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 and tasks inside them. A section is a stage of the work: it appears as a column on the Board, a heading on the List, and a band on the Timeline, so moving a task between sections is how you move it through the project. On the Board you can add columns, rename one (double-click its title), delete one (its tasks move to the first column), and drag a column left or right to reorder your stages. You can also drag a task up or down within a column to set its order. A task always belongs to one section (or none).
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. You can also mark a task as a milestone, a key checkpoint, which shows as a flag on its card and a diamond on the Timeline. 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. Type @ in a comment to mention a colleague and pull them in: they get a notification that links straight to the task. You can edit or delete your own comments (an edited comment is marked as such).
Tag and filter tasks
Add tags to a task to label it however suits your team, for example a client name, “billable”, or a workstream. Tags are coloured, shared across your projects (so you build up a consistent set), and you can create a new one on the spot from a task. Coloured tag chips show on the cards, and a filter bar at the top of the project lets you narrow every view down to the tags you pick.
Find and focus with filters, search and sort
A toolbar at the top of every project lets you cut a busy board down to what matters: search tasks by text, filter by assignee (including unassigned), by priority, and by due date (overdue, due today, due this week, or no date), and hide done tasks. The filters apply to every view. On the List you can also sort by due date, priority or title, while the Board keeps the order you set by hand. Clear resets everything.
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.
Group projects into portfolios
When you are running several related projects, gather them into a portfolio. Create one from the Projects page, then assign a project to it from that project’s card. The Projects page groups your projects under their portfolio, and opening a portfolio gives you a rollup: how many projects it holds and how far along the work is across all of them, with each project’s own progress.
Stay in the loop
You get a notification when someone assigns you a task, when someone comments on a task assigned to you, when someone @mentions you in a comment, and when a task you own becomes overdue. Each notification links straight to the task, and you can turn any of these off in your notification settings.
Archive a finished project
When a project is done, archive it from its header to take it out of your active list without losing anything. Archived projects live under the Archived view on the Projects page, where you can open them or restore one back to active at any time.
Read a project’s health at a glance
At the top of every project is a summary strip. It shows how far along the work is (tasks done out of the total, with a progress bar), how many tasks are overdue, how many are due soon (in the next seven days), how many are unassigned, and how many people are on the project. It updates as you work, so you can see whether a project is on track without opening a single task.
Pull a status report
For a manager’s view, open Report from the Projects page. Choose a single project, a portfolio, or all your projects, and get a table of each project’s tasks done, open, overdue, due soon and unassigned, its completion and milestones, plus a workload by person breakdown of who has how many open (and overdue) tasks. Export it to CSV. Access follows your company’s report permissions, the same as the other reports. You can also schedule it as a weekly email from Settings, so a project status lands in your inbox without anyone having to run it.
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.