Projects & Delivery

Managing projects, tasks, and delivering great work for clients

The Projects section is where work gets done. This is your delivery hub for managing projects, breaking them into tasks, assigning work, tracking time, and keeping clients updated.

Projects Section Structure

📁 Projects (Folder)
   ├─ Projects (All agency projects)
   ├─ My Projects (Your projects only)
   ├─ Tasks (All tasks across projects)
   └─ Tasks Dashboard (Admin workload view)

Projects

Purpose: Track all client engagements and initiatives

What You'll See

Project list showing:

• Project name

• Client

• Status (Planning, In Progress, On Hold, Completed)

• Timeline (start and end dates)

• Budget

• Team members assigned

• Progress indicator

Project Record Structure

Click into any project to see:

Project Details

• Name and description

• Client (linked)

• Status

• Start and end dates

• Budget and actual costs

• Project owner/manager

Tasks Tab

• All tasks for this project

• Grouped by status or assignee

• Quick filters

• Create new task button

Time Tracking Tab

• Hours logged by team members

• Time vs budget comparison

• Billable vs non-billable breakdown

• Export for invoicing

Payments Tab

• Linked invoices

• Payment status

• Project profitability

Files & Assets Tab

• Deliverables

• Client assets

• Shared documents

Comments/Activity

• Project-level discussions

• Reply (client-visible) and Note (internal)

• Change history

Common Project Actions

Create Project

1. Navigate to Projects > Projects

2. Click + New record

3. Fill in details:

   • Name: "[Client] - [Project Type]"

   • Client: Select from dropdown

   • Status: Usually start with "Planning" or "In Progress"

   • Dates: Start and target end date

   • Budget: Estimated value

   • Description: Overview and scope

4. Save

Project Workflow

Planning → In Progress → Review → Completed

Customize stages to match your delivery process.

Available Views

List View: Spreadsheet-style with all details Kanban: Drag projects between status columns Timeline: Gantt-chart style for scheduling Calendar: Projects by due date

Learn more about views: Views Documentation

My Projects

Purpose: Personal view of projects you're involved in

What's Different

• Filtered automatically: Shows only projects where you're assigned or involved

• Personal dashboard: Focus on your work without distraction

• Same functionality: Can still see tasks, time, comments

Use Cases

For Team Members: See their project portfolio For Project Managers: Quick access to projects they manage For Specialists: Track projects using their skills

Tasks

Purpose: The work breakdown—where actual execution happens

What You'll See

Task list showing:

• Task title

• Project and client

• Assignee

• Due date

• Priority (High, Medium, Low)

• Status (To do, In Progress, Done)

Task Workflow Stages

Default stages (customizable):

1. To do - Not started yet

• Task is defined and ready

• Waiting for capacity

• Backlog item

2. In Progress - Currently being worked on

• Team member actively working

• Time being tracked

• Updates happening

3. Done - Completed

• Work finished

• Deliverable ready

• Awaiting client approval (optional stage)

Customize Workflow: Many agencies add stages like "Review", "Client Approval", or "Blocked". Adapt to your process!

Task Record Details

Click into a task to see:

Task Information

• Title and description

• Project (linked)

• Assignee

• Due date

• Priority

• Status/workflow stage

• Estimated hours (optional)

Action Buttons Pre-configured actions for common operations:

• Start: Moves task from "To do" to "In Progress"

• Complete: Marks as "Done"

• Change Priority: Quick priority updates

• Assign: Reassign to different team member

Time Tracking

• Start/stop timer for this task

• Log time manually

• View total time spent

• See who logged time

Comments Section This is critical for communication:

Reply - Client-Visible Comments ✅

• Shows in client portal

• Client receives notifications

• Use for: Updates, questions, deliverable completion

• Example: "The homepage design is ready for your review"

Note - Internal Comments 🔒

• Completely hidden from clients

• Team-only discussion

• Use for: Technical details, blockers, concerns

• Example: "This is taking longer than estimated, might impact budget"

Critical: Always check Reply vs Note before commenting! Accidentally using Reply exposes internal discussion to clients.

Files & Attachments

• Attach deliverables

• Upload client assets

• Link to external files

Creating Tasks

From Project Page:

1. Open project record

2. Go to Tasks tab

3. Click + New task

4. Task inherits project/client automatically

From Tasks List:

1. Go to Projects > Tasks

2. Click + New record

3. Fill in all details including project

4. Save

Task Details to Include:

• Clear title: "Design homepage mockup" not "Homepage"

• Description: What needs to be done and why

• Assignee: Who's responsible

• Due date: When it's needed

• Priority: How urgent (High/Medium/Low)

• Estimated hours: How long it should take (optional but helpful)

Task Views

Kanban Board: Drag tasks between status columns Table View: Detailed list with all fields Calendar: Tasks by due date Grouped Views: By assignee, project, or priority

Filtering Tasks

Common filters:

• By Project: See all tasks for specific project

• By Assignee: See one person's workload

• By Priority: Focus on High priority items

• By Status: Show only To do or In Progress

• By Due Date: What's due this week

Tasks Dashboard

Purpose: Admin view of team workload and capacity

Admin Only: This dashboard is typically visible only to managers and admins.

