Not every piece of work is a job or a stock movement. Winning a tender, rolling out fifty stores, or mobilising a new client is a project: many tasks, several owners, and a deadline that moves. The Projects module sits alongside Warehouse, Transport and Yard and gives you one place to plan and run that work, with the same tasks shown as a Board, a List, a Timeline or a Calendar. This is a how-to: follow the steps below to create a project, organise its tasks, and see where it stands.
Before you start
Projects is a module, so it needs to be switched on for your company. If you do not see Projects in the sidebar, ask your administrator to enable it. Once it is on, everyone in your company with access to the module can open the Projects area from the sidebar.
Step 1: Create a project
From the Projects list, create a new project. You can start from a template or from a blank board. The Tender pipeline template mirrors a bid board (Express interest, Bid or no bid, In progress, Submitted, Won, Lost), and there are templates for retail rollouts and client mobilisations too. A project is made of sections (the columns on the board) and tasks inside them, and you can rename, add or remove sections at any time.
Step 2: Add tasks and set the detail
Add a task to any section, then click it to open its detail panel. From there you set the owner (who it is assigned to), a start date and due date, a priority, and a description. A task card shows this at a glance: the assignee as an initials avatar, the due date (which turns red when it is overdue), and its priority, so you can read a board without opening every card.
Step 3: Break a task into subtasks
For anything with several steps, add a subtask checklist inside the task. Each subtask can be ticked off independently, and the parent task shows how many are done (for example 2/3), so a single card can carry a small checklist without cluttering the board.
Step 4: Say what blocks what
Real work has an order. In a task’s detail panel, use Blocked by to mark that it depends on another task in the project. A task that is waiting on an unfinished task shows a Blocked badge, so it is obvious what cannot start yet. Loaditude prevents circular dependencies, so two tasks can never end up each waiting on the other.
Step 5: Choose the view that fits the question
The same tasks appear in four views, switched from the top of the project:
- Board is the drag-and-drop view: move a task between sections to change its stage.
- List shows the same tasks grouped by section as rows, which is quicker to scan.
- Timeline is a Gantt view: each task is a bar from its start to its due date, grouped by section, with today marked, so you can see overlap and sequencing.
- Calendar places each task on the day it is due in a month grid you can page through, so deadlines land on a date you recognise.
Step 6: See everything assigned to you
My Day gathers your own incomplete tasks from across every project into one place, grouped into Overdue, Today, Upcoming and Later. It is the fastest way to answer “what should I be doing now?” without opening each project in turn.
Step 7: Link a task to the real work
A project task usually becomes real operational work. Open a task and add a link to a job or a customer: search your records and select one. The link jumps straight through to that record, and the job’s own page shows the project tasks connected to it, so a tender or rollout task points at the actual job it becomes, and back again. See Transport jobs and proof of delivery for how jobs work.
Step 8: Refer to a task by its ID
Every project has a short key taken from its name (Daily Operations Board becomes DOB), and every task a running number, so each task has a stable id like DOB-14 shown on the board, the list, and the task itself. Use it to point someone at a specific task in a chat or a standup. You can change a project’s key in its settings if you prefer a different one.
Step 9: Discuss and attach files on a task
Open a task to add comments and attachments. Paste a screenshot straight in with Ctrl or Cmd + V, drag and drop a file, or pick one, either on the task itself or inside a comment. Images show as thumbnails and files as links. Attachments stay private to the people on the project, in line with who can see it.
Who can see a project
A project can be kept to just the people working on it. Open the collaborators panel from a project to add or remove people, make someone an admin or a member, and choose whether the project is visible to its members only or to your whole company. Assigning a task to someone adds them to the project automatically, so an assignee can always see their work.
What you get from running work as a project
- One task, many views, because the Board, List, Timeline and Calendar all read the same tasks.
- A clear order of work, because subtasks and dependencies show what is inside a task and what must happen first.
- Readable cards, because each card shows who owns a task and when it is due without being opened.
- A line to the real work, because a task links to the job or customer it turns into.
Where to go next
- Getting started with Loaditude covers setting up the rest of your operation.
- Transport jobs and proof of delivery covers the jobs you can link project tasks to.