Projects
Every record belongs to a project: the job, site, building or programme it's about. Projects keep records and access separate, and most filters, dashboards and reports start by picking one.
Project settings
If you can manage projects, open a project and click Settings to reach its Project settings:
- Record code (prefix): used in the code of every new record filed in the project. Changing it only affects records created afterwards.
- Cover photo: shown on the project card and in the projects list.
- Site location: type the Site address and click Locate to drop the pin on the map, or enter the coordinates. The mobile app can then suggest the project as the Nearest site when someone starts a record close to it.
Projects aren't deleted. When one is finished, click Archive project in its settings: it's hidden from the default lists and its records are kept. To find it again, use Show archived on the Projects page; Restore project brings it back.
On the Free plan you can have one active project at a time. Archiving it frees the slot for a new one.
Locations inside a project
You can break a project into a location tree that matches how you talk about the site, for example Site → Building → Floor → Zone. When a record is filed against a location, you can later slice your data at exactly that level. You turn locations on project by project.
Your organisation (optional)
Above projects, you can model your organisation as a hierarchy, for example Division → Region → Programme → Contract. You name the levels. This lets you grant access across a whole branch of the business at once, rather than project by project, and make a form available to a whole branch. To report on a branch, select its projects in a dashboard's project filter. Turn the organisation layer on in Settings → Organisation, or with Enable organisation on the Projects page.
A small team can run on projects alone and add the rest when it's needed.
The organisation layer is a paid feature: it can't be turned on with the Free plan.
Setting it up
Build it all by hand under Projects and Organisation, or describe it to the agent ("set up three projects under the North region with Site/Building/Floor locations") and it creates the structure straight away. Check it afterwards under Projects and Organisation, and adjust anything by hand.