Overview
Staying on top of the project's progress and being aware of the project manager's goals induces accountability among users. Transparency with the customer ensures high customer engagement and sets realistic expectations leading to smoother project delivery.
User Access
All Internal Team Members have visibility over the Project Overview tab.
Admins, Managers, and Guides can edit items in Project Overview Tab.
Customers & Third-Party members who have access to the full project view have visibility over Project Overview Tab.
How to Navigate Project Overview
The Project Overview tab of your project contains project status information to keep you up-to-date on your project progress
The Provider Logo
The provider logo displayed is whatever company is providing the project (typically, your company). If your company has multiple brands that you want to use as a provider, make sure that you’ve added the logos to your GUIDEcx account in our Brands feature
Sharing the Project Overview Link
You can share a link that only provides access to the project overview and excludes a user from additional access. This link can be accessed by Admin, Manager, and Guide users by clicking on the "Share" button in the upper right-hand corner of the Project Overview.
If the individual that you share the link with decides they want more access, they can request full access to the project through the shared link (which sends a notification to the project manager assigned to the project).
Project Status
In the top right corner, the colored drop-down menu represents your project status. The following statuses can be selected:
On Time
On Hold
Late
Cancelled
Done
The only project status that will update automatically is “Late”. This occurs when the actual date passes your planned end date.
Time Evaluations
In the Project Overview bar, you will see the following listed headings:
Start Date - the day that your project became active.
Planned End Date - the day that you’ve planned on your project being completed based on the durations and dependencies that you set. When you create a project, the end date will be suggested to you as the sum of all task durations considering dependencies.
For example, if you have two tasks that have durations set as 5 days, and one task is dependent on the other, your Planned End Date will be set as 10 days after your Start Date.
Forecasted End Date - Calculated by GUIDEcx based on your task statuses, durations, and dependencies. If a task is Overdue, the set duration will be extended by one day after each day goes by, causing your Forecasted End Date to extend by one day.
Time Elapsed - How many days have passed since your project became active?
Time Left - How many days are left until your Planned End Date?
Project Completion Progress Tracker
The progress bar found in the Project Overview displays your project's percentage of completion based on the number of tasks completed.
The Green portion of the bar represents tasks that are completed,
The Blue portion represents tasks that are getting worked on
The Dark portion represents tasks that haven't been started.
The listed percentages only account for completed tasks and uncompleted (remaining) tasks.
Active Milestones
Active milestones are milestones that have at least one task that has had work started. When all tasks within a milestone are completed, the milestone is no longer active. At a quick glance, you can see what needs to happen next to help your project progress.
You can have multiple milestones active. Also, if you have multiple templates active at the same time you will see each active milestone here.
Sending Project Overview Email
These are defaulted to send early Monday mornings (UTC). If you'd like you can turn that off and manually send the overview in a timeframe that works better for you and the customer!
If you go to project settings by clicking on the vertical three dots at the top right corner of your project screen you'll see the checkbox to turn that off automatically. Then a button will appear that you can click to send the overview email.
Currently, there is no way to change what time Project Overview emails go out.
You could turn off the automatic send and manually send the overview when desired.
You can turn off automated project overview emails by going into a project, clicking on the three dots in the upper right of the project, selecting "project settings" and unselecting the check box for "automatically send project overview emails". You can still send an overview email manually by coming into this screen and telling it that you want it to be sent.
How to use the Tasks Summary
In the center of your Project Overview screen, you’ll find a summary of task completions for your internal, customer, and third-party contributors.
Each box has a list of task statuses with the number of tasks each contributor has with that status.
The colored progress bar at the bottom of the tile is a more visual representation of current task statuses and completion:
Active tasks are green
Overdue tasks are white
Planned (future) tasks as black.
Time Tracking Within Your Project
Within the tasks tiles of the Project Overview, the gray lines of text above the progress bar are time trackers for your task completion.
“Open Hours” represent the number of hours that the currently active tasks require for completion.
“Estimated Hours” represents the amount of time GUIDEcx predicts it will take for your project to be completed.
How to use the Experience Overview
When creating a template, you can enter a link to a video to send to your team in the welcome email.
This video is a great way to introduce your company, product, and onboarding process to your customers and other team members.
Even after the video is sent out in the welcome email, team members can find the video under the “Experience Overview” section in the “Overview” tab of a project.
Project Manager Information
Team members can easily find their project manager’s information on the Project Overview page. All information will be pulled from the project manager’s profile settings.
Team members will see the heading of this section as whatever job description the project manager gave themselves in their profile settings. Here are ways to contact the project manager.
View Team Members in the Project
A quick list of team members is found at the bottom of your Project Overview. Team members will be grouped with their associated companies (shown below). If you hover over a profile icon, the team member’s name and job title will appear.
Best Practices
You must manually change your project status to the other statuses, including when you’ve completed your project and need to mark it as “Done”.
Check if your customer and third-party members have access to the full project view to be sure that they have visibility over Project Overview.
FAQs
Can I edit the Customer Logo?
Can I edit the Customer Logo?
Yes, to change the customer logo and name click on Program Management (on the left nav bar) >>> Search for the customer >>> Click the Pencil icon >>> Upload the Customer's logo!
Do customer and third-party members have visibility over Hours, Costs, Billing, and Profit details?
Do customer and third-party members have visibility over Hours, Costs, Billing, and Profit details?
No! Customers and third-Party users cannot view time logged or other financial details visible to internal users.
Can the customer and third-party members also have visibility to the "Share" button?
Can the customer and third-party members also have visibility to the "Share" button?
No, customer and third-party members do not have visibility over the "Share" button.