick a type (the code is auto-assigned, e.g. SNAG-015) or leave the type as Manual ID and type a code yourself.
Enter the name, and optionally a customer and/or contact.
Set status, priority, time/cost estimates, start/due dates, the lead engineer, and assignees.
Tick Billable if the work should be invoiceable.
Add a description (rich text) and internal notes.
Save.

⚠️ Caution. Project codes are monotonic per type. Deleting SNAG-014 does not free up its number — the next project still gets SNAG-015 from the counter. This is by design so a code shared with a customer always resolves to the same project.

Status & locking

A project moves through Planned → In progress → On hold → Finished → Cancelled. Setting it to Finished stamps a finish time; re-opening clears it.

A Finished or Cancelled project is locked — its tasks, checklists, and time entries become read-only and the project cannot be deleted. Re-open it (set any other status) to edit again.

Tasks

Tasks live under a project, in the Tasks card. Add one with + Add task (free-form) or + from template… (seeds the title, description, and checklist from a task template).

Field	Notes
Title	required; edit inline
Description	rich text — acceptance criteria, links
Engineer	a user; defaults to the project's lead engineer
Complete	a checkbox — tasks are complete or not complete
Checklist	typed sub-items (see below)
Time entries	minutes logged against the task

Tasks don't have their own status enum, priority, or due date — those live at the project level. Completion is a simple checkbox, and the Tasks card header shows the complete / total count.

Checklists

Every task has a checklist. Each item has a type:

Type	Behaviour
Checkbox	plain tick-off
Yes / No	explicit boolean choice
Text	single-line answer
Rich text	formatted notes
Number	numeric answer
Date	date answer

Items can be marked required (shown with a *). Typed items auto-complete once a value is entered.

Time tracking

Click + Log time on a task, enter minutes and a description. Time rolls up to the task and to the project. If a project exceeds its estimated minutes, the time figure is shown in red as over budget.

Billing

If a project has a customer linked and is marked Billable, the Billing card can push it to InvoiceNinja:

Generate quote — needs a customer (billable not required).
Generate invoice — needs a customer and the billable flag.

Line items are built from the project's tasks (one per billable task, using a per-task rate or the project estimate split evenly). The resulting invoice/quote reference is stored on the project. Requires InvoiceNinja to be configured under Admin → Integrations.

Vendors

The Vendors card links VENDOR-role users to a project so external contractors get scoped access. Only admins can add or remove vendors; the vendor then sees the project under their own Vendors view.

Linked tickets

Helpdesk tickets carry an optional Project field. Set it on a ticket and the ticket appears in that project's Linked tickets card. The link is read-only on the project side — open the ticket to change it.

Calendar view

/calendar is the cross-project calendar showing project start and due dates. Click any item to jump to the project.

Templates

A task template is a reusable task shape — a default title, a rich-text description, and a default checklist. It is not a multi-task project skeleton.

Apply one from the + from template… dropdown in a project's Tasks card. Manage them under Admin → Task templates.

Linking

Each project can link to:

A customer and/or contact (CRM)
A lead engineer and assignees (users)
VENDOR-role users (Vendors card)
Helpdesk tickets (via the ticket's Project field)
Files (Attachments card)

The reverse link shows on the customer page's Projects section.

Permissions

Action	Role
View projects	any user with `projects`
Create / edit projects & tasks	any user with `projects`
Delete a project	any user with `projects` (blocked while locked)
Add / remove vendors	`admin`
Manage types & templates	`admin` (pages are admin-gated)