# 2. Projects Source: https://archiboard.design/help/projects ## 2.1 Creating a Project **How to.** Home → "New Project" → name, city (suggested as you type, country will auto-fill) and your studio's role in the project. Everything else is in the project settings. **Good to know.** City and country are needed to correctly calculate delivery times and currency. ## 2.2 Home: All Projects and Tasks **Why.** To quickly understand what's urgent across all projects in the morning. **What's here.** - Project cards with budget based on client prices. - Finances for all projects: budget, how much the client has paid, how much has been paid to suppliers, profit, free balance. The display currency can be changed, and your selection will be remembered. - "My tasks": overdue, today, tomorrow. Clicking a task opens the relevant item or task board. - "All tasks" are grouped by project. Collapsed groups remain collapsed. - "Prices on request" — items for which there is no price from the supplier yet. ## 2.3 Project Team **Why.** To work on the project together and ensure automatic tasks are assigned to the right person. **How to.** 1. Project → "Team" → "Invite member" → email and role. The person will receive an email with the project name. 2. In the project settings, specify the responsible parties: who approves with the client, who places orders, who accepts deliveries on site, the accountant. **Good to know.** - Roles: studio owner, lead, senior and junior designer, architect, procurer, accountant. What a person can change depends on their role. - If a member leaves the project, the project is not deleted. - Client, contractor, and supplier contacts are also stored here: phone, address, WhatsApp, Telegram. ## 2.4 Rooms **Why.** To manage the estimate and budget for each room separately. **How to.** - Project → "Rooms" → "Add room". - You can rename or delete a room directly on its card. - The card shows "Budgeted", "Left", or "Over budget" for the room. - "Views" → "Add view" — upload room renders. Clicking opens the photo full screen. **Good to know.** If the sum of room areas does not match the project area, a warning will appear. This helps avoid errors in material calculations. ## 2.5 Project Timeline **Why.** To see the entire renovation on one timeline: construction phases, when to order each item, when it will arrive, and when to pay. You can immediately see which item might cause delays. **How to.** 1. Project → "Timeline" → "Add Phase" (e.g., "Electrical", "Finishing"). 2. Enter phase dates from the keyboard or drag the bar by its edge with the mouse. Duration is calculated in working days. 3. Link phases with an arrow if one cannot start without the other. You can set an offset in days for the link. If a phase is moved, dependent phases will shift automatically. 4. Items from the estimate are automatically placed into phases by category: lighting for electrical, tiles for finishing. To change, drag the item to another phase or click "Move to phase…". Manual linking takes precedence over automatic. 5. "Expand all" / "Collapse all" — open or close the entire tree. **What's visible for an item:** order → waiting → delivery → acceptance, payment to supplier, measurement 📐, installation, actual dates. Logistics segments with 🔒 are calculated from the estimate; they are changed in the item, not on the timeline. **Good to know.** - The "Upcoming purchases" block — what needs to be ordered first, by order deadline. - If the planned delivery date has passed but the item hasn't arrived, the waiting bar extends to today. The system doesn't invent a new date and automatically creates a task "Request new delivery date". - Clicking an item opens its card. ## 2.6 Project Finances **Why.** To know how much the client has paid, how much has gone to suppliers, how much more needs to be paid, and how much the studio has earned. **How to.** 1. Project → "Project Finances" → finance settings: studio role, how you earn (commission, markup, share of supplier discount), who pays whom ("Client → Supplier" or "Client → Studio → Supplier"), project currency, approved budget. 2. Client payments and supplier payments are recorded as transactions. Payments to suppliers are grouped by supplier. 3. From a payment, you can generate a PDF document: invoice to client, invoice to supplier for commission, or report to client. Studio details are taken from profile settings. **Good to know.** - If the estimate exceeds the approved budget, a warning will appear. - The budget can be allocated by room; overspending per room will also be visible. - Supplier commission is accounted for separately: accrued → requested → received. The system will automatically create a task "Request commission from…". - The "Finances" item in the general menu (for all projects at once) — coming soon. Currently, overall figures for all projects are on the home page. ## 2.7 Activity Feed and Undo Actions **Why.** To see who changed what and revert mistakes without panic. **How to.** - Immediately after deletion, a banner with an "Undo" button appears for 10 seconds. - Later: Project → "Activity Feed" → for the desired entry, "Restore". Filters: "Restorable", "Deletions", "Prices", "Statuses". An entire import can be undone with the "Undo import" button. **Good to know.** - You can restore changes from the last 30 days. - If the item has been changed since then, the system will ask: "Keep as is" or "Restore anyway". ## 2.8 Project Files **Why.** All project documents in one place, automatically organized. **How to.** Project → "Files" → "Upload" or drag and drop the file. Pre-made folders: "Estimates & quotes", "Drawings & plans", "Views", "Site photos", "Acceptance photos", "Invoices, payments, receipts" (with subfolders by room), "Contracts & client documents". You can create a "New folder". **Good to know.** - You can paste a screenshot of a receipt directly into a folder using Ctrl+V. - Invoices from "Vendor & payment" and acceptance photos appear here automatically. - There is a filter by room. ## 2.9 Agreements — coming soon A register of agreements with the client: what was decided, who approved it, when, with proof (file or screenshot of correspondence). ## 2.10 Client Portal **Why.** Through a link, without registration, the client follows the procurement: the estimate with photos and deadlines, "Saved for you", the payment schedule and the timeline. They approve or reject items and ask questions themselves. **How to.** 1. Project → "Client portal" → "Link access" tab → create a link. Permissions: "View only" or "View + approve / reject". A link can have an expiry date and can be revoked. 2. The "Client preview" tab shows the portal through the client's eyes. 3. The "What the client sees in the item card" block holds project-wide checkboxes: "Photo and gallery", "Price", "Supplier and link", "SKU and dimensions", "Receipts", "Supplier invoices", "Acceptance photos", "Supplier payment", "Date changes", "Question button". Dates: "Actual only", "Actual + planned" or "Hide". 4. To change visibility for one item, open it in the preview: the "Visibility of this item" block is at the bottom of the card. "As in project" restores the project settings. **The item card for the client.** Clicking an estimate row opens a window: photo gallery, status, name, description, price, quantity, dimensions, SKU, supplier and link. Below is the item's path with dates: approved, ordered, paid to supplier, delivered, accepted, installed. Then documents: receipts, supplier invoices, acceptance photos; a click opens a preview. At the bottom, the client can ask the designer a question about the item; it reaches the responsible person as a task. **Good to know.** - By default the client does not see supplier invoices, supplier payment or date changes. Tick them if you want to show them. - Hidden data is not just hidden on screen: it is never sent to the client's browser. - Documents open through a protected link and stop opening once the portal link is revoked or has expired.