> For the complete documentation index, see [llms.txt](https://guides.noloco.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://guides.noloco.io/solutions/agency-os/projects-and-delivery.md).

# Projects & Delivery

> The Project Management section is your delivery hub — from scoping and task assignment through to time tracking and budget monitoring, everything your team needs to do the work and prove the value.

## What's included

The Project Management section has three pages:

| Page              | What it does                                                |
| ----------------- | ----------------------------------------------------------- |
| **Projects**      | All client engagements — track health, budget, and progress |
| **All Tasks**     | Every task across every project — Board View and List View  |
| **Team Workload** | Who's working on what, and what's overdue                   |

***

## Projects

**Page subtitle:** "All client engagements — track project delivery, budget, and team."

### Active Projects (default tab)

The Active Projects tab is your operational view. Projects are grouped by status, with filters to narrow by Engagement Type, Project Health, Lead, or Client.

**Columns:** PROJECT HEALTH · NAME · CLIENT · LEAD · ENGAGEMENT TYPE · BUDGET · BUDGET SPENT · START DATE · END DATE

**Project Health** is the first column — a coloured badge that gives an immediate read on every project:

* **On Track** (green) — delivery is proceeding as planned
* **Needs Attention** (yellow) — something needs a look
* **Critical** (red) — intervention required

**Engagement Type** is shown as a coloured badge: Retainer · Fixed-Price · Time-Based / On-Demand · Workshop · Advisory

**Budget Spent** includes a visual progress bar — a teal bar showing percentage of budget consumed. This updates automatically as time entries and expenses are logged.

Helper text below the tabs: "Filter by health, type, or lead to find what needs attention."

### All Projects (tab 2)

Shows every project including completed ones, grouped by status: Planned · In Progress · Completed. Useful for portfolio reviews and client history.

Additional filter: Status.

### Creating a project

Click **+ New Project** (top right). The form field order is:

**Name → Client → Engagement Type → Budget → Lead → Status → Start Date → End Date → Description**

* **Engagement Type** is required — it drives financial reporting in Team Billables
* **Lead** is the team member responsible for delivery
* **Project Health** defaults to "On Track"

### Project record — 5 tabs

Click any project to open its record:

**Details tab** — project overview with KPI cards, engagement details, and budget summary. Budget Health % is calculated automatically based on total billable value + expenses vs budget.

**Tasks tab** — all tasks for this project. Create and manage tasks without leaving the project record.

**Time tab** — all time entries logged against this project. Filter by team member or date range. Total Billable Value is calculated from hours × each team member's Hourly Rate.

**Expenses tab** — all project expenses logged by the team. Categories include Travel, Software, Supplies, Client Lunch, and Other. Add expenses directly from this tab.

**Comments tab** — project-level discussion. Use for milestone updates, scope notes, and internal coordination.

{% hint style="info" %}
**Budget Health %** is automated. As your team logs time and expenses, Budget Health % updates in real time — no manual calculation needed. When it turns yellow or red, it's a signal to review scope or timeline before the budget is exhausted.
{% endhint %}

***

## All Tasks

**Page title:** "All Tasks"

### Board View (default tab)

A Kanban board showing all tasks across every project.

**Section header:** "All tasks across every project" — sub-text: "Drag cards to update status."

**Kanban columns:** TO DO · IN PROGRESS · DONE (with task counts)

Each card shows: Task name (linked), Assignee, Priority (coloured badge), Due Date.

Cards are **draggable** — move a card between columns to update its status instantly.

**Filters:** Search, Project, Priority, Client, Assignee.

### List View (tab 2)

A table showing all tasks with full detail. Ideal for bulk review, sorting, and exporting.

**Helper text:** "List views are ideal for bulk review, sorting, and exporting data."

**Buttons:** Export · Import · + New Tasks

**Filters:** Filter Project · Filter Priority · Filter Client · Filter Assignee

**Columns:** TASK STATUS · TITLE · PROJECT · CLIENT · ASSIGNEE · PRIORITY · DUE DATE

Tasks are grouped by status: TO DO · IN PROGRESS · DONE

### Creating a task

From any task view, click **+ New Task**. Required fields:

* **Project** — required (links the task to its parent project and client)
* **Due Date** — required
* **Priority** — High / Medium / Low
* **Assignee** — who is responsible

Tasks also have a **File** field for attaching deliverables or reference materials directly to the task record.

### Task statuses and Priority

| Status      | Badge colour | Meaning         |
| ----------- | ------------ | --------------- |
| To Do       | Grey         | Not yet started |
| In Progress | Teal         | Being worked on |
| Done        | Green        | Completed       |

| Priority | Badge colour |
| -------- | ------------ |
| High     | Pink         |
| Medium   | Yellow       |
| Low      | Green        |

***

## Team Workload

**Page subtitle:** "Check who's working on what — spot overload and rebalance."

Team Workload is the manager's page. Scroll through it once and you know exactly who has too much, who has capacity, and what's overdue.

