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Create a Project

This article walks through every field on the new-project form so you can set a project up correctly the first time.

Where to find itGo to Work›Projects and click Add Project. The button only appears if your role has permission to add projects.

How to create a project

  1. Go to Work → Projects.
  2. Click Add Project.
  3. Fill in the Project Details section (at least the required fields, marked below).
  4. Optionally expand the Other Details section to add files, budget, currency, and progress settings.
  5. Click Save.

Fields — Project Details

Field What it does Required
Task Short Code A short code used as a prefix for the project's task numbers (for example, tasks become ABC-1, ABC-2). No
Project Name The name of the project. Yes
Start Date When the project begins. Yes
Deadline The project's due date. Hidden if Without Deadline is ticked. Yes (unless without deadline)
Without Deadline Tick this if the project has no fixed end date. Hides the Deadline field. No
Project Category Groups the project under a category. Use the Add button beside it to create a new category on the fly (if you have permission). No
Department One or more departments/teams. Selecting a department auto-loads its members into the member picker. Hidden for contact users. No
Client The contact this project is for. Only shown if the Contacts module is enabled. No
Project Summary A rich-text description of the project. Supports @mentions. No
Note An initial note saved with the project. Only shown if you can add project notes. No
View Public Gantt Chart Enable or disable a public, no-login Gantt link for this project. Default: Enable. No
Public Task Board Enable or disable a public, no-login task board link. Default: Enable. No
Need Approval (by admin) When enabled, tasks in this project must be approved by an admin before completion. Default: Disable. No
Label One or more colour-coded labels. Use Add to create a label inline (if you have permission). No
Create Public Project Makes the project visible to everyone without member restrictions. Only shown if you have permission. Ticking it hides the member section. No
Add Project Members The employees working on the project. Use Add to create a new employee inline (if you have permission). If you cannot add members, you are added automatically. No

Fields — Other Details

Click the Other Details header to expand this section.

Field What it does Required
Add File Drag and drop one or more files to attach to the project. Only shown if you can add project files. No
Currency The currency for this project's budget and finances. Defaults to the company currency. No
Project Budget The total budget figure for the project. No
Hours Allocated An estimate of the total hours for the project. Used by the roadmap's planned-vs-actual chart. No
Calculate Project Progress Through How the progress bar is calculated. Options: manual (default), Task Completion, Project Total Time, or Based On Project Deadline. Choosing "Based On Project Deadline" requires a deadline (it disables Without Deadline). No
Manual Time Log Allows time to be logged manually against this project (rather than only via the timer). No
Enable Miro Board Connects a Miro board. Reveals a Miro Board Id field (required when shown) and a Client Miro Access option. No
Client Task Notification Notifies the assigned contact about task activity. No
Custom Fields Any extra fields your administrator has added for projects. Varies

Status when created

You do not choose a status on the form. New projects open with your company's default project status (usually In progress). You can change it later from the Overview tab — see Project status and progress.

Permissions

  • Creating a project requires the add projects permission.
  • The Create Public Project option only appears if you have the create-public-project permission.
  • Inline Add buttons (category, label, employee, file) each require their own permission.

Tips

  • Set a Task Short Code even though it is optional — it makes task numbers far easier to read and reference.
  • If you choose Task Completion or Project Total Time for progress, the progress bar updates automatically as work is done.
  • Selecting a Department is the fastest way to add a whole team to a project at once.

AI agent instructions

A project can carry AI Agent Instructions — a standing brief an AI assistant follows for work on that project (for example "always reply in the client's language and copy the project manager"). The box is on the project Add and Edit forms.

They sit alongside the board and column instructions used by tasks: an agent working a task on a project reads both. The field is also exposed as ai_instructions on the REST API's /project resource, so agents connected over the API or MCP can read it.