Projects and workstreams

Projects connect daily work to the context that makes it useful. Human hours, AI agent contributions, budgets, rates, reports, and client views all become easier to interpret when the project structure reflects how delivery is managed.

Create a project

Open Projects, select New project, and add the project name. Attach a client when the work is external, then configure the fields your workflow needs:

• Billing rate and currency
• Budget and budget basis
• Project members or access rules
• Workstreams
• Notes and delivery context

Keep names recognizable outside the delivery team. A report called “Phase 2” is ambiguous when several clients have one.

Choose the right project boundary

Create a separate project when one of these changes:

• Client or contracting entity
• Commercial rate or budget
• Delivery owner
• Access requirements
• Reporting or closure date

Use one project with workstreams when the same engagement simply needs an internal breakdown.

Add workstreams

Workstreams are optional subcategories within a project. Common examples include discovery, strategy, implementation, quality assurance, and support.

Keep the list short and stable. Workstreams should help someone compare how effort was distributed, not reproduce every ticket or transient task. In the public API, workstreams are represented as tasks for historical compatibility.

Configure access

Project access determines who can view or contribute to the record. Add the members who deliver or manage the project, then verify manager grants if your workspace limits managers to selected projects or clients.

Review access when someone changes teams or a confidential engagement ends. Workspace membership and project access solve different problems, so removing a person from one project does not necessarily remove them from the workspace.

Set rates and budgets

Rates give tracked time commercial meaning. A workspace can define reusable rate policy, while a project can carry the context for a specific engagement. Projects support a weekly-hours budget per member, a total-hours budget, and a total monetary budget. The hour and monetary budgets can be used together.

Budget signals are only useful when entries consistently use the project. Review uncategorized work before interpreting burn or remaining capacity.

Use the project view

The project view brings together delivery signals such as tracked time, team participation, workstreams, budget, access, and notes. Use it for the operational question “how is this engagement progressing?” Use saved reports when you need to compare projects or produce a recurring stakeholder view.

Close or archive cleanly

Before a project leaves active delivery:

1. Stop running timers and resolve incomplete entries.
2. Review billable state and rates.
3. Resolve data-quality or budget alerts.
4. Produce the final report or invoice.
5. Confirm any client portal should remain available.
6. Remove it from the team's active choices according to your workspace process.

For external visibility, continue with clients and portals.