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Project types are reusable templates that define the structure of a project. Each project type specifies the milestones a project moves through, the tasks created at each milestone, and optional outcomes and form fields.

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Company-wide vs book-specific

Project types can be scoped to a single book or shared across all books in your company:
  • Company-wide — available to every book. Only admins can create, edit, or delete company-wide project types.
  • Book-specific — available only in that book. Any user with access to the book can manage its project types.

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Access project type settings

1

Open settings

Click the icon at the top of the Projects page and select Manage project types, or go to Settings → Project types.
2

Select the scope

Use the Company and book name tabs to switch between company-wide and book-specific project types.

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Create a project type

1

Click **+ New project type**

2

Enter a name

Type a name for the project type (for example, “Annual review” or “New client onboarding”).
3

Add a default description (optional)

Enter a description that will be used as the default for projects created with this type.
4

Enable kanban view (optional)

Toggle Enable kanban view to display this project type as a pipeline tab on the Projects page.
5

Add milestones

Click + Add milestone to create the stages for the project. Each project type requires at least one milestone. See Configure milestones below.
6

Click Save

The project type is ready to use when creating new projects.

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Edit a project type

From the project types settings page, click the icon on a project type to open the editor. You can change the name, description, kanban toggle, and milestone configuration. Click Save to apply changes.
Changes to a project type affect new projects only. Existing projects keep their current milestone structure and tasks.

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Duplicate a project type

Click the icon on a project type to create a duplicate with all milestones, task templates, outcomes, and form fields. The copy is created in the same scope (company or book).

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Delete a project type

Click the icon on a project type to delete it.
You cannot delete a project type that has active projects (in progress or overdue). Complete or cancel all active projects first.

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Configure milestones

Milestones define the stages a project moves through. Each milestone has:
  • Milestone name — the label shown in the project and pipeline views
  • Color — a color indicator displayed next to the milestone name
  • Auto-advance — controls when the milestone completes automatically. Options include when all tasks are completed or when a meeting is scheduled.

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Reorder milestones

Use the up and down arrow icons in the milestone row to change the order. Milestone order determines the default progression sequence for projects.

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Add task templates

Click the icon on a milestone to open the milestone editor. The Tasks section shows task templates that will be created when a project enters this milestone. Click + Add task to create a new task template. Each template includes:
  • Title — the task name. Supports variables from form fields using Insert variable.
  • Description — detailed instructions. Also supports variables.
  • Priority — urgent, high, medium, or low
  • Label — a task label for categorization
  • Due in — a deadline offset from when the milestone is entered (for example, “Same day” or “3 days”)
  • Assigned — the team member or field reference to assign the task to
  • Email prompt — an optional email subject line that pre-fills when the task is opened
  • Attachments — files that are copied to the task when it is created
Click Save milestone to save your task template changes.

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Configure outcomes

Click the outcomes icon on a milestone row (or Edit outcomes in the milestone editor) to configure what happens when the milestone is completed. Without outcomes, the project moves to the next milestone in order. With outcomes, you give the user a choice:
1

Click **+ Add outcome**

2

Enter a label

Type the name shown to the user (for example, “Client approved” or “Needs revision”).
3

Choose a destination

Select where the project goes: the next milestone, a specific milestone, or complete the project.
4

Add a default comment (optional)

Enter a comment that is automatically added to the project when this outcome is selected.
Click Save outcomes to apply.

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Configure form fields

Click the form fields icon on a milestone row (or Edit form fields in the milestone editor) to add custom fields that collect information when the project enters this milestone.
1

Click **+ Add field**

2

Choose a field type

Select the type of input: text, long text, number, date, dropdown, yes/no, or currency.
3

Enter a label

Type the field name shown to the user (for example, “Account number” or “Transfer amount”).
4

Set as required (optional)

Mark the field as required to prevent the milestone from being completed without a value.
Click Save fields to apply.
Form field values can be inserted into task template titles and descriptions as variables. In the milestone editor, click Insert variable to see available fields.

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FAQ

Yes. Duplicate the company-wide project type, then move the copy to a specific book by editing it.
Existing projects are not affected. The new milestone only applies to projects created after the change.
Yes, but those projects are automatically moved to the next available milestone. If it is the only milestone, it cannot be removed.
There is no fixed limit on the number of milestones. Each project type requires at least one.

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Next steps

Creating projects

Start a new project using a project type

Pipeline view

View projects on a kanban board by milestone