Project

What is a project

A project is a workspace that groups your assets, issues, RFIs, documents, planner, users, and configuration. Each project has its own members, roles, permissions, and settings.

You switch between projects (and your personal My Workspace scope) with the project picker in the sidebar.

How to create a new project

Creating a project happens on one page: the Basics on the left, the templates on the right, and a Create project button that stays in view at the bottom.

1. Open the project picker in the sidebar and click Create project (also available from the Projects page).
2. Fill in the Basics: Project name, Code (a short identifier used as a prefix throughout the project), Client company — type to search, or use the Create company option to add a new company without leaving the page — and Project language. The language is the one the project's own content is written in (status labels, document names). It cannot be changed after the project is created. Location is optional.
3. Pick a template. The Default template is already selected, so you can skip this step. Under "Or pick a template for your industry" you can search the templates, filter them by Industry, and click Preview on a card to see its statuses, priorities and asset types. One click on a card sets up the issue, RFI and asset sets your project starts with. If no template fits, use the Build your own card instead.
4. Click Create project. It stays disabled until name, code, client and language are filled in. If the code is already used by another project, the Code field tells you so.

You can change every status, priority and type later from the Configuration card on the project details page. Your progress is saved automatically as a draft (you will see "Draft saved") — you can leave at any time and resume later from the Project drafts page.

You can also create a project by asking the assistant in the chat — search the chat help for "create a project from the chat".

Which starter template should I pick

A template decides the statuses, priorities and types your project starts with. Nothing is permanent — you can rename, add or retire any of them later. Click Preview on a card to see exactly what it contains.

• Default: the basics. A simple asset lifecycle from created to complete, issues that are open or closed with 3 priority levels, and assets can move to any status. This is what you get if you do not choose.
• Data Centre Commissioning: a 6-level tag commissioning ladder (L0–L5), 6 QA/QC issue statuses with 4 priority levels, and ready-made data centre asset types (UPS, BAT, MDB, CRAC and more).
• Operations & Maintenance: operational asset states with no ladder — an asset can go straight to retired — and QA/QC issues with the standard priority levels.
• Substation / Utilities: the commissioning tag ladder applied to power-distribution asset types, an operations-oriented set of issue types, and 4 priority levels.
• HV Substation Commissioning: a step-by-step energization ladder from Received to In Service, A/B/C punch categories as issue priorities, and a full HV equipment catalogue of about 30 asset types.
• Elevator Maintenance: breakdown and entrapment call-outs with 4 priority levels, and a service state for every unit instead of a ladder. The Map module starts switched on, and the project uses the elevator vocabulary (Units and Service Calls instead of Assets and Issues).
• Wind Farm Commissioning: a turbine commissioning ladder from components on site to taken over, A/B/C punch categories, and a wind farm asset catalogue (turbines and their parts, met mast, MV collector, poles, substation). The Map module starts switched on.
• Wind Farm Maintenance: an operating state for every turbine (running, stopped on fault, under maintenance) with no ladder, fault and service issue types with 4 priority levels, and the same wind farm asset catalogue. The Map module starts switched on.

Every template includes the RFI process. Not sure? Start with Default and add structure when you need it.

Build your own — set up a project without a template

If no template fits, the Build your own card on the Create a new project page walks you through a few short steps. It starts from the Default setup, so anything you do not touch still works.

1. On the template side of the page, find the Build your own card and click Start building.
2. Pillars: tick what you want to shape now — Issues, RFIs and Commissioning. Planner, Dashboard and Document review are part of every project and need no setup here.
3. Issues (only if ticked): pick your Issue statuses and Priorities from the suggestions, or add your own.
4. RFIs (only if ticked): pick your RFI statuses and RFI types.
5. Commissioning levels (only if ticked): pick the levels your assets move through.
6. Review: drag the levels into order and give each one a colour, a tag name and a full name. Switch Strict tag ladder on if assets must advance one level at a time. The page checks your setup and lists anything you must fix first.
7. When the review says everything checks out, click Create project at the bottom of the page.

