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This guide covers creating a project, setting it up, and managing it through to completion. For an overview of how projects, pipelines, and views work, see Introduction to project management in Heffl.

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Creating a project

  1. Go to Projects in the sidebar
  2. Click + Project in the top right (or press C)
  3. Choose a pipeline for the type of work (Website, Bookkeeping, Construction, and so on). Each pipeline has its own stages.
  4. Pick a template or start blank:
    • Continue blank starts a fresh project with no preset tasks
    • Use template starts from a saved template that pre-fills tasks and items (the card shows how many tasks and items it includes)
  5. Fill in the project details
  6. Save
You can also add a new template from this screen with Add template, or edit an existing one before using it.
Projects 1

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Creating a project from a deal

When a deal is won and work needs delivering, open the deal and click Convert to Project. The deal’s client and details carry into the new project, so you do not re-enter them. See Working with the deals pipeline.

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Setting up the project

When creating or editing a project, set these details:
  • File title or project name
  • Description, a brief or notes about the work
  • Stage, the starting point in the pipeline (such as Discovery)
  • Assignees and project lead
  • Start date and End date
  • Client
  • Tags
  • Budgeted hours, the time you expect the project to take
  • Line items, the products or services tied to the project
  • Billing type, such as Flat Rate
A clear title, client, dates, and budgeted hours give you the foundation to track the project accurately.

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Viewing and finding projects

Switch views from the tabs at the top depending on what you need: Kanban for a status board, Table for a detailed list, and Gantt for a timeline. See the introduction for what each view shows. To find projects, use the toolbar:
  • Sort orders by created date and other fields
  • Filters narrows the list
  • Workflow filters to a specific pipeline
  • Status switches between Active and Archived
  • Search finds a project by name
You can also create or edit pipelines from here using Add workflow and Edit workflows.

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Managing a project

Open a project to manage it. From the detail view you can:

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Moving a project through stages

Advance a project as the work moves forward:
  • On the Kanban board, drag the project card between columns
  • In the Table view, change the Phase (stage) directly
  • In the project detail view, set the stage from the stage controls
Keeping stages current means your board, reports, and progress percentages stay accurate.

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Archiving and closing projects

When a project is finished, move it to its closing stage (such as Completed) so it shows under the Closed group on the board. To hide a project from the active list without deleting it, archive it. Archived projects can be viewed again using the Status filter.

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What to do next

  1. Break the project into tasks
  2. Log timesheets against the work
  3. Set up recurring projects for repeating work