What “Projects” are for

Projects are where you manage real client work from first contact to delivery.

A Project can represent:

A potential job (a “lead” you’re still qualifying)
An ongoing job you’re producing
A completed job (won)
A job you didn’t close (lost)
Something you want to keep for reference (archived)

The Projects area is built to help you:

Keep all project information in one place
Track progress through your pipeline (stages)
Stay organized with tasks, notes, files, and client communication
Turn incoming requests into a structured workflow

1) The Projects view (the list of all projects)

What you see

The main Projects section is a central dashboard where you can browse and manage all your projects.

You can switch between different views:

Table view (best for scanning lots of projects and sorting/filtering)
Kanban view (best for pipeline workflow, moving projects between stages)
Calendar view (best for date-driven planning)

Your preferred view can be remembered, so the app opens Projects the way you like.

Creating a new project

From the Projects header you can create a new project via the New button.

Typical reasons to create a project:

You want to manually add a new inquiry
You already have a client and want to start a new job
You want to track internal work even before the client is confirmed

Filters (find what you need fast)

Projects support filters to narrow down results (for example when your list grows).

Common filters include:

Search (find by name or text)
Source (where the project came from, like referral, Instagram, website, etc.)
Status (e.g. open, won, lost)
Date range (for projects with dates)
Project type (e.g. wedding, portrait, commercial)

There’s also a Reset action to clear filters and go back to the full list.

Sorting and columns (Table view)

In Table view you can customize how you read your project list:

Sorting

You can sort projects by common fields like:

Created date
Updated date
Project date
Name
Source
Status
Client
Stage
Project type
You can also sort by custom fields if you use them.

Choose columns

You can choose which columns you want to see (and hide the rest).
This is useful because different workflows need different information.

Reorder columns

You can reorder columns (drag and drop) to match your priorities.

Expand the table

There is an “expanded” table mode designed for large datasets and wide tables, so you can work more comfortably.

Opening a project

From the Projects list, clicking a row opens the Project in a detail view (often as a drawer overlay), so you can:

Review details quickly
Make edits
Return to the list without losing your place

Archived and Lost sections

Projects also include dedicated pages for:

Archived projects: projects you’ve put away but want to keep
Lost projects: projects you didn’t close successfully

Archived projects can typically be restored back into the active flow.

Analytics (Projects Analytics)

There is a Projects Analytics area that helps you understand trends like:

How many projects you’re receiving
Performance over time (with selectable date ranges)
Breakdown by status/source (and other groupings)
Trend charts (daily/monthly/yearly granularity)

Use this to understand what’s working and where your best leads come from.

2) The Single Project page (everything about one job)

What it’s for

The single Project page is the workspace for one job. It’s designed so you can:

Update key info quickly
Keep everything related to the project in one place
Track progress + history
Deliver a clean experience to your client (when using client portal features)

Core project details

A project typically contains:

Project name (editable)
Client (linkable/assignable)
Status (e.g. open / won / lost)
Stage (pipeline step; useful in Kanban)
Source (where it came from)
Project type (your own categories)
Dates (single date or a date range)

Many fields are editable inline, so you can update information without jumping between screens.

Locations + weather (useful for shoots)

If your project has one or more locations, you can save them directly in the project.

What this enables:

Keeping addresses organized per project
(Where available) geocoding support and weather previews for the address
This is especially useful for planning outdoor sessions.

Custom fields (your workflow, your structure)

Projects support custom fields, so you can store exactly what matters to your process, for example:

Package details
Preferences
Logistics
Internal notes you want structured

Custom fields also show up in your list/table columns if you choose to display them.

Notes and activity history

Inside a project you can keep an internal timeline of what happened:

Add notes (quick internal updates)
Edit notes
Reorder notes (so the most important ones are on top)
View activities (for example stage changes)

This is extremely helpful when you return to a project weeks later and need context fast.

Tasks (your checklist for delivery)

Projects include a Tasks section so you can manage what needs to be done.

Typical uses:

Pre‑shoot checklist
Editing workflow
Payment milestones
Delivery steps

Templates

You can apply task templates to a project to instantly create a full checklist (useful for repeatable workflows like weddings, portraits, corporate shoots).

Files / Attachments

Projects support attachments so you can keep relevant files in one place, such as:

Reference images
PDFs
Contracts exports
Deliverables previews

You can also:

Preview images
Choose a “cover” image (to visually identify the project)

Billing & sales (quotes, invoices, contracts)

Projects can include commercial documents, typically:

Quotes
Invoices
Contracts

This keeps your business workflow connected to the actual project, instead of scattering documents across multiple places.

Client communication (sharing & email)

From the project you can:

Prepare an email to the client (subject + message content)
Copy/share links when needed

There is also functionality to generate and send a Client Portal link (when a client is associated with the project).
This is useful when you want the client to access their portal without friction.

Extras you may see (depending on your setup)

Some projects may include additional sections like:

Moodboard
Questionnaires
Related mini-projects / sub-projects

These help when your workflow includes pre‑production planning and structured client input.

Recommended best practices (simple and effective)

Use stages for workflow, status for outcome
Example: stages = “New → Qualified → Scheduled → Editing → Delivered”, status = “Open/Won/Lost”.
Always attach a client when possible
It makes communication, invoicing, and portal access much easier.
Use project type + source consistently
This improves search, filters, and analytics.
Adopt task templates
If you repeat similar jobs, templates prevent missed steps.
Keep key notes short
Write notes like “what changed” and “next action”, not long essays.