Good to know:

• The builder has up to five steps. A pillar you leave unticked is skipped and the project gets the standard set for it.
• Use Back to go to an earlier step, or Back to templates to return to the template cards.
• Your choices are saved to the draft as you go. If you leave, open Project drafts and resume — the draft reopens in the builder where you stopped.
• Create project stays disabled until you reach the Review step and it has no blockers.

Project drafts — resume or delete an unfinished project

If you start creating a project and leave before finishing, your work is kept as a draft.

Open Project drafts (from the sidebar in personal scope, or via the project picker) to see your unfinished drafts. From there you can:

• Resume a draft to continue where you left off.
• Delete a draft you no longer need.

Drafts that were completed show a finalized badge.

Switching projects and the personal scope

The project picker in the sidebar controls your active scope:

• Click a project to make it active — the whole app (assets, issues, documents, planner, and so on) shows that project's data.
• Switch to Personal (My Workspace) to work in your private personal space; project pages are unavailable there and redirect to your workspace.
• Shortcuts: All projects, Project drafts, Create project, and Join project.

Hovering a project row shows a pencil icon that opens its settings (visible to the owner or users who can manage settings). If you are on a project-specific page when you switch, the app moves you to the same page in the new project.

How to leave a project

To leave a project you are a member of:

1. Open the project picker in the sidebar.
2. Hover the project's row and click the trash icon.
3. Confirm in the dialog.

Leaving removes your membership — you will need a new invite or join code to come back. This is different from deleting the project: leaving only affects your own access.

Project details page overview

Open a project from the Projects page (cards with code, name, city, and a status chip) to reach its details page. It is organised in cards, each shown only if you have access to it:

• Project name and code (editable inline), and the project status chip.
• Billing and usage limits.
• Project info (client company, location) and Timeline & company (start/end dates).
• Invite members button.
• Configuration: the Vocabulary and Site time zone settings, plus a tile for each configuration set with a Manage sets button.
• Members, Groups, and Review workflows cards, each with a button that opens its page. The Review workflows card also holds the Asset docs tracking switch.
• Modules: switch the Map and Layouts modules on or off.
• Locations: the project's location tree, which you can edit right on the card.
• Project branding and Team memories cards.

Most fields update inline, so changes save immediately.

Who can edit project settings

There is no single "project edit" permission. Editing project information and settings is allowed for:

• The project owner — always, for everything.
• Users holding projects.settings.manage (Project Admins by default).

That permission also gates the configuration sets, custom fields, project branding, team memories, and the doc-groups/placeholders vocabulary. Location tree editing uses its own keys (projects.locations.edit / projects.locations.remove).

One exception: billing is owner-only — no role or permission can grant billing access to anyone else.

Project status (Active, Completed, Paused, Archived)

The status chip next to the project name shows the project lifecycle state:

• Active: current work in progress.
• Completed: work finished.
• Paused: temporarily on hold.
• Archived: inactive, kept for reference.

Click the chip to change the status (owner or settings managers). Changing status never deletes data; it only updates the project's state.

Billing and subscription — owner only

The billing card shows the subscription summary for the project: current plan and billing status.

• A project without a subscription is on the free plan, shown as "Free for individuals": it works for one person, the owner, with a small storage allowance. Nothing is locked except inviting teammates.
• To invite a team, the owner starts a subscription from the subscribe dialog (Start subscription).
• If a subscription is cancelled, the project returns to the free plan: existing members and files stay, but no new members can be added and uploads stop once the free storage allowance is used.
• If subscribed, the owner can open the billing portal to update payment methods, view invoices, or cancel.

Important: billing is strictly OWNER-ONLY. Only the project owner can subscribe or open the billing portal — no role or permission can grant billing access to other members. If billing shows a problem (for example suspended), the owner should resolve it in the portal.

Usage limits (users and storage)

The usage cards show consumption against your plan limits with progress bars:

• Users: members used vs. the seat maximum.
• Storage: space used vs. the maximum.

When usage nears or exceeds a limit the card highlights it, and a banner appears on the Members page when the seat limit blocks new invites. Upgrading the plan (owner, via billing) raises the limits.

