Projects Overview

The Projects module helps you plan and execute work after a deal is closed. Projects provide structured management of phases, tasks, teams, timelines, deliverables, and time tracking.

Projects Module Overview

Projects in IntelliSales CRM can be:

• Created from scratch for internal or standalone initiatives
• Created from an opportunity when closing a deal (maintaining the link to the original sale)
• Created from a template to standardize repeatable project types

Creating Projects

From Scratch

1. Navigate to Projects in the sidebar.
2. Click + New Project.
3. Fill in the project form:
   • Project Name (required)
   • Description — overview of the project scope
   • Start Date and End Date
   • Status — initial project status
   • Health — initial health indicator
   • Color — a color tag for visual identification
   • Owner — project manager
   • Template — optionally select a project template (see below)
4. Click Save.

From an Opportunity

When closing an opportunity as Won, you can toggle Create Project. This:

• Automatically creates a project linked to the opportunity
• Carries over the opportunity name, account, and contacts
• Links the project to the revenue record

See Closing Opportunities for details.

From a Template

When creating a project, select a Template from the dropdown:

• All pre-defined phases, tasks, and team roles from the template are automatically created
• Task due dates are calculated relative to the project start date
• You can modify any auto-created phases or tasks after creation

Project Fields

Field	Description
Project Name	Descriptive title for the project
Description	Scope and objectives
Start Date	When work begins
End Date	Target completion date
Status	Current project status
Health	Overall project health indicator
Color	Visual color tag
Owner	The project manager
Linked Opportunity	The opportunity that generated this project
Template	The template used to create the project (if any)

Project Templates

Templates allow administrators to pre-define project structures that can be reused across the organization.

What Templates Include

• Phases — Pre-defined project phases with relative durations
• Tasks — Default tasks within each phase, with descriptions and relative due dates
• Team Roles — Role definitions for the project team (e.g., Project Manager, Developer, Designer)
• Milestones — Key deliverable checkpoints

Using a Template

1. When creating a new project, select a template from the Template dropdown.
2. All template phases, tasks, and milestones are automatically created.
3. Dates are calculated relative to the project start date.
4. Modify any auto-created items as needed for the specific project.

info

Project templates are configured by administrators under Admin → Project Settings. If you need a new template, request it from your admin.

Project Statuses

Status	Description
Not Started	Project created but work has not begun
In Progress	Project is actively underway
On Hold	Project is paused
Completed	All deliverables done
Cancelled	Project was terminated

Health Indicators

Health status provides a quick visual indicator of how the project is progressing:

Health	Color	Meaning
On Track	Green	Project is progressing as planned — no issues
At Risk	Yellow/Amber	Some issues that may cause delays or budget overruns
Off Track	Red	Significant problems — deadlines or budget at risk

tip

Update project health regularly (at least weekly) to keep stakeholders informed. Health indicators appear on project cards, dashboards, and reports.

Phases and Tasks

Projects are organized into phases (major stages) containing tasks (individual work items).

Phases

Phases represent major milestones or stages (e.g., "Planning," "Development," "Testing," "Launch"). Each phase contains:

• Phase name and description
• Start and end dates
• Status
• Tasks assigned to that phase

Tasks

Tasks within phases are the individual work items:

• Assignees, due dates, and priorities
• Subtasks — break down complex tasks into smaller steps
• Status tracking (matches your CRM task statuses)
• Same task entities used throughout the CRM

Task Dependencies

Tasks can have dependencies on other tasks:

• Finish-to-Start — Task B cannot start until Task A is finished
• Dependencies are visualized in the Gantt chart as connecting lines
• Overdue dependencies are highlighted to show blockers

Time Tracking

Log hours worked on each task for project cost tracking and billing:

1. Open a task within a project.
2. Click Log Time.
3. Enter:
   • Hours — time spent
   • Date — when the work was performed
   • Description — what was done
   • Billable — toggle whether this time is billable to the client
4. Click Save.

Time entries are aggregated at the task, phase, and project level, giving you visibility into total effort and billable hours.

Milestones

Milestones mark key deliverable checkpoints within a project:

• Milestones have a name, date, and status (pending/completed)
• They appear on the Gantt chart as diamond markers
• Milestones help track whether the project is meeting key deadlines

Team Members

Each project has a team with assigned roles:

Field	Description
User	The CRM user assigned to the project
Role	Their role on this project (e.g., Project Manager, Developer, Designer, QA)
Added Date	When they were added to the project team

Team members can be assigned tasks and receive project-related notifications.

For managing projects in detail (views, Gantt, client portal), see Managing Projects.