Overview
Projects are how you can keep track of all your customers' onboarding progress. In this article, you'll learn how to create a project, along with best practices!
User Access
Admins, Managers & Guides can create projects.
The "+ Add Project" button will only appear to users with Admin, Manager or Guide user access.
How to Create a Project
Navigate to the "Projects" tab located in the left-hand menu of GUIDEcx.
Click the black "+Add Project" button (see screenshot below).
A window will appear. In the window, complete the following steps:
Step 1: Create a Project
Name the project.*
Select the template(s) you want to use for this project.
Did you know you can add more than one template to a project?
Select a project manager.*
Assign all the unassigned internal tasks to your project manager (optional).
BCC all emails from "project manager" to the project manager (optional)
BCC all emails from "project manager to these email addresses (optional)
Select a brand you want to represent
This step is optional
Select A Billing Type
This step is optional
Read about billing types HERE
Add a cash value
This step is optional
Only internal members can see this data, customers won't see this.
Important for reporting
Make sure you only add MRR or ARR and make that consistent so reporting isn't skewed.
Attach any documentation or hyperlinks at the project level if needed
(i.e., contract, statement of work, etc.)
This step is optional
Populate any applicable custom fields
This step is optional
Read more about custom fields HERE
Fields with an * are required.
Step 2: Project Timeline
Now you can set your project timeline. You'll be able to select your "Start and End Date". Don't worry, you can edit this later if needed.
Important things to know:
The start date will default to the creation date.
If you assigned a template the end date will populate according to the template duration.
Choose if you would like to show the forecasted end date
The forecasted end date is the calculated end date based on the durations and dependencies of the tasks within the project plan.
Hiding the forecasted end date will remove it from the project overview, plan view, & weekly project overview email.
Step 3: Customer Details/Project Type (UPDATED WITH OCTOBER '22 RELEASE)
You can choose from two types of projects:
EXTERNAL: For customers or anyone who is NOT an internal team member
You'll need to create a Customer or select an existing customer if this customer has more than one project. This allows you to filter by customer now!
Add the customer info for easy tracking in the CUSTOMER PORTAL.
Adding the point of contact here WILL NOT add that user to the project. You still control when you invite them!
INTERNAL: For internal use like employee onboarding or tracking internal project creation!
NOTE: You can not change the customer type after the project has been created.
Step 4: Experience Overview
The experience overview will be shown to your customers when they receive the project invitation and view the project in GUIDEcx.
Step 5: Finish Setting Up Your Project.
You did it!! Now you're ready to invite team members and make task assignments! Click HERE to read about that.
FAQs
Can I change the customer or project type after creation?
Can I change the customer or project type after creation?
No. You'll need to delete the project and start back at step 1.
Why can't I create a project?
Why can't I create a project?
Check out these Common reasons for issues when creating projects and then if issue persists, please reach out to us via the chat bubble on the bottom-left corner of the GUIDEcx screen and we’d be happy to help you.
Permissions: Users with Admin, Manager or Guide user permissions are able to create projects. If you were not given these permissions, you will need to contact your company's GUIDEcx Admin or Manager user to have your role changed.
Customer URL issues: Your customer's URL is their unique identifier in the GUIDEcx system. When you create a project, you will need to input the tail of your customer's URL. For example, www.guidecx.com would be credited as guidecx.com. URLs should also have nothing after the ".com". Some common problems with your URL could be an extra "/" or other characters after the “.com”.
Using your own URL for testing purposes - Another issue some of our customers run into when creating test projects is adding their own URL as the customer. Our system has validation built into it that prevents this. If you would like to demo test a project, add a customer that you would not normally work with so that it can clearly be seen that the project is for testing purposes. For example, an automotive software provider might test their templates by adding a coffee company as the customer. Just make sure not to send out that experience overview!