Projects

Create and maintain the jobs your business runs — and the clients they belong to. Every timesheet, plant allocation, shift report, docket, and document points back to a project, so getting the basics right here (job number, client, status, dates) keeps everything downstream honest.

Who can use it — Seeing the Projects tab needs "view projects" access; creating, editing, or deleting a project needs "manage projects" access. Seeing the Clients tab needs "view clients" access; creating, editing, or deleting a client needs "manage clients" access. You only see the tabs you have access to — someone with just "view projects" won't see Clients at all. See Roles & Permissions for how access is set.

Where to find it — Project Management → Projects in the sidebar.

Before you start — a project must be linked to a client, so if the client isn't in the system yet, add it on the Clients tab first. If you want a project to use an in-house induction (rather than sending workers to an external/client induction), a published project-induction module needs to already exist in Training Modules — otherwise only External induction mode is usable.

How to use it

The page opens on the Projects tab, listing every job with its Job #, Name, Client, Status, a Docs count (click it to jump to that project's filtered document list), and — as optional columns — LAFA, Start, and End. The list defaults to sorting by job number. Use the filters to narrow by Status (multi-select), Client, LAFA (yes/no), or a Start date range. Click New Project to create one, or use View/Edit on a row.

Creating or editing a project

The form is grouped into sections:

Project Details — Client Name (searchable, required — the job must belong to a client already on file), Job Number (required, up to 10 characters), Name (required), and Status: Pre Tender, Post Tender, Active, On Hold, Inactive, or Completed (defaults to Active).
Timeline & Notes — optional Start Date and End Date, an optional Description, and a LAFA Project toggle. Turning LAFA on means approved timesheets on this project automatically apply a daily Living Away From Home Allowance, and reveals a LAFA Note field for accommodation/roster notes shown to managers.
Compound Coordinates — optional Latitude/Longitude for the main site compound. These aren't required, but when set they power the map link shown on allocation notifications and the project's view page.
Travel & Base — a Company base / yard toggle marking the one project that's your depot (only one project can be the base at a time — ticking it on a different project automatically un-ticks the old one), plus Travel km paid and Travel time paid per round trip. These are the exact figures payroll pays a worker for travelling to this site — entered verbatim, with no doubling or thresholds applied by the pay engine. Leave both blank if the site has no paid travel.
Site Rules & PPE — a rich-text field for general site rules and PPE requirements that apply to every shift on the job. This is shown to workers on their Shift Details, so keep it concise.
Induction Settings — Induction Mode: External (default) or Internal. Internal requires picking a published Internal Induction Training Module from this workspace; the form won't let you save Internal mode without a valid module selected.

There's no separate budget or contract-value field on the project record itself — cost is tracked automatically as timesheets, allocations, and invoices post against the job. See Budget Overview.

The project record

Opening a project (View) shows its details plus a Site Pack button — a mobile-friendly, worker-facing view of the project's current field documents (SWMS/VMP status and any public documents), separate from the full admin document register. Below the details sit several tabs for managing what's attached to the job:

Locations — sub-sites or workfronts within the project (name, description, optional coordinates, and which client contacts are relevant to each).
Daily Shift Reports — the shift reports logged against this project.
Project Inductions — who has completed the project's induction.
Site Inspections — inspections carried out on this job.
Required Documents, Known Operational Documents, and Other Documents — the project's document register, split by how each document type is sourced. See Documents.

Clients tab

Lists every client with Name, Contact, Email, Phone, and Updated. Click New Client to add one, or Edit a row.

The client form itself only captures the Client Name (required) and an optional Billing free-text/notes field. Once a client is saved, a Contacts tab appears below the form for managing that client's people:

Add Contact captures Name, Email, Phone, Position, Company, whether they're the Primary Contact (only one per client), and which of the client's projects they should be assigned to.
Row actions let you Set as Primary, Manage Projects (bulk-adjust which projects a contact is assigned to), and — if you have the permission — Request testimonial, which sends the contact a request for feedback (see Testimonials).
A contact can't be deleted once it's been used in a signed document request (e.g. a Day Works Docket signature) — you'll get a warning instead.

The Primary Contact for a client is shown as a summary at the top of the client's edit form once one is set.

Connected pages

Project Planner — schedules crews, plant, and tasks against a project.
Documents — the full document register that a project's Required/Known/Other Documents tabs feed into.
Day Works Dockets — dockets are always raised against a project.
Budget Overview — cost and margin tracking per project.
Allocation Manager — where crews and plant are allocated onto a project.

Tips & common mistakes

Canonical project name — everywhere else in the app (timesheet pickers, allocation dropdowns, reports) a project shows as Job Number - Name (Client), so a clear job number and name pay off across the whole system, not just this list.
Only one base project — flipping Company base / yard on a project automatically un-flips whichever project held it before. Set this once, on your actual yard/depot.
Deleting is permanent and cascades — removing a project also removes its shift reports, allocations, documents, and dockets. If the project has any Site Inspections logged against it, deletion is blocked outright. For a job that's simply finished, change its Status to Completed or Inactive instead of deleting it.
Internal induction won't save without a module — if you pick Induction Mode: Internal but haven't chosen a training module (or none is published yet), the form blocks the save until a valid published project-induction module is selected.
Client must exist first — you can't create a project without picking a client, so add the client on the Clients tab before starting the project.