How to Set Up a New Project

In this tutorial, I’ll walk you through the key steps for setting up a new project in our system.

This process ensures all relevant information is captured, organized, and ready for the team to use.

Let’s get started.

Step 1: Create the Project

1. Navigate to the Projects tab.

2. Click Add New.

3. Complete the project form:

   • Project Name

   • Client

   • Location

   • Any other required fields

⚠️ Important: Make sure all required fields are filled out before saving.

Step 2: Add Contacts

Next, add the key contacts associated with the project.

1. Open the project.

2. Go to the Contacts tab.

3. Click Add Contact.

4. Search for the person.

5. Select and add them to the project.

Typical contacts may include:

• Client project manager

• Internal team members

• Subcontractors

• Consultants

Step 3: Set Up the Plan Room

The Plan Room link is critical — this is where all drawings and project files are hosted.

1. Locate the plan room link (usually in the initial project invitation email).

2. Copy the link.

3. Return to the project record.

4. Click in the Plan Room field.

5. Paste the link.

The system will automatically update once the link is entered.

Step 4: Enter the Project Location

Accurate location data helps with mapping and reporting.

1. Look up the full project address:

   • Street address

   • City

   • State

   • Zip code

2. Enter the complete address into the Location field.

✔️ Always double-check spelling and zip code accuracy.

Step 5: Download Project Files

Once the plan room is set:

1. Click the Project Folder button.

2. Open the project file directory.

3. Download the ZIP file.

4. Extract the contents.

5. Review all documents.

Step 6: Review & Organize Files

Take time to:

• Confirm all expected documents are included.

• Organize files into appropriate subfolders.

• Remove any duplicate or unnecessary files.

• Ensure naming conventions are clear and consistent.

Good organization at this stage prevents confusion later.

✅ Final Review Checklist

Before considering the project setup complete:

• ☐ Project created

• ☐ Required fields completed

• ☐ Contacts added

• ☐ Plan room link entered

• ☐ Full address confirmed

• ☐ Files downloaded and organized

That’s it! ????

You’ve successfully set up a new project.