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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 inputs.

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Company-wide vs book-specific

Project types can apply to a single book or be 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. Company-wide templates are listed first.
The project types list is a table showing Project, Milestones, Owner kind, Active projects, and Kanban for each template. The Owner kind column shows whether projects of that type attach to a household, contact, or business. When viewing a book scope that also contains company-wide templates, an Owner column shows whether each template is owned by the book or shared from the Company scope.

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Create a project type

Click New project type at the top right of the project types table to open the Projects library window. From here you can build a project type yourself or install a ready-made one.
1

Click New project type

The Projects library window opens with a Start from scratch card and a grid of ready-made project types.
2

Choose Start from scratch

Click Start from scratch to build your own project type. To install a ready-made one instead, see Install from the library.
3

Enter a name and description

Type a name (for example, “Annual review” or “New client onboarding”) and an optional description that becomes the default for projects created with this type.
4

Choose the owner kind

Set Owner kind to control what projects of this type attach to: Household, Contact, or Business. You can change this later from the editor’s Settings pane.
5

Add starter milestones

Add one or more milestones with a name, color, and auto-advance trigger. You can add more milestones and configure tasks, outcomes, and form inputs after the project type is created.
6

Click Create project type

The new project type appears in the table. Open its three-dot menu and choose Edit to configure milestones, tasks, outcomes, and form inputs.

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Install from the library

The Projects library window also offers ready-made project types you can install with a couple of clicks. Each card shows a title, a short description, and sometimes a cover image or color tint. Project types you have already installed show an Installed badge and can’t be added again.
1

Pick a project type

In the Projects library window, click a ready-made card. The install wizard opens.
2

Review the milestones

The left side shows a read-only preview of the project type’s milestones in order. This is what projects of this type will move through.
3

Answer any assignee questions

On the right, fill in any questions the project type asks — for example, Who should handle this?. For each, choose a person, an existing team, or click Create a new team… to name a team and pick its members. The Install button stays disabled until every question is answered.
4

Click Install

The project type is added and you land in its editor, where you can adjust milestones, tasks, outcomes, and form inputs. Click Back at any point to return to the library grid.
Where you install from decides the scope. Installing from the Company tab makes the project type available to every book, and only admins can do this. Installing from a book tab adds it to that book only.

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Edit a project type

Open the three-dot menu on a project type row and choose Edit to open the inline editor. The editor has two panels:
  • Milestone sidebar on the left — lists every milestone in order, with its color and a summary of its outcomes or auto-advance behavior.
  • Content tabs on the right — switch between Tasks, Outcomes, Form inputs, and Settings for the selected milestone.
The editor also has a Settings sidebar pane with template-level options: the Owner kind picker (whether projects attach to a Household, Contact, or Business), the Kanban toggle (see Rename, describe, or toggle kanban), an Attachments section, and a Danger zone for deleting the project type. Changes save automatically. A status indicator at the top of the editor, beside the name and description, shows Saving… while a change is in flight and Saved once it is stored. If a required field is missing, the indicator changes to Unsaved changes and a toast explains what to fix. If the save itself errors out, it shows Save failed.
Changes to a project type affect new projects only. Existing projects keep their current milestone structure and tasks.

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Rename, describe, or toggle kanban

Click the project type name or description at the top of the editor to edit either inline. Open the Settings pane and toggle Kanban view to display this project type as a pipeline tab on the Projects page.

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Work with milestones

Milestones are the stages a project moves through from start to completion. Each has its own tasks, outcomes, and optional form inputs.

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Add a milestone

1

Click the + button

In the Milestones sidebar header, click the button.
2

Fill in the milestone

In the Add milestone window, enter a Name, pick a Color, and choose an Auto-advance trigger — when all tasks are completed, when a meeting is scheduled, or when a meeting is completed.
3

Click Add milestone

The new milestone is added to the end of the list and selected.
On the final milestone, the All tasks completed trigger only completes the project once every task on that milestone is closed. If no tasks have been created yet, the project waits rather than auto-completing. To finish a project with open tasks, use the Complete button on the milestone or the project detail menu.

