Add (Edit) Project

As a manager, you have the ability to add new projects to your organisation. Adding a project requires the Administrator or Projects Manager permission. People who can only view or lead projects do not see the "Add project" button, nor the prompt to create a project on an empty project list. To ensure that your project is added correctly and is ready for management, follow these steps:

1. Navigate to the Projects Item from the Main Menu

This will bring you to the Projects list page where you can manage existing projects or add new ones.

2. Click on "Add project"

On the Projects page, click on the "Add project" button located on the top right corner of the page. This action will open a form where you will enter the details of your new project.

3. Fill Out the Form

In the form that appears, you will need to provide the following information:

• Name: Enter the name of the project. This should be a descriptive title that clearly identifies the project.
• Reference (Optional): A key that names this project in the systems you work with outside Flowtly. Flowtly proposes one as you type the name; type over it to use your own, or clear it if this project does not need one. It has to be unique within your organisation. See Project Reference.
• Type: Specify the type of project from the available options. The types include: Fixed Price (Projects with a fixed cost), Internal (Projects carried out within the organisation), Non Billable (Projects that do not generate revenue), Time and Material (Projects where costs are based on time and materials used).
• Date from (Optional): Represents the start date of the project.
• Date to (Optional): Represents the end date of the project.
• Client (Optional): The client the project is for. Pick an existing client, or choose "Add client" at the bottom of the list to create one without leaving the form; the new client is then filled in for you. Leave it empty for an internal project. You see this field if you can work with clients (Clients Manager or Debt Collections Manager); only a Clients Manager sees "Add client". You can also set or change the client later, under Basic Information.

Note: If no dates are set, the project status will remain active until manually changed. If a Date To is specified, the project stays active through that date, including the Date To itself, and changes to inactive automatically the day after. From the day after its Date To, it is displayed under the Inactive tab on the Project List page. Another possible status is Partially Active, which appears based on the statuses of the project's phases.

4. Save the Project

Once you have filled out all the necessary fields, click Save to add the project to the system.

Following these steps will ensure that your new project is successfully added and is ready for management within our system. You will now be able to view and edit the project details, manage employees assigned to the project, and track its progress through various phases.

Edit Project

On the Overview tab of the Project page, project information is now grouped into distinct sections, each with its own Edit option. This modular approach allows users to manage specific segments independently without editing the entire project.

1. Basic Information Click the Edit button in the top-right corner of the Basic Information section to modify the following fields:

• Name: Edit the name of the project.
• Reference: The project's key for systems outside Flowtly. It is not re-derived from the name when you rename the project, so a rename cannot repoint an integration; change it here when you want it changed. See Project Reference.
• Parent Project: Specify a parent project, if applicable.

Note: Once linked, the project will appear nested under its designated Parent Project in the Projects list.

• Type (required): Choose between Fixed Price, Internal, Non-Billable, or Time and Material.
• Date from: Select the project’s start date.
• Date to: Select the project’s end date.
• Client: Select the associated client, if applicable. Each change saves by itself: a text field when you leave it, a selection as soon as you pick it. Date from and Date to save together, as one period. A small status next to the field shows when the change is saved, and if a change is refused, the field says why and Flowtly asks before you close the dialog and lose it. The last change can be undone for a few seconds, and a change made without a connection waits and saves itself once the connection returns; see Forms that save as you go.

Area and parking figures When your organisation uses property management, the Basic Information section also shows three figures that Flowtly works out from what the project has booked, so nobody has to type them in:

• Leased area: the total area of the units the project has booked.
• Common-area share: the project's share, in m², of the common area of each building it is booked in. When the project and its phases are booked in one building only, the share is followed by its percentage of that building's common area, the ratio the common area is invoiced by. See A building's common area.
• Parking spaces: the number of distinct parking spaces the project has booked. A space shared by two bookings counts once. A resource counts as a parking space when its category carries the parking icon; the category's name does not matter.

