Projects

Where to find it: Projects

A Project is the central record for a physical installation (a site where your equipment has been, or is being, deployed). Instead of managing devices, documents, contacts, inventory, and service information separately, a Project brings everything about that real-world engagement together in one place.

This gives you a complete view of an installation, making it easier to organise information, track assets, and collaborate with your team. A Project may represent:

• A donor recognition wall

• A digital signage deployment

• An interactive kiosk installation

• A customer location

• A multi-screen facility

• A fundraising campaign installation

Each Project acts as a single record for the entire lifecycle of that deployment.

Before You Begin

Before creating or managing a Project:

• Make sure you have permission to access project management.

• Gather any relevant project information, documentation, or contact details.

• Identify any devices, inventory items, or service contracts that should be linked to the Project.

Accessing Projects

To Open Projects

1. Navigate to Projects.

2. Select an existing Project, or create a new one.

3. The Project opens to its Project Information page.

What a Project Holds

Every Project has a name, a physical address, and a handoff date. The address is also used to work out the correct timezone for contract dates and inventory records. When creating a Project you can also add an internal reference code, a lead project manager, install team members, and notes.

Beyond those core details, a Project brings together several areas, each in its own section:

Projects Shared Across Companies

A Project can be shared by more than one company. The underlying record is shared. Each company sees only its own view of those areas.

Note Some Projects are brought in automatically from an external system rather than created in the dashboard. These display a source label and are read-only: they can’t be edited here. If editing options are missing, the Project is likely externally managed.

Creating a Project

To Create a New Project

1. Navigate to Projects.

2. Click New Project.

3. Enter the project details — at minimum a name, address, and handoff date.

4. Optionally add a reference code, lead project manager, install team, and notes.

5. Save the Project.

Once created, you can add devices, files, contacts, inventory, and service contracts over time.

Duplicating a Project

You can duplicate an existing Project to create a new one under a company of your choice; this is useful when a new site closely resembles one you’ve already set up.

The copy carries over:

• The name, reference code, handoff date, and address

• The inventory groups and their items (including any attached files)

Important Contacts, service contracts, and project files are not copied to the duplicate. You’ll need to add those to the new Project separately.

The Project Information Page

Opening a Project lands you on its Project Information page: the starting point for everything related to the installation. From here, and via the sidebar sections, you can review project details, access documentation, manage associated devices, view contacts, review inventory, and access service contract information.

Projects created in the dashboard can be edited freely from this page; Projects brought in from an external system show a source label and can’t be changed here.

When to Create a New Project

Create a new Project when you’re starting a new customer installation, deploying equipment at a new location, managing a separate donor recognition display, tracking a new service agreement, or organising a new signage deployment.

Tip Use one Project per distinct installation or customer location. This keeps information organised and easier to maintain.

Thinking About the Project Lifecycle

Projects naturally evolve over time. While the platform doesn’t enforce fixed stages, it can help to think of a Project as moving through phases:

• Planning : initial documentation and requirements are gathered.

• Installation : devices, inventory, and contacts are added.

• Launch : content is deployed and devices become active.

• Support : documentation, service records, and maintenance are tracked.

• Expansion : additional devices, inventory, or services may be added.

Keeping all of this within a single Project maintains continuity throughout the life of the installation.

Best Practices

• Use clear project names. Choose names that make Projects easy to identify: for example, St. Mary’s Donor Wall, Main Campus Signage, or Visitor Center Kiosk.

• Keep information current. Update project details whenever equipment, contacts, or responsibilities change.

• Store important documentation. Upload installation documents, drawings, and contracts to the Project for future reference.

• Associate devices early. Link devices to the Project as soon as they’re installed.

• Maintain contact information. Review project contacts regularly so details stay accurate.