Working in a Project
Run a project day to day from its workspace — Overview, Work, Money and Record — then close it out when the job is done
On this page
Every project has its own workspace, where you plan the work, record what it costs, keep a log of what happened and close the job off at the end.
Premium
Projects is part of the Premium plan.
How is a project laid out?
Open a project from the Projects list. At the top you'll see its name and code, a Settings button, and a Next card suggesting the one thing to do next — click it to go straight there.
Underneath are four chips. Each opens an area of the project, and each area has its own row of tools:
- Overview — health, progress and next step. Tools: Summary and Close-out.
- Work — Timeline, Tasks, Phases and Milestones.
- Money — Costs, Labour & materials and Budget position (plus BOQ for projects priced with a bill of quantities).
- Record — Updates, Issues, Files, Photos and Changes & approvals.
When there are open issues or changes waiting for a decision, the Record chip shows a count.
What does the Overview tell me?
Summary gives you the project at a glance:
- Time and progress — time elapsed against work done, with days elapsed and remaining.
- Budget — Spent, Outstanding commitments and what's Available.
- Attention — Open issues, High severity issues and changes Awaiting decision. Click a count to open that list.
- Plan readiness — how much of the plan has work in it. If you use phases, it's the share of phases that have at least one task; without phases, it's whether any tasks exist yet.
- Tasks done — completed tasks out of the total, with a note of any that have no owner or aren't scheduled.
The project is rated On track, At risk or Off track.
How do I plan the work?
Tasks
Open Work › Tasks and click Add Task. Give it a title and fill in:
- Owner — the person responsible. Tasks without one are flagged No owner in the list.
- Scheduled for — the Start and End days the work is planned for. One date makes a one-day task. This is what draws the task on the timeline.
- Deadline — when it must be finished by. This isn't the same as when it's scheduled.
- Phase (optional), Priority, Status and Estimated Hours.
- Done by our own staff — leave it ticked for in-house work, untick it for contractor work.
Each task shows whether it has an owner and whether it's scheduled, so gaps in the plan are easy to spot. Tick a task to mark it complete.
Phases and milestones
Phases group related tasks, for example "Phase 1: Planning". Give each phase a start and end date and a budget if you like. Phases are optional — tasks work fine without one.
Milestones mark key checkpoints. Click Add Milestone, give it a Milestone Name and a Due Date, then tick it off when it's reached. Any milestone past its due date and not yet complete is counted as Overdue.
The timeline
Timeline draws your dated tasks and phases as a Gantt chart. See The project timeline.
Where Work opens
If neither the project nor any of its tasks has dates yet, the Work chip opens on Tasks so you can add and date your work. Once something is dated, it opens on Timeline.
How do I track the money?
Costs
Money › Costs is the project's ledger. Click Add Cost and choose whether it's Actual, Committed or Estimated, and a category such as Materials, Labor, Equipment, Subcontractor, Permits or Other. You can link a cost to a phase.
Labour & materials
Labour & materials records staff hours and the materials you've bought. Every entry here counts towards Spent and appears under Costs automatically — marked as coming from the register, so you edit it here rather than there. Link an entry to a task to see what that piece of work cost.
Budget position
Budget position shows where the money stands today: Spent, Outstanding commitments (ordered or agreed but not yet paid) and Available.
No final-cost forecast yet
TurfWise doesn't yet estimate the cost of the work still to do, so Budget position says Final cost forecast not set rather than guessing.
How do I keep a record of the job?
- Updates — a running log. Choose Status Update, Progress Report, Milestone Achieved, Issue Reported or General Note.
- Issues — risks, issues, concerns and blockers, each with a severity, a status and an optional mitigation plan.
- Files and Photos — upload documents such as contracts, drawings, permits, reports and specifications, or paste a file link.
- Changes & approvals — record a proposed change to scope, budget, timeline, quality or resources, with its impact. Approving or rejecting records the decision and who made it. It doesn't change the project budget or dates for you.
How do I change a project's status?
Click Settings in the project header. Under Project status you'll see the moves available from where the project is now — for example Mark approved or Start project for a draft, Put on hold for an active project, Resume project for one on hold, and Cancel project. A cancelled project can be revived as a draft.
Settings also has:
- Edit project details — name, dates, budget and so on.
- Workspace tools — choose Simple (budget, costs, labour and materials) or Advanced (also shows the bill of quantities and earned value). Projects with a real bill always show the advanced tools.
- Import a contractor's bill, and for bunker projects Edit bunker spec / generate BOQ.
- Archive project — hides the project from the list, along with its phases and tasks. You'll find it again under the Archived segment, and only an admin can restore it.
How do I close a project off?
Open Overview › Close-out. The Close-out review lists what's left before the project can close — open tasks, open issues and changes still waiting for a decision — and each item takes you to where it's dealt with.
Clear the blockers
Finish or close the open tasks and issues, and decide any pending changes.
Record the cost and evidence
Record the final costs, or tick No cost to record for this job if it was done with stock and time you already had. Adding a finish photo is optional.
Complete the project
Set the Actual finish date and click Complete project. The project stays in your list as finished work. If you need to close it with items still open, the button reads Complete anyway.
Changed your mind? A completed project can be reopened from the same panel with Reopen project.
Completing isn't archiving
Completing marks the work as finished and keeps it visible. Archiving, in Settings, is a separate step for tidying a project out of the way.