Project info, timeline, and company

On the project details page you can edit:

• Client company: pick from the company list.
• Location: start typing an address and pick from the autocomplete suggestions.
• Timeline: start and end dates with calendar pickers.

Fields save inline. Editing needs the owner or projects.settings.manage.

Modules card — switch the Map and Layouts modules on or off

The Modules card on the project details page lists the optional modules this project uses:

• Map: buildings and assets on a live map. Off by default, except in projects created from the Elevator Maintenance and Wind Farm templates, where it starts on.
• Layouts: 3D floor plans. On by default.

How to switch a module:

1. Open the project details page and scroll to the Modules card.
2. Flip the switch next to Map or Layouts. It saves at once and you see "Modules updated".

Switching a module off hides it from the sidebar and the search bar for everyone in the project. Its data is kept, and comes back when you switch the module on again.

The card is only shown to the project owner and to users holding projects.settings.manage (Project Admins by default). A module that is switched on still follows the usual permissions for who can open it.

Vocabulary — change the words the app uses in this project

The Vocabulary row sits at the top of the Configuration card on the project details page. It sets the words the app uses for this project.

• Standard: the app says Assets and Issues.
• Elevator maintenance: the app says Units instead of Assets and Service Calls instead of Issues — in the sidebar, page titles, buttons and messages.

How to change it:

1. Open the project details page and find the Configuration card.
2. Click the chip on the Vocabulary row and pick a vocabulary.

The change applies to everyone in the project, each in their own language. It only changes the words on screen. Your assets, issues and configuration sets are not touched, so you can switch back at any time. The assistant also uses the project's vocabulary when it talks to you.

Projects created from the Elevator Maintenance template start with the Elevator maintenance vocabulary. Changing it needs the project owner or projects.settings.manage.

Site time zone — the clock planner times and reminders follow

The Site time zone row is on the Configuration card of the project details page, under Vocabulary. It is the time zone of the site itself, not your own.

Planner times and reminders follow the site's clock. A reminder for an activity at 09:00 fires at 09:00 site time, so everyone is notified at the same moment, and each person sees the time in their own zone. Your personal time zone stays in your account settings.

How to set it:

1. Open the project details page and find the Configuration card.
2. Click the Site time zone box, type a city or region (for example Europe/Dublin) and pick it from the list. It saves at once.

A project that was never given a time zone uses UTC. If you change the time zone, reminders that are still pending are moved to the new site time. Changing it needs the project owner or projects.settings.manage.

Members page — view, invite, change roles, remove

The Members page lists everyone with access to the project (avatar, name, email, role). Viewing it needs the members.read permission (Project Admins by default).

What you can do:

• Invite members: click Invite members (needs members.invite) and send invitations with a chosen role; for advanced invite management (expiry, revoke, copy link/code) use the Invites page.
• Change a role: open a member and pick a new role — built-in roles are Project Admin, Project Member, and Technician, plus any custom roles your project defines (needs members.roles.assign).
• Remove a member: use the delete action (needs members.remove); removal takes effect immediately.

If the project's seat limit is reached, a subscription banner appears and new invites are blocked until the plan is upgraded. Note: every member can still pick teammates in assignee fields across the app — that directory does not require members.read.

Groups — create teams you can assign work to

The Groups page shows your project's groups as searchable cards. A group is a named set of members (for example "Electrical crew") that can be assigned work as one unit.

What you can do (admin-only by default): create a group (name, description, members), edit it, and delete it with confirmation. Viewing needs groups.read; create/update/delete have their own keys (groups.create, groups.update, groups.delete).

Where groups can be assigned: issues, RFIs, planner activities, and workflow approval steps. When something is assigned to a group, every group member counts as responsible.

Workflows card — review workflow definitions

The Review workflows card on the project details page has a Manage workflows button that opens the project's workflow definitions: ordered chains of approval steps, each with user or group approvers, used by the Reviews module.

Viewing needs workflows.read; creating, editing, archiving, and deleting definitions needs workflows.manage (Project Admins by default).

This page is only where workflows are defined — for how reviews actually run (creating a review, deciding on items, closing), search the Reviews help.

