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Track a project: tasks, photos, files

Who can do this: Admin, Manager, Foreman

By the end of this article, you will have created a project or opened one, added tasks and marked them done, uploaded a photo and uploaded a file. A project is one job. Its page keeps the job's tasks, photos and files together, each on its own tab.

Before you start​

  • Creating or editing a project takes an admin or a manager. Deleting a project takes an admin. A foreman can open projects, add tasks, mark tasks complete and upload photos and files, but cannot create, edit or delete a project, and cannot delete a task.
  • To link a project to a client, the client must already be in your Clients list: see Add clients one at a time or from a file.

Steps: create or open a project​

  1. Open your projects. On a computer or tablet, select Projects in the sidebar. On a phone, select Projects in the bar at the bottom of the screen.
  2. To open a project you already have, select it in the list and go on to the next section.
  3. To create one, select New Project. The New Project form opens.
  4. Enter the Project Title. It is the only field the form marks as required: Save Project stays unavailable until it is filled in.
  5. Under Client, choose the client the job is for.
  6. Under Status, keep lead, which a new project starts as, or choose active, on hold, completed or cancelled.
  7. Fill in Foreman, Job Site Address, Start Date, End Date, Budget ($) and Description as far as you have them.
  8. Select Save Project.
  9. Select the new project in the list to open it. It opens on the Overview tab. The tabs along the top are Overview, Tasks, Time, Photos and Files. On a phone, swipe the row of tabs to the left to reach Files.
  10. To change a project later, open it and select Edit. The Edit Project form has the same fields; change what you need and select Save Project.
  11. To delete a project, open it and select the trash can icon beside Edit. The app asks "Delete this project? This cannot be undone." Confirm to delete it. Only an admin sees the trash can icon: a manager sees Edit without it, and a foreman sees neither.

Steps: the Tasks tab​

  1. Select Tasks.
  2. Select the Add a task... box and type the task.
  3. Select Add, or press Enter. Add stays unavailable while the box is empty.
  4. To mark a task done, select the empty box at the left of the task. Select it again to mark the task not done.
  5. To delete a task, on a computer, point at the task with the mouse and select the trash can icon that appears at its right.

Steps: the Photos tab​

  1. Select Photos.
  2. Select Upload Photo. On a project with no photos yet, you can also select Upload First Photo.
  3. Choose the photo. The app takes JPEG, PNG, GIF and WebP pictures.
  4. To see a photo larger, select it. Select the X at the top right to close it.

Steps: the Files tab​

  1. Select Files.
  2. Select Upload File. On a project with no files yet, you can also select Upload First File.
  3. Choose the file. The app takes PDF files, Word documents, and spreadsheets saved as CSV or Excel files.
  4. To open a file, select it in the list. A PDF opens in a preview with its name and Download. Select the X at the top right (its name is Close) to close the preview. A CSV file is downloaded to your device.

What you see​

  • After Save Project, the app shows "Project created", and the project appears in the list with its status. After you edit a project, the app shows "Project updated".
  • On the Tasks tab, each task you add appears in the list, and a line above the box counts how many tasks are completed out of how many. A task marked done is crossed out. Before the first task, the tab says "No tasks yet".
  • On the Photos tab, the app shows "Photo uploaded", and the photo appears with the others. The tab counts the project's photos. Before the first photo, the tab says "No photos yet".
  • On the Files tab, the app shows "File uploaded", and the file appears in the list with its name and size. Before the first file, the tab says "No files yet".
  • After you confirm a delete, the app goes back to the list, and the project is no longer in it.

If something blocks you​

  • "Forbidden" after you select Save Project in the New Project form. Your role cannot create projects: a foreman sees New Project, but the project is not saved. Ask an admin to create it.
  • "Upload failed: File too large" on the Photos tab, or "File too large" on the Files tab. The file is bigger than the app takes. Upload a smaller copy, for example a photo saved at a lower resolution.
  • "File type not allowed" on the Files tab, followed by the file's type, for example "File type not allowed: text/plain". The Files tab takes PDF files, Word documents and CSV or Excel spreadsheets only. Save the file as one of those types and upload it again.
  • Edit and the trash can icon are not shown on the project. You are signed in as a foreman, who cannot change or delete a project. A foreman can still add tasks and upload photos and files.
  • Edit is shown but the trash can icon is not. You are signed in as a manager, who can edit a project but not delete it. Ask an admin to delete it.