The figures add up the project and its phases, and count only the bookings active today, so they change when a booking starts, ends or is edited. A building whose figure is not known is left out of the total rather than counted as zero, and the field names each building it left out with the reason, for example without data: Building B (a booked unit has no area). The reason is one of a booked unit has no area, the building has no area or common areas not set up, which tells you whether to record a unit's area, the building's full area, or set up the building's common area. A building booked by both the project and a phase is named once. Attribute values typed in by hand are still shown below, under Attributes (entered manually).

Notes The Notes section allows users to add internal comments and information related to the project. If no notes have been added yet, the section will display a placeholder message: "No notes for the project". To add the first note, click Add note + in the top-right corner of the Notes box. Once a note is created, it becomes visible in the section and can later be edited. This is useful for tracking ad-hoc updates, decisions, or reminders directly within the project context. Users with Admin role can remove any Notes. You can update a project’s avatar from any tab within the Project view. Simply hover over the avatar (next to the project name) and click the edit icon that appears. This opens the Change avatar dialog, where you can either select a new project colour from the palette or upload a custom logo/image from your device. Once selected, the updated colour or image will be applied to the avatar and reflected consistently across the platform.

Attributes On the Attributes tab, click the Edit button on a row to change that attribute's value. The value saves by itself when you leave the field. For an attribute with a period, Date from and Date to save together; for an attribute with an end date only, the date saves as soon as you pick it. There is no Save button. Adding a new attribute value still uses the Add button.

A project takes its attributes from an attribute set. While a project has no set, the Attributes tab first opens Assign attributes, where you choose one. Choosing a set asks first, naming the set, for example "Assign Office leases? This can't be changed later." Assign stores the set straight away and moves on to adding the first value; Cancel stores nothing and leaves the project without a set. The question is there because the choice is final: once a project has an attribute set, it cannot be switched to another one. When your organisation has exactly one attribute set, there is nothing to choose, and Flowtly assigns it on its own when the dialog opens.

Adding Team Members

Open the project's Members panel and click Add member.

• Choose one or more people. Click a person to select them, and click again to deselect. Hold Shift and click a second person to select everyone listed between the two. A selected person is highlighted with a checkmark, and everyone selected is also listed above the list, where you can remove them one by one.
• Choose a role. A role is required, and the one you choose applies to everyone selected. Only roles that none of them already hold on this project are offered. If no role is open to all of them, remove someone from the selection.
• Click Add team member. If some people could not be added, the dialog stays open with only those people still selected, and a message says how many were added, so you can try again without adding anyone twice.

People without a current agreement are listed but cannot be selected. Their row says why, and lets you create or renew the agreement.

Archiving a Project

You archive a project from its Overview tab: open the project, click Archive in the project header, and confirm. Flowtly takes you back to the Project List.

Who can archive a project

Archiving a project requires the Administrator or Projects Manager permission. Roles that include Projects Manager, Account Manager for example, can archive projects too. Project Leads cannot, including on projects they lead. Without one of these permissions, the Archive button does not appear.

What archiving does

An archived project disappears from search, from the project pickers and, unless one of its phases is still running, from the Project List, so it stops getting in the way of current work. Archiving deletes nothing: the project keeps its tasks, logged work time, costs and invoices. Budgets and property bookings linked to the project do not stop you from archiving it.

To find an archived project, select Archived in the Status filter on the Project List page.

Archiving applies to the project itself, not to its phases: each phase keeps its own status. Archive a phase as well if you want it out of the way too.

Unarchiving a project

Open the archived project and click Unarchive on its Overview tab. There is no confirmation: the project is back in your lists straight away.

Note: archiving is not the same as a project ending. If you only want a project to stop counting as active, set its Date to instead, which moves it to the Inactive tab on the Project List page.

Example use cases

• Onboarding a new client project: Create a new project, select "Fixed Price" or "Time and Material" type, assign the relevant client, and set initial start and end dates.
• Launching an internal initiative: Set up an "Internal" project to track progress on new product development, process improvements, or team training programs.
• Adjusting project timelines: Edit an existing project to update its "Date to" field when the project has been extended or completed ahead of schedule.
• Documenting project decisions or updates: Add a new note to a project's Notes section to record key decisions made during a client meeting or an important internal update.