What You'll See

Workload by Team Member

• Tasks assigned to each person

• Total hours estimated vs available

• Overload indicators

• Task distribution

Overdue Tasks

• All tasks past due date

• Who's responsible

• Project impact

• How overdue

Tasks by Project

• Project breakdown

• Completion percentage

• At-risk projects

Priority Distribution

• How many High/Medium/Low priority tasks

• Balance check

• Focus areas

Completion Trends

• Tasks completed over time

• Team velocity

• Productivity metrics

Use Cases

Weekly Planning

• Balance workload across team

• Identify who has capacity

• Prioritize critical tasks

Project Health Checks

• See which projects have overdue tasks

• Identify bottlenecks

• Reallocate resources

Performance Monitoring

• Track completion rates

• Identify consistently overloaded team members

• Optimize assignments

Time Tracking Integration

Time tracking is deeply integrated with tasks:

Real-Time Tracking

From Task Page:

1. Open task

2. Click Start timer

3. Work on task

4. Click Stop when done

5. Time automatically logged and linked to task

From Home Page:

1. Go to Home > Time tab

2. Start timer

3. Select task you're working on

4. Time links to task and project automatically

Manual Time Entry

If you forgot to start timer:

1. Open task (or go to Time tab)

2. Click Add time entry

3. Select date

4. Enter hours

5. Mark as billable/non-billable

6. Save

Time Reports

View time at multiple levels:

• By task: Total time on each task

• By project: All time for a project

• By team member: Individual timesheets

• By date range: Weekly or monthly summaries

Use for:

• Comparing estimated vs actual hours

• Generating client invoices

• Understanding project profitability

• Improving future estimates

Best Practices for Project Delivery

Project Setup

Define Clear Scope

• Document what's included and excluded

• Set milestones and deliverables

• Establish communication expectations

• Clarify approval process

Break Down Thoroughly

• Create tasks for all major deliverables

• Tasks should take 1-8 hours ideally

• If larger, break into sub-tasks

• Include internal tasks (reviews, meetings)

Assign Strategically

• Match skills to task needs

• Balance workload across team

• Consider mentoring opportunities

• Plan for availability and time off

During Execution

Update Status Regularly

• Move tasks as they progress

• Don't wait until end of day

• Keep team and clients informed

• Use action buttons for speed

Log Time Consistently

• Start timer when beginning work

• Don't rely on memory

• Log daily, not weekly

• Track billable vs non-billable accurately

Communicate Proactively

• Use Reply for client updates

• Note for team coordination

• Update before asked

• Escalate blockers quickly

Monitor Progress

• Check dashboard weekly

• Compare actual vs estimated time

• Identify scope creep early

• Adjust timeline if needed

Project Completion

Client Approval

• Get sign-off on deliverables

• Document approval in comments

• Collect feedback

Internal Review

• What went well?

• What could improve?

• Update task templates

• Refine estimates

Archive and Document

• Mark project as Completed

• Save key learnings

• Document for case study (if applicable)

• Thank the team!

Tips by Role

For Project Managers

Daily:

• Review task updates from team

• Respond to client questions (Reply comments)

• Update project status

• Monitor upcoming due dates

Weekly:

• Check Tasks Dashboard for team workload

• Review time vs budget on active projects

• Plan upcoming week's priorities

• Update clients with progress summary

For Team Members

Daily:

• Check "My tasks" on Home page

• Start timer when beginning work

• Update task status as you progress

• Add Note comments for team context

Weekly:

• Review your task list for upcoming week

• Log any missing time entries

• Raise blockers or concerns

• Estimate effort for new tasks

For Agency Leaders

Weekly:

• Review Tasks Dashboard

• Check project health and profitability

• Identify resource constraints

• Address at-risk projects

Monthly:

• Analyze project delivery metrics

• Review time tracking compliance

• Assess team capacity

• Plan hiring or resource needs

Customization Options

Custom Task Stages

Add stages that match your workflow:

• Discovery

• Design

• Development

• QA/Review

• Client Approval

• Revisions

• Launched

Custom Task Fields

Add fields specific to your needs:

• Estimated hours

• Actual hours

• Complexity/difficulty

• Design comp URL

• GitHub issue link

• Client approval status

Automations

Common workflow automations:

• Task completed → Notify project manager

• Task overdue → Send reminder to assignee

• All tasks complete → Notify client and request feedback

• Task assigned → Email team member

Learn more: Workflows Guide

Related Guides

• Managing Clients - Client relationship context

• Client Portal - What clients see

• Billing & Expenses - Invoicing based on time

• Customizing Your Agency OS - Adapting workflows

Execution Excellence: Great project management isn't about perfection—it's about clarity, communication, and consistent progress. Agency OS gives you the tools; you bring the discipline.