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Reorder milestones

Drag the handle on a milestone in the sidebar to change its position. On smaller screens, use the Reorder button above the milestone picker to open a Reorder milestones window with drag handles. Milestone order determines the default progression sequence for projects.

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Delete a milestone

Open the milestone’s Settings tab and click Delete milestone in the Danger zone section.
Removing a milestone moves in-flight projects to the next milestone, or marks them complete if it was the final step. A project type must always have at least one milestone.

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Configure tasks for a milestone

Select a milestone and open the Tasks tab. Tasks listed here are templates that will be created when a project enters this milestone.
1

Click Add task

The task editor window opens.
2

Fill in the task details

Each task template includes:
  • Title and Description — supports variables from form inputs and household fields
  • Priority — urgent, high, medium, or low
  • Labels — for categorization
  • Due in — a deadline offset from when the milestone is entered
  • Assigned — a specific team member, team, or a field reference
  • Email prompt and Email template — used when the task generates an email (optional)
  • Attachments — files copied to the task when it is created
3

Save

The task appears in the tasks list. The tab label shows the task count — for example, Tasks (3).
Use the three-dot menu on a task row to duplicate or delete it. Drag the handle to reorder.

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Configure outcomes

Outcomes control what happens when a milestone is completed. Without outcomes, the project moves to the next milestone in order. With outcomes, the user picks the path. Select a milestone and open the Outcomes tab, then click Add outcome.
1

Enter a label

Type the name shown to the user (for example, “Client approved” or “Needs revision”).
2

Choose a destination

Pick Next milestone, Specific milestone, or Complete project. If you choose Specific milestone, select which milestone from the dropdown.
3

Add a default comment (optional)

Enter a comment that is pre-filled on the project when this outcome is selected.
4

Click Add outcome

Drag the handle on an outcome row to reorder. The three-dot menu offers Duplicate outcome and Remove outcome.
When a milestone has outcomes, the Auto-advance setting is replaced with “Managed by outcomes” — the outcome choice determines where the project goes next.

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Configure form inputs

Form inputs are custom fields that collect information when a project enters the milestone. Values can also be used as variables in task titles and descriptions. Select a milestone and open the Form inputs tab, then click Add field.
1

Enter a label

Type the field name shown to the user (for example, “Account number” or “Transfer amount”).
2

Choose a field type

Pick the input type: text, long text, number, currency, date, select, yes/no, household field, or file attachment.
3

Configure the field

  • For Select, add the options.
  • For Household field, pick the record type: custodian account, person, trust, or address.
  • For most types, you can add a Placeholder.
4

Toggle Required (optional)

Required fields must be filled before the milestone can be completed.
5

Click Add field

Drag the handle on a field to reorder.
Click Preview above the form inputs list to see how the form will appear to users on a live project.

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File attachment fields

A File attachment field renders an Upload file button on project forms. Uploaded files are stored in the household’s connected storage (Google Drive, OneDrive, etc.) and also appear in the household’s Files section. The project’s household must have a linked storage folder — otherwise the upload is disabled with a gating message. Files are limited to 10 MB, and allowed types are PDF, DOCX, TXT, CSV, XLSX, XLS, PNG, JPEG, and GIF.

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Duplicate a project type

From the project types table, open a book-specific template’s three-dot menu and choose Duplicate to book → the target book. The copy includes all milestones, tasks, outcomes, and form inputs, and is created in the book you selected.
Company-wide templates cannot be duplicated from this menu. To reuse one in a specific book, open it, save a copy through your customization workflow, or ask an admin to create a book-specific version.

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Delete a project type

From the project types table, open the three-dot menu and choose Delete. You must type the project type’s name to confirm.
Deleting a company-wide project type removes it and all associated projects for every book in the company. This cannot be undone.
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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FAQ

Only admins. Non-admin users see a read-only view of company-wide templates and can open them to review the configuration.
Ask an admin to create a book-specific copy, or duplicate an existing book-specific template and adjust it. Company-wide templates do not offer Duplicate to book directly.
Existing projects are not affected. The new milestone only applies to projects created after the change.
Yes. Those projects are automatically moved to the next available milestone, or completed if it was the final step.
There is no fixed limit. Each project type requires at least one milestone.

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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