A project is where you deliver after the sale: assets, tasks, planning, time, finance, portal, review.
How to create one (prefer this)
For client work, start from CRM, not from an empty project:
- Deal in CRM
- Quote with real deliverables marked as assets
- Quote → Won → Mark deal as won → create the project (or add budget to an existing one)
That handoff brings company, budget, and asset slots with you. Those assets are what video review and the client portal hang on.
Projects → New is fine for internal or odd one-offs. It works less well when you still need quote cover, labelled assets, and a clean review trail. More in Get started.
Where
Top nav → Projects. Open a project from the list. There are also project dashboards, an assets view, cross-project Tasks, and Feedback under the Projects menu.
On Pipeline and List, a project can show Needs scheduling when Crew & Services shoot days or schedule-required deliverables still need dates. Shoot days are the source for shoot dates; after you save call times, empty deliverable From dates are filled as the day after the last shoot (existing To / deadline is kept). Click Needs scheduling to open the project and finish what’s left (crew call times or deliverable dates). When scheduling is done, the badge disappears. On a deliverable, Unscheduled / Partially scheduled opens the planning date fields; the line under the name says what is still missing (start, deadline, or both). Hold variants (waiting until the main asset is approved) do not count as incomplete and are not prompted for dates. Delivered projects do not show this badge; marking Delivered also sets open assets/crew to Done.
After the last planned shoot day has passed, people Assigned to that crew line (and the project manager) get a notification bell nudge to set Work status to Done — it does not flip automatically.
Pipeline loads up to 75 projects at a time (List uses pages of 25). If more match the current filter, an info icon appears next to the filter — use Search projects to find ones that are not on the board.
What’s on a project
| Tab | Use |
|---|---|
| Overview | Status and summary. If the project has no client go-live deadline yet, set it from the header or Overview (it is not filled in automatically from the quote). When the quote has shoot/crew lines without dates (and the type is not Edit-Only), the header also prompts you to set the shoot day — that opens Tasks → Crew & Services (From / To). |
| Deliverables / Assets | Production outputs (from the quote when you won properly) |
| Tasks & Milestones | Work breakdown. Crew & Services: assign people (Assigned to → + Add person for an intern/assistant not on the quote), add discrete shoot days with + Add day (only the dates you pick — not every day between), call times, optional shoot start, location, and travel each way (heen + terug), then Save to calendar. Extra people and other quote crew default to Same call times as … (uncheck for different times). Saving shoot days also seeds empty deliverable From dates as the day after the last shoot. Remove a wrong day via ⋯. Line From/To only reflect earliest/latest shoot day. Equipment lines are not planned here. |
| Planning | Timeline for this project (Week / 2 weeks); Xh Left includes load from other open projects |
| Time | Hours on this job |
| Communications | Captured emails |
| Finance | Quotes, costs, invoices, billing source, Spent |
| Client portal | Preview what the client sees; invite and portal settings for roles that can edit project details |
| Settings | Project-level settings |
Labels follow the product UI.
Assets and labels
Assets should already exist from the quote. Assign asset labels when your team filters the Assets list that way. Upload versions for review on each asset — you can drop a file on the deliverable row in the Assets list. Aspect ratio (for example 16:9) shows as a badge next to the name and large in the asset side panel, so resizes are easier to tell apart before upload. If the main format is Not needed but every resize under it is Approved, the main row shows Approved (the real state stays Not needed until you change it — e.g. if you later make that main format).
On Overview, Project files is the one place for PDFs and DOCX (scripts, briefs, legal). Mark Share with client so the file appears on the client portal project dashboard. Briefing (Internal) stays text-only notes for your team. Per-deliverable Notes / Creative briefing / Script in the asset side panel are rich text for that cut — not a second file shelf.
Tasks across projects
Projects → Tasks lists work across jobs. Use it when you are not inside a single project. Phases come from Task phases (internal vs client lists).
Finance on the project
See billing source, invoices, bank project costs, and Spent. Maths: How Clippter calculates profit and costs.
Settings that shape projects
Under Settings: project types, task phases, asset labels, numbering. Set those early if your team cares about consistent phases and numbers.
Things that trip people up
- Blank project first, quote later: budget and assets do not line up.
- Quote without assets marked: Assets tab and review feel empty.
- Ignoring Client portal until the client asks.
- Logging time while project hour caps are hard-blocked, workspace time rules.