Document tracking mode — Review vs Status

The Review workflows card on the project details page has a row called Asset docs tracking. Click the chip on that row to choose how document placeholders are tracked across the whole project (Asset Docs and trackers). You do not need to open the Workflows page for this.

• Review mode (the default): placeholder chips reflect each linked document's review outcome — status comes from the formal review process.
• Status mode: placeholder chips carry their own manually-set status, chosen from the tracker's status definitions, independent of reviews.

Switching the mode changes what every placeholder chip shows everywhere, for everyone — it is non-destructive (no data is deleted), but the meaning of the chips changes. Only settings managers or the owner can switch it.

The eleven configuration sets

The Configuration card on the project details page shows a tile for each of the project's eleven configuration sets. Click a tile to open that set, or click Manage sets to open the Sets page, which groups them like this:

• Issues: Issue statuses, Issue priorities, Issue types.
• RFIs: RFI statuses, RFI priorities, RFI types.
• Assets: Asset statuses, Asset types, Asset categories.
• Documents: Document groups, Document slots.

These sets define the vocabulary and flows used across the whole project — every status dropdown, priority list, and type list comes from here. The issue, RFI and asset sets are filled in by the starter template you picked at project creation and can be edited any time. The two document sets are not part of a template: Document groups are the columns of the document tracker and are created the first time something is dropped in one, and Document slots holds the documents your project added on top of the shared document library. Access: project owner or projects.settings.manage.

Editing a configuration set (statuses, types, priorities)

Opening a set from the hub shows its editor. What you can do:

• Rename a member: edit the name in place — it saves when you leave the field.
• Set flags: mark which member is the initial one (where new records start) and which is the default.
• Add members, or retire a member you no longer want offered (retiring keeps history intact).
• Apply a preset: replace the set with a curated preset list.
• Edit the transition policy: define which status can follow which, controlling the allowed next statuses users see on assets, issues, and RFIs.
• Reorder by drag and drop — reordering is STAGED: the list goes dirty and a save bar appears showing the real consequence of your change (for example how completion percentages shift for existing records) before you commit. Navigating away with unsaved changes is intercepted.

These changes affect how everyone creates and edits data, so review the impact preview before saving.

Custom fields manager

The Custom fields page is a tabbed manager for custom attribute definitions, organised per entity (for example assets). For each field you define its type, options, whether it is required, and a default value.

How to open it: the page has no sidebar entry and no button on the project details page. Use the search bar instead.

1. Click Search at the top of the app, or press Ctrl+K (Cmd+K on a Mac).
2. Type "custom fields".
3. Pick Custom fields under Pages.

The Custom fields result only appears if you are allowed to manage the project's settings.

What you can do: create, edit, and delete field definitions; soft-delete a field and restore it later; or permanently delete it. Access needs projects.settings.manage (or the project owner).

Once defined, the fields appear on the matching records — for assets, in the Technical section of the asset dialog (filling values there is gated by assets.edit.technical).

Project branding and team memories

Two more cards on the project details page, both for the owner or settings managers:

• Project branding: set the project's visual identity, such as the logo used in exports and project surfaces.
• Team memories: project-wide memories for the AI assistant — facts and preferences the assistant should remember for everyone working in this project (personal assistant memories live separately in your own Settings). Editing team memories needs projects.memories.edit.

Projects troubleshooting

• Cannot edit project fields or configuration: you need to be the project owner or hold projects.settings.manage (there is no separate "project edit" permission).
• Cannot see billing or the billing portal: billing is owner-only; no permission can grant it.
• Invites blocked: the seat limit may be reached — the owner needs to upgrade the plan.
• A company is missing from the client list: create it from the create-company option in the project form, or ask an admin.
• Status or type options look wrong across the app: check the eleven configuration sets and their transition policies — open them from the Configuration card on the project details page.
• Map or Layouts is missing from the sidebar: the module may be switched off for this project — the owner or a settings manager can switch it on in the Modules card on the project details page.
• Cannot find the Custom fields page: it has no menu entry — press Ctrl+K and type "custom fields".
• Lost your in-progress project setup: it is saved as a draft — open Project drafts to resume.