### What you'll see (top to bottom)

**Three KPI stat cards:**

* **Active Tasks** — all open tasks across the team
* **Overdue Tasks** — tasks past their due date and not yet done
* **Unassigned Tasks** — tasks with no assignee (a risk indicator)

**Tasks per team member** — a bar chart showing how many open tasks each person has. Hover for exact counts. Use this to spot imbalance at a glance.

**Task table grouped by assignee** — filters: Filter Project, Filter Priority, Filter Task Status. Columns: TITLE · PROJECT · TASK STATUS · PRIORITY · DUE DATE. Each group shows all open tasks for that team member.

**Overdue Tasks section** — a separate table at the bottom. Sub-heading: "Past due and not yet completed." Columns: TITLE · PROJECT · ASSIGNEE · TASK STATUS · DUE DATE · PRIORITY. This surfaces everything that needs chasing without any filtering.

***

## Time tracking

Time tracking is woven into the system at every level — Home (personal), project record (project), and Financials (organisation).

### Logging time

**From Home → My Time tab:**

* The active timer prompt shows: "No active timer. Pick a task to start tracking."
* Click **My Tasks** to jump to your task list, start a task, and the timer begins
* Click **+ Log Time** to add a manual entry

**From any task record:**

* Log time directly against the task
* Time links automatically to the project and client

### How time becomes billable value

Every time entry uses the team member's **Hourly Rate** to calculate its billable value:

```
Hours logged × Hourly Rate = Time Entry Billable Cost
↓
Sum of all entries → Task Total Billable Value
↓
Sum across all tasks → Project Total Billable Value
↓
Project Budget − Total Billable Value − Expenses = Remaining Budget
↓
Remaining Budget ÷ Budget = Budget Health %
```

This chain is fully automated. Keep Hourly Rates accurate on the Team page to keep these numbers reliable.

***

## Key fields and concepts

| Field               | Where   | What it does                                                                                                 |
| ------------------- | ------- | ------------------------------------------------------------------------------------------------------------ |
| **Engagement Type** | Project | Required. Retainer / Fixed-Price / Time-Based / On-Demand / Workshop / Advisory. Drives financial reporting. |
| **Project Health**  | Project | On Track / Needs Attention / Critical. Shown as first column on Active Projects tab.                         |
| **Budget Health %** | Project | Automated formula — remaining budget as % of total budget.                                                   |
| **Lead**            | Project | The team member responsible for delivery. Filter by Lead to see your own projects.                           |
| **Priority**        | Task    | High / Medium / Low. Required at task creation.                                                              |
| **File**            | Task    | Attach deliverables or reference files directly to a task.                                                   |

***

## Make it yours

The Project Management section works on Day 1. When you're ready to extend it:

* **Add custom task stages:** Add "Client Review" or "QA" stages to the Task Status field in Build Mode — useful if your workflow has more steps than To Do / In Progress / Done.
* **Add a Project Brief field:** Add an editable long-text field to the Project record for storing scope documents or briefs — no more digging through email.
* **Automate notifications:** Use Noloco's native Slack integration to alert your team when a task is overdue, or when Budget Health % drops below a threshold. Connect via Zapier or Make for more complex automations (e.g. auto-create a Google Drive folder when a new project is created).
* **Switch to a Gantt view:** On any Projects or Tasks view, set the Display to [Timeline](/views/display/timeline.md) and pick the Gantt Layout type to plot dependencies, drag-shift dates and add milestones across a project plan.

See [Customising Your Agency OS](/solutions/agency-os/customizing-your-agency-os.md) for the full guide.

***

## Tips

**Use Project Health actively.** Update it when something changes — don't leave everything as "On Track" by default. A yellow badge on the Active Projects tab is a prompt for a 5-minute conversation, not a crisis.

**Go to Team Workload before assigning new tasks.** The bar chart tells you in 3 seconds who has capacity. Assigning work to someone already at capacity is how deadlines slip.

**Log time daily, not weekly.** Memory degrades fast. A quick time log at the end of each working session keeps your billable data accurate and your Budget Health % trustworthy.

**Due Date is required on tasks — use it.** The Overdue Tasks section on Team Workload only works if tasks have due dates. A task without a due date is invisible to the workload view.

***

## What's next?

Once projects are delivering and time is being tracked, it's time to invoice. Head to [Billing & Expenses](/solutions/agency-os/billing-and-expenses.md) to see how Client Invoices, the Revenue Dashboard, and Team Billables work together.


---

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