What it is for: managing the work you do for each customer (a case file, a treatment, a building job) with its tasks, deadlines and documents, all in one place and with someone in charge.
Where it is: menu → Projects («Proyectos») group, with two entries: Projects and My tasks («Mis tareas»).
Who sees it: anyone who has the Suite. The owner and their team can see it; each team member only sees the projects where they are the person in charge or a participant. Reports («Informes») and Templates («Plantillas») are for the owner only. If you do not see it in your menu, ask in Help and contact («Ayuda y contacto»).
What you see first
- The search box («Buscar por título, código o contacto») and a drop-down to filter by template.
- List («Lista»), Board («Tablero») and Timeline («Cronograma»): three ways to see the same thing. The board has one column per stage and you can drag a project from one to another.
- + New («+ Nuevo»), ✅ My tasks («Mis tareas», which also has its own menu entry) and, if you are the owner, 📊 Reports and 🧩 Templates.
- Each project with its code, stage, contact person, person in charge, pending tasks and next deadline. An overdue deadline shows in red.
- At the bottom, the Show archived («Ver archivados») box.
Step by step
Create a new project
- Click + New.
- Pick the Template («Plantilla») that best fits your work (law firm, clinic, agency, building and installation work, consultancy, real estate or general). Depending on the template, the project is called a case file, treatment, job, deal or project.
- Type the Title («Título»).
- Choose the person for the project (labelled Customer («Cliente») or Patient («Paciente»), depending on the template). If they are already in your agenda, search for them and pick them.
- If you like, set the Person in charge («Responsable»), the Expected end date («Fecha prevista de fin») and the Expected amount (€) («Importe previsto (€)»).
- Click the create button. The project starts with that template's usual tasks and its page opens.
Create a project from a lead's or a customer's page
- Open the lead's page (in My CRM) or the customer's page (in Customers).
- Find the 🧩 Projects («🧩 Proyectos») block: on a lead's page it is in the right-hand column, and on a customer's page it is at the bottom.
- Click + New project («+ Nuevo proyecto»). The new-project form opens with the title and the person already filled in.
- Pick the template, adjust anything you want and create it.
In that same block you can see the projects that person already has. If a lead has no record in your CRM yet, the project is still created and you link it later.
A lead's page shows this block to the owner only.
Work on a project day to day
- Open a project from the list. At the top you can change the title, the Stage («Fase») and the template.
- Work through the tabs: Summary («Resumen»), Tasks («Tareas»), Milestones («Hitos»), Notes («Notas»), Documents («Documentos»), Hours («Horas») and Billing («Facturación»). Depending on the template, some may be missing or named differently.
- In Tasks type in «Nueva tarea», set the deadline, priority and person in charge, and click Add («Añadir»). Tick the box when it is done. You can see them as a List or a Board.
- In Milestones note the important deadlines with their date and tick Done («Cumplido») when they are met. An overdue, unmet milestone is flagged on the tab.
- In Summary you choose the Person in charge, the Start («Inicio»), the Expected end («Fin previsto») and who takes part (Participants, «Participan»).
- When you finish, the owner can click Archive («Archivar»). Use Show archived to find it and Restore («Recuperar») to bring it back.
Set a task's priority and change its status
- On the task, pick ▲ High («▲ Alta»), ● Medium («● Media») or ▼ Low («▼ Baja») in the drop-down.
- In the List view, change its status with the drop-down too. In Board, drag the task to another column.
Split a task into subtasks
- On the task, click ＋ Subtask («＋ Subtarea»).
- Type «Nueva subtarea» and click Add.
- Under the task you will see how many subtasks are done (for example, 1/3). A subtask cannot have subtasks of its own: there is only one level.
Stop a task being closed until another one is finished
- On the task, click the button with the comment and link icons (💬 and 🔗).
- Under Depends on («Depende de»), click the tasks that must be done first. Click one again to remove it.
- While any of those tasks is not done, the task shows ⛔ Waiting for («⛔ Espera a») and its box cannot be ticked. A task cannot depend on itself, nor can two tasks depend on each other.
Comment on a task with your team
- On the task, click the 💬 🔗 button to open it.
- Type in «Escribe un comentario» and click Comment («Comentar»).
- Each comment shows who wrote it and when. You can delete («borrar») your own, and the owner can delete any.
See what is on your plate across all projects
- Open My tasks from the menu, or click ✅ My tasks inside Projects.
- You will see your pending tasks from every project grouped under Overdue («Vencidas»), Today («Hoy»), Upcoming («Próximas») and No date («Sin fecha»). High-priority ones carry the ▲ High mark.
- Tick a task's box to mark it as done from the list itself, without opening the project.
- Click one to open its project.
See all projects over time with the Timeline
- In Projects, click Timeline.
- Each project appears as a bar from its start to its expected end, with a line marking today. The bar turns red if the deadline has passed.
- Projects with no end date are listed apart under «Sin fecha de fin». Set the date on the project and it will appear in the timeline.
Show the customer how it is going
- Inside a project, the owner clicks 🔗 For the customer («🔗 Para el cliente»).
- Create link («Crear enlace») makes a read-only address. It is shown only at that moment, so copy it then.
- New link («Enlace nuevo») changes the address and Revoke («Revocar») stops sharing it.
- For notes, milestones and documents, the owner decides what is visible and what is not through that link.
If something does not go as expected
| What happens | Why | What to do |
|---|---|---|
| I do not see the Projects group in the menu | You do not have the Suite | Ask in Help and contact |
| I only see some projects | You are on the team and only see those where you are in charge or take part | Ask the owner to add you |
| I do not see Reports or Templates | They are for the owner only | Log in with the owner's account |
| + New project does not show on a lead's page | That page shows it to the owner only, and the Suite is required | Log in as the owner or create it from Projects |
| I cannot tick a task as done | An earlier task is not finished (⛔ Waiting for) | Finish the earlier task or remove it from Depends on |
| The project is not on the board | The board shows one template at a time | Pick the template in the drop-down, or look under «Otras fases» |