Projects

The Projects tool is where you create, manage, and track all your work within a workspace. Each project contains its own tasks, media, canvases, notes, and milestones, making it the central hub for your content workflow.

How to run every video as a project, from first idea to upload, with its tasks, canvases, media and dates in one place. Watch the tutorial (1:20)

Tour

The Projects view has two layouts, and you can switch between them using the view toggle at the top.

Table view

A list of every project in the workspace, showing:

• Project Name
• Type
• Status
• Assignee
• Thumbnail
• Social Accounts
• Priority
• Due Date

Any custom fields set to show in the table appear as extra columns.

Click the arrow beside any project to expand it and view its tasks inline, without opening the project.

Kanban view

Every project appears as a card sitting in a column. Drag a card from one column to the next and its status updates everywhere automatically.

You can change how the board is built using the Group and Sort controls. Group by Status, Type, Assignee, Account, Account Group, Priority, or any of your custom fields, then sort within those groups by Custom, Priority, Due Date, Name, or Created. Grouping by Status and sorting by Priority puts your most urgent work at the top of each stage.

Top Right Controls

• Search Bar → Search across active and archived projects.
• Settings → Set the default view (Table or Kanban) for everyone in the workspace, and manage Custom Fields, Project Types, Task Types, and Status labels for the projects in this workspace.
• Filter → Narrow the view to one specific thing, for example only projects that are In Review.
• Active / Archived switch → Switch between active and archived projects. You'll only see this if your role lets you archive projects.
• New Project → Create a new project.

Inside a Project

Open a project and you'll see its name in the header, with a back arrow to return to the Projects list. Two controls sit in the top right:

• Notes icon → Opens the Notes sidebar for discussion about this project.
• More (...) → Additional project including Schedule (Coming Soon), Archive, and Delete.

Beneath the header are five tabs.

Overview tab

The Overview brings the whole project together on one screen.

Details row → Status, Type, Social Accounts, Assignee, Priority, and Due Date. Social Accounts shows how many channels the project is linked to.

Summary cards → Tasks completed against total, Media count, Canvases count, and time remaining until the due date. An overdue project shows the overdue figure in red.

Project Description → Double-click to add or edit. We recommend using it to record the intended value and purpose of the content.

Packaging panel → A preview of the thumbnail, title, and linked channel. Edit these in the Packaging tab.

Tasks → A table showing Task Name, Type, Status, Assignee, and Due Date. Use the + icon to add a task, the column headers to sort, and the checkboxes to select tasks.

Milestones → Use the + icon to add a milestone. The project's due date and task due dates are added as milestones automatically and marked Auto.

Recent activity → The latest actions taken by members, with View all for the full history.

Canvases tab

Every canvas linked to the project, with a count on the tab itself. Link an existing canvas or create a new one without leaving the project.

Media tab

Every piece of media linked to the project. This could be raw footage, assets, and final edits. Link files already in your workspace, or upload new ones.

Packaging tab

Where you prepare your packing. Add thumbnails, title variations, and a video description.

Activity tab

The full history of everything that's happened in the project, including who made each change and when.

Creating a new project

There are two ways to create a project.

• Click New Project in the top right of Projects view.
• Or open your Strategy Planner, find a video idea you've generated, and click Add to Projects. Most of the project details will be pre-filled from the idea.

Either route opens the Create new project dialog. From here:

• Enter a name and a short description.
• Select a Project Type. If the type you want doesn't exist yet, create it inline without leaving the dialog.
• Choose a Status. It starts on your first status, but you can change it.
• Optionally add Social Accounts, a Due Date, an Assignee, Media, Canvases, and any custom fields.
• Click Create project and it will appear in your active list.

If you're setting up several projects back to back, use the Create more option to keep the dialog open after each one.

Nothing here is permanent. Every field can be changed at any time.

Opening a project

Click a project name in your Projects list. You can open projects from both the Dashboard and Projects view.

Tasks

Tasks are the backbone of each project. Use them to break work into actionable steps (e.g. "Write script," "Record," "Edit"). Each task has a Type, Status, Assignee, and its own due date, so everyone knows what they own and when it's due.

Drag tasks to reorder them. When someone completes a task, the project owner and the other task assignees are notified, and the change is recorded in the Activity Log.

Project tasks assigned to you also appear in your Tasks list, and changes you make there update the project. You can also add a task to a project from Tasks by typing @ and the project name, or move one of your own tasks into a project with Move into a project. Tasks can't be added to archived projects.

Notes

Notes is where every conversation about a specific project lives. Click the Notes icon in the top right of any project to slide the sidebar in.

• Write a note and it appears instantly for everyone with access to the project.
• Type @ to mention a workspace member. They'll receive a notification and can jump straight in.
• Replies thread underneath the original note, so a discussion stays together rather than scrolling away.
• Everything updates live.

Because notes sit inside the project, decisions stay attached to the work they relate to. Months later, the reason you changed a hook or swapped a thumbnail is still there in context.

Calendar

Project due dates, task due dates, and milestones all appear on your workspace calendar automatically. There's nothing to sync.

Types

Customise your workflow with:

• Project Types (e.g. Long-form, Short-form, Podcast, Campaign).
• Task Types (e.g. Writing, Editing, Review).
• Status Labels (e.g. Not Started, In Progress, In Review, Complete).

These can be managed under Project Settings. Only the workspace owner can add or remove statuses, or delete types.

You can also add Custom Fields in Project Settings (workspace owners and admins only) to track anything else you need on a project.

Adding & Managing Project Media

Projects can link to any media uploaded to your workspace.

• Click Add Media in the Media tab, then choose Link Existing or Upload New Media.
• Use the menu on a media card to Mark as Ready to Post or Remove from Project.
• All media tied to a project, including media linked to specific tasks, is visible in one place.
• All Project Media will also be viewable in that workspace's media page.

Adding Canvases

Link existing canvases or create new ones from the Canvases tab using the + menu (Link Existing Canvas or New Canvas). Canvases stay synced, and can be worked on by multiple users.

A single canvas or piece of media can be linked to as many projects as you like, so reusable templates and stock footage only need uploading once.

Milestones

Set milestones to define key goals or checkpoints within a project. They sit beneath Tasks on the Overview tab. Your project due date and task due dates become milestones automatically.

Packaging

The Packaging tool helps you prepare content for publishing. Add thumbnails, title variations, and a description to your project. A preview of your packaging shows on the Overview tab.

How to work on titles and thumbnails in the Packaging tab so your video earns the click. Watch the tutorial (1:16)

Archiving Projects

Archive projects when they're complete or no longer active.

• Switch to Archived using the Active / Archived switch at the top right.
• Switch back to Active anytime.