Complete Guide: Running a Project End-to-End

This guide walks you through the full lifecycle of a project in Projexia — from creation to completion. Follow these steps to stay organized, keep your client informed, and deliver on time.

Step 1: Create the Project

1. Go to Sidebar → Projects
2. Click “New Project” in the top-right corner
3. The project creation wizard has 6 steps:

Basics

• Project Name (required) — Give it a clear, descriptive name
• Client — Select the client this project is for
• Description — A brief summary of what the project is about
• Status — Usually starts as “Planning”
• Priority — Low, Medium, High, or Urgent

Dates

• Start Date — When work begins
• Due Date — When the project should be completed

Budget

• Budget Amount — The total budget for this project (optional)
• Budgets are shown with Indian numbering (Lakh, Crore) for INR

Team

• Select team members to add to the project
• Assign each person a project role (e.g., Lead Designer, Developer)

Milestones

• Add key milestones with titles and due dates
• These mark major checkpoints in the project

Review

• Review everything before creating
• Click “Create Project” to finalize

Step 2: Set Up Milestones

If you didn’t add milestones during creation, or want to add more:

1. Open the project → Milestones tab
2. Click “Add Milestone”
3. Enter a title and due date
4. Milestones help you and your client track major phases (e.g., “Design Complete”, “Development Done”, “Launch”)

Step 3: Create and Assign Tasks

Tasks are the individual pieces of work that make up your project.

1. Open the project → Tasks tab
2. Click “Add Task”
3. Fill in:
   • Title (required)
   • Description — Details about what needs to be done
   • Status — Starts as “To Do”
   • Priority — Low, Medium, High, or Urgent
   • Assignee — Which team member should do this
   • Due Date — When it should be done
4. Click Save

Tasks show up on your project’s Kanban board and in the assigned team member’s Team Portal.

Step 4: Add Team Members

If you need to add more people after creation:

1. Open the project → Team tab
2. Click “Add Member”
3. Select a team member and assign their role on the project
4. Click Save

Team members will see this project in their Team Portal immediately.

Step 5: Post Regular Updates

Keep your client in the loop by posting updates:

1. Open the project → Updates section
2. Click “Add Update”
3. Write your update and select the health status:
   • On Track (green) — Everything is going well
   • At Risk (amber) — There are some concerns but things are manageable
   • Off Track (red) — There are serious issues that need attention
4. Click Post

Your client can see these updates in their portal under the project detail page.

Step 6: Track Budget and Log Expenses

If you set a budget for the project:

1. Open the project → Expenses tab
2. Click “Add Expense”
3. Fill in the amount, category, description, and date
4. Click Save

The project detail page shows a budget progress bar indicating how much of the budget has been used. You’ll see warnings when you’re near the limit and alerts if you go over budget.

Step 7: Monitor Progress

Use the project’s Kanban board to see where tasks stand:

• To Do — Not started
• In Progress — Being worked on
• In Review — Being reviewed
• Done — Completed

Drag tasks between columns as they progress. The project’s progress bar auto-updates every time a task is marked as Done — no need to manually set the percentage. For example, if your project has 20 tasks and 10 are done, the progress automatically shows 50%.

Step 8: Complete the Project

When the project is done:

1. Make sure all tasks are marked as Done (the progress bar should be at or near 100%)
2. Move all milestones to Completed (the system will remind you if you forget)
3. Change the project status to Completed

When you mark a project as Completed, the system automatically checks for incomplete items, generates a completion summary visible to the client, and sends a “Project Completed” email to all active client contacts. For the full breakdown, see the Task & Project Completion guide.

If you want to keep the project but remove it from active views, you can archive it. Archived projects are hidden from the main list but still accessible if you need to reference them later.