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Projects

Projects give longer-running work a shared operational container. They are built for initiatives with multiple stakeholders, milestones, documents, events, mails, protocols, and tasks.

Route: /organizations/:id/projects

Project detail route: /organizations/:id/projects/:projectId

What Projects Are For​

Projects fit work that needs more structure than a single follow-up task.

Examples:

  • A recurring event series with invitees, event pages, documents, project tasks, and newsletters.
  • A hospitality partnership with a company, decision makers, proposals, meetings, and follow-up tasks.
  • A destination campaign with partner contacts, milestones, files, and events.
  • An internal implementation plan with participants, milestones, and operational protocols.
  • A member or sponsor onboarding process with tasks, documents, and event participation.

Single follow-ups belong in tasks. Work with phases, participants, and shared artifacts belongs in a project.

Project Fields​

Project records can carry:

  • Name and description: localized text fields.
  • Start date and end date: optional project planning dates.
  • Status: active, completed, on hold, or cancelled.
  • Organization: owning organization.
  • Created by: user who created the project.
  • Assigned customers: contacts responsible for or connected to the project.
  • Participants and participant groups: customers with optional roles, notes, and grouping.
  • Milestones: ordered phases or deliverables.
  • Tasks and task templates: project-level or milestone-level work.
  • Protocols: project-related interaction logs.
  • Documents: files linked to the project.
  • Events: organization events linked to the project.
  • Mails and inbound emails: communication associated with the project.

Project List​

The project list shows key planning fields:

  • Name.
  • Status.
  • Start date.
  • End date.
  • Participant count.

It can also filter to Show only assigned, which is important for assigned-only permission workflows.

Project Detail Tabs​

Project details can include:

  • Timeline: combined project activity view.
  • Configuration: project name, description, dates, status, and assigned customers.
  • Participants: customers participating in the project, including role and notes.
  • Milestones: ordered phases with own status, dates, assigned customers, tasks, templates, and protocols.
  • Tasks: project task list.
  • Protocols: project interaction history.
  • Documents: project-linked files.
  • Events: organization events linked to the project.
  • Mails: outbound or related project communication.

Tabs appear based on permissions and available project context.

Milestones​

Milestones break project work into phases. A milestone can include:

  • Name and description.
  • Status.
  • Start and end dates.
  • Order.
  • Assigned customers.
  • Tasks.
  • Task templates.
  • Protocols.

Milestones are a good fit for phases such as preparation, production, follow-up, review, contract, onboarding, or delivery.

Participants And Groups​

Project participants are customers linked to the project. They can have:

  • Role.
  • Notes.
  • Optional participant group.

Participant groups help keep larger projects understandable. For example, an event project might group sponsors, speakers, suppliers, internal staff, and VIP contacts.

Linking Events​

Projects can link to organization events when event execution is part of a broader operational plan.

Examples:

  • A conference project links several event sessions.
  • A hospitality partner project links invitation-only tastings or guest programs.
  • A community project links member events and post-event follow-up.

When troubleshooting event/project behavior, check both the project tab and the event detail page.

Project Timeline​

The project timeline helps support and operations reconstruct the full story of a project. Depending on what is linked, it can combine tasks, protocols, milestones, events, documents, and mail context.

It is often the fastest answer to questions like "What happened on this project?" or "Why was this task created?"

Permissions​

Project navigation appears when the user can list or read projects. Project creation, deletion, editing, and row actions depend on project permissions, creator ownership, assigned-only context, and admin status.

Documents inside project tabs also require document permissions. If the project exists but the documents tab is missing, check document list/read permissions.

Common Support Scenarios​

A project is missing​

Check active organization, project permissions, assigned-only filter, project status, and whether the user is in the correct organization workspace.

A participant is missing​

Check whether the customer is attached as a project participant, not just assigned to the project or linked through a task/event.

A task or protocol does not show in the project​

Check whether the task/protocol is linked to the project or only to a customer. Milestone-level items may appear in milestone views and project aggregate views depending on the current tab.

An event is not connected to the project​

Check the event's project link. Event/customer assignment and project/event linking are different relationships.

A documents tab is missing​

Check document permissions. Project access alone does not guarantee document access.

Related concepts: Documents, Tasks.