> ## Documentation Index
> Fetch the complete documentation index at: https://docs.charle.agency/llms.txt
> Use this file to discover all available pages before exploring further.

# Projects

> Managing fixed-scope project work

Projects in CharleOS are used for fixed-scope work with defined phases, tasks, and budgets. Unlike retainer work managed through the schedule, projects provide structured tracking of larger initiatives.

## What are projects?

Projects represent fixed-scope work with:

* **Defined scope** - Clear deliverables and objectives
* **Budgeted phases** - Design, development, or custom phases with allocated time
* **Task-based workflow** - Break work into manageable tasks
* **Progress tracking** - Monitor completion against budget
* **Client sign-off** - UAT tracking for client approval

<Info>
  Projects are separate from retainer work. Use projects for larger fixed-bid initiatives and the schedule for ongoing retainer work.
</Info>

## Project components

### Basic information

Every project includes:

* **Title** - Project name
* **Client** - Associated client
* **Project Manager** - Assigned PM (optional)
* **Target completion date** - Expected delivery date
* **Status** - Current project status
* **Progress** - Overall completion percentage

### Phases

Projects are organized into phases:

* **Design** - UI/UX, visual assets, creative work
* **Development** - Code, features, technical implementation
* **Custom phases** - Any other work groups you need

**Budgeted vs non-budgeted:**

* **Budgeted phases** - Have allocated time (days) and QA budget
* **Non-budgeted phases** - No time allocation, just organization

### Tasks

Each phase contains tasks:

* Individual work items
* Assigned to team members
* Tracked through workflow statuses
* Time logged against tasks
* Schedules with start/end dates

## Project statuses

| Status        | Description           |
| ------------- | --------------------- |
| **Active**    | Currently in progress |
| **On Hold**   | Paused temporarily    |
| **Completed** | All work finished     |
| **Archived**  | Closed and archived   |

## Creating projects

### Who can create

Users with project creation permissions:

* Project Managers
* Managers
* Admins

### What you need

**Required:**

* Project title
* Client selection

**Optional:**

* Assigned PM
* PM allocated time (days sold for PM work)
* Target completion date
* Initial phases (Design, Development, or both)

### Phase setup

For each phase you can specify:

* Phase name (Design, Development, or custom)
* Allocated days (quoted work time)
* QA days (testing budget)
* Whether phase is budgeted

**Example setup:**

* **Design**: 25 days allocated + 5 days QA
* **Development**: 35 days allocated + 5 days QA

<Tip>
  Add phases during project creation or add custom phases later as work evolves.
</Tip>

## Viewing projects

### Projects list

The main projects page shows all projects as cards:

* Project title and client
* Status badge
* Progress percentage
* Target completion date
* Assigned PM

### Filtering

Filter projects by:

* Status (active, on hold, completed, archived)
* Client
* Assigned PM

## Project detail view

### View options

Two ways to view project tasks:

**List view:**

* Tasks grouped by phase
* Table format with all details
* Drag to reorder tasks
* Bulk actions available
* Quick inline editing

**Board view:**

* Kanban-style columns by status
* Visual task flow
* Drag tasks between statuses
* Focused on task progression

### Phase groups

Each phase shows:

* Phase name (editable)
* Task count
* Add new tasks within phase
* Reorder phases (move up/down)
* Delete phase (also deletes tasks)

## Progress tracking

### Task-level progress

Task statuses:

* **Not Scheduled** - Not yet planned
* **Scheduled** - Dates assigned
* **In Progress** - Work started
* **Awaiting Review** - Submitted for review
* **Complete** - Finished

### Phase progress

Calculated from task completion:

* Based on tasks marked complete
* Updates automatically
* Shows percentage per phase

### Project progress

Overall project progress:

* Weighted average across budgeted phases
* 0-100% completion
* Visible on project card and detail page

<Note>
  Only budgeted phases contribute to project progress calculation.
</Note>

## Who sees what

### Access by role

**Project Managers:**

* See all projects
* Create and manage projects
* Assign tasks
* Mark tasks complete

**Delivery Team:**

* See projects they're assigned to
* View their tasks
* Update task status
* Log time

**Managers:**

* See all projects
* Full management capabilities
* Activity log access

**CSMs:**

* See projects for their clients
* View-only access
* Cannot manage tasks

## Common workflows

### Starting a new project

<Steps>
  <Step title="Create project">
    Add project with title, client, phases
  </Step>

  <Step title="Set up phases">
    Configure budgeted phases with allocated time
  </Step>

  <Step title="Add tasks">
    Break work into tasks within each phase
  </Step>

  <Step title="Assign team">
    Assign tasks to team members
  </Step>

  <Step title="Schedule work">
    Add start and end dates to tasks
  </Step>
</Steps>

### Working on tasks

<Steps>
  <Step title="Start task">
    Change status from Scheduled to In Progress
  </Step>

  <Step title="Log time">
    Record time spent on the task
  </Step>

  <Step title="Submit for review">
    Complete work and submit (In Progress → Awaiting Review)
  </Step>

  <Step title="PM approval">
    PM marks task complete after review
  </Step>
</Steps>

### Client UAT tracking

Projects support client sign-off tracking:

* **Pending** - Not yet ready for client
* **In Review** - Client reviewing
* **Approved** - Client approved

This is separate from internal task status and helps track client acceptance.

## Time tracking

### Logging time on tasks

Time can be logged:

* When marking task complete
* Via "Log Time" action
* Retrospectively for any date

### Aggregation

Time logged rolls up:

* Task → Phase actual minutes
* Phases → Project total
* Compared against budgeted time

### Viewing budget vs actual

Each phase shows:

* Allocated minutes (quoted)
* QA minutes (testing budget)
* Actual minutes (time logged)
* Overage indication

## Best practices

<CardGroup cols={2}>
  <Card title="Right-size tasks" icon="scissors">
    Break work into tasks that take 1-3 days maximum
  </Card>

  <Card title="Budget realistically" icon="calculator">
    Include QA time in phase budgets
  </Card>

  <Card title="Assign early" icon="user-plus">
    Assign tasks to team members upfront for capacity planning
  </Card>

  <Card title="Log time promptly" icon="clock">
    Record time daily to track budget accurately
  </Card>

  <Card title="Use phases wisely" icon="layer-group">
    Only make phases budgeted if they have quoted time
  </Card>

  <Card title="Track sign-offs" icon="circle-check">
    Use client sign-off status for UAT tracking
  </Card>
</CardGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Project Phases" icon="layer-group" href="/user-guide/projects/project-phases">
    Learn how phases organize work
  </Card>

  <Card title="Project Tasks" icon="check-square" href="/user-guide/projects/project-tasks">
    Understand task workflow and management
  </Card>

  <Card title="Progress & Budgets" icon="chart-line" href="/user-guide/projects/progress-budgets">
    Track progress and budget vs actual
  </Card>

  <Card title="Time Tracking" icon="clock" href="/user-guide/time-tracking">
    Log time against project tasks
  </Card>
</CardGroup>