5. Projects

Projects can be generated in two ways, depending on how you’ve set up the plugin. They can be generated automatically when a quote is accepted or they can be manually created.

Projects that are created from a quote will copy across client information, project brief, deposit amount, milestones and tasks from the quote.

Contracts

CQPIM has a project contracts feature that requires the client to sign an online contract before a project commences. This is enabled by default but can be disabled in the settings.

If contracts are enabled and a client accepts a quote, the plugin will automatically send them a contract once the project has been created.

The contract will need to be signed before the project commences. Once the contract is signed, a deposit invoice will also be sent to the client automatically if a deposit amount has been selected.

Project Admin

 

Once your project has been created, you’ll see various information regarding different aspects of the project. The plugin has been designed to be visually simple, and most of the elements are self explanatory. The element you’ll want to focus on is the Status list on the right hand side. This is where you’ll be able to get an at-a-glance look at where the project stands, and also to carry out certain actions.

This column displays details on the Project Manager, Client, Project Dates, Project Status as well as providing buttons for previewing the contract, updating the project or marking the project as signed off.

The project admin page contains several metaboxes that display information regarding the project. We’ll run through those here.

Project Brief

This section is a freetext editor that allows you to write a project brief which will be shown on the contract (if activated). If the roject has been created automatically from a quote, this will contact the brief that was entered into the quote stage.

General Project Information

This section is another freetext editor that allows you to add project notes and information that you want the client to see. If you check the checkbox to show this in the client dashboard, a new menu item will appear for the client when they are viewing this project so that they can visit a page to see the information entered into the editor.

Team Members

This section allows you to add team members to the project. When you add a team member, you can also add them as a project manager. Adding a team member here gives that team member access to the project, but what they can do and see depends on how you have configured their role in the plugin Permissions page. For example, they wont be able to see the project financials or the client details unless you have enabled them to do so.

CQPIM Admins and WordPress Administrators can see everything in CQPIM by default.

Project Invoices

This section shows all invoices that are linked to the project, indicates their payment status and provides a link to view the invoice in the admin area.

Milestones and Tasks

Quite possibly the most important part of all, this section shows the status and progress of all milestones and tasks on the project.

The Milestones, Tasks and Subtasks are nested so that it’s clear which items are assigned to which parent.

The Milestones and Tasks show information including Start Dates, Costs, Time Spent, Assignee and Status (Pending, In Progress, Complete, On Hold)

Tasks & Subtasks also provide a link to the task edit page.

There are action buttons on Milestones which allow you to edit, delete, add task and reorder milestones, and action buttons on tasks which allow you to delete, mark complete, add subtask and reorder tasks. Task progress is illustrated by a progressbar, showing the percentage of task completion.

The Milestone & Tasks section also provides a total of time entries in all tasks on the project, as well as a button which allows you to hide completed tasks.

Project Financials

This section provides a table of information relating to income and whether or not the project is on budget. As milestones are marked as complete and have their final costs entered, the table will show as green for under budget/on budget and red for over budget.

It also calculates sales tax to be applied to the project and shows what the outstanding balance is, calculated by the invoices that are attached to the project.

If you have the Suppliers / Expenses Add-On it will also show expenses related to the project and a total profit for the project.

Project Expenses

Note: Requires the Suppliers / Expenses Add-On

This section shows all expenses related to the project.

My Project Notes

This section provides a freetext editor for team members to add their personal notes to the project. This information can only be seen by the team member who has entered the information and is useful for keeping personal to-do lists or other related information.

Project Files

This section shows a list of files that are attached to tasks within the project. Files cannot be uploaded here, it is for reference only.

Files are uploaded within the tasks on each project to make them more specific. If a task within the project has a file uploaded to it, then it will show in the Project Files section with a link to the file and also a link to the task that is attached to.

Project Messages

This section provides a timeline style message string between project team members and the client . This is visible to all team members who have permissions to use it.

Team members can opt to hide their messages from the client, so that it only shows to other team members. There is also an option so send messages notification emails to all team members when sending a message.

Project Updates

This section provides a visual timeline of what’s happening in the project. It covers all team members so that everybody can see when actions have been taken, such as task updates, sending messages and adding team members.