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Projects

Create your first project

Use the project workbench to create a Proposed project with an identifier, name, timezone, candidate slots, stakeholders with explicit roles, and optional templates, tags, and groups.

7 min readcoordinatoradmin

Step by step

  1. 1

    Open the project workbench

    From the dashboard, open Draft a project, or go to Projects → New project. Both routes open the same project workbench.

  2. 2

    Enter the core project details

    Fill in the Project identifier, Name, Timezone, and (optionally) Description. The identifier must be unique within the workspace.

  3. 3

    Add optional structure

    Under Structure, optionally pick a Project group, Project template, and Tags. A template can pre-fill default instructions, default duration, and a starting set of prerequisites.

  4. 4

    Add stakeholders

    Under Stakeholders, add at least one participant. For each one, pick a saved stakeholder from the directory or create a new one, set the role, and toggle Can propose slots if appropriate.

  5. 5

    Add candidate time slots

    Under Proposed slots, add candidate times with start, end, and optional label. Verify the slot timezone matches what stakeholders will read.

  6. 6

    Save the draft

    Choose whether to allow stakeholder-proposed slots project-wide, then click Create project draft. You will land on the project detail page in the Proposed state, ready to invite.

Guide details

What a project actually contains

A project bundles every artifact for one piece of coordination work into a single record. Knowing the parts up front makes the create form less surprising.

  • Identifier - short workspace-unique handle (for example INT-014).
  • Name and optional description - what stakeholders see on the invite.
  • Timezone - the timezone used when rendering every slot in the project.
  • Slots - candidate time windows with start, end, optional label, and slot timezone.
  • Stakeholders - each with a role (Required, Optional, Observer) and an optional permission to propose slots.
  • Tags, group, and template - optional organising metadata.
  • Allow stakeholder slot proposals - a project-wide toggle for inviting alternative times.
  • Expiration date - when the workflow auto-expires if not finalized (defaults from workspace setting).

How status changes happen

A project always starts in the Proposed state and is read-only after it reaches Inked or Expired. The transitions between states are mostly driven by your actions on the project - you don't need to flip status manually unless an admin override is needed.

  • Adding slots and stakeholders keeps the project Proposed.
  • Selecting a working slot moves the project toward Penciled.
  • Reviewing prerequisites once a slot is selected suggests a Validating state.
  • Inking commits the project to the final state and produces the summary record.
  • Workspace admins can mark Expired or reopen non-inked projects from the overrides tab.

Identifiers versus names

Use the Project identifier as your stable handle in reports, follow-ups, and conversations. Use the Project name for any text stakeholders will read.

FAQ

How many proposed slots should I add?

Three or four realistic candidates is usually plenty. Enough to give stakeholders real choice, not so many that the response form becomes a chore. You can add more later if early votes show none of the options will work.

Do I need templates before the first project?

No. Tags, groups, and templates are optional but useful once the same shape of project repeats. Skip them on your first project and add them later once a pattern emerges.

Why does the form require stakeholders?

Projects are designed around real coordination. Every project must have at least one stakeholder so there is somebody to invite, vote, and answer prerequisites.

What is the project identifier versus name?

The project identifier is workspace-unique and is meant to be a short, stable handle (for example ONB-042) you can reference in conversations, emails, and reports. The project name is the human-readable label stakeholders see on invites.

What roles can stakeholders have on a project?

Each stakeholder is added with one of three project roles: REQUIRED, OPTIONAL, or OBSERVER. You can also flag one stakeholder as the primary contact and grant per-stakeholder permission to propose additional slots.