A project is where you deliver after the sale: assets, tasks, planning, time, finance, portal, review.
How to create one (prefer this)
For client work, start from CRM, not from an empty project:
- Deal in CRM
- Quote with real deliverables marked as assets
- Quote → Won → Mark deal as won → create the project (or add budget to an existing one)
That handoff brings company, budget, and asset slots with you. Those assets are what video review and the client portal hang on.
Projects → New is fine for internal or odd one-offs. It works less well when you still need quote cover, labelled assets, and a clean review trail. More in Get started.
Where
Top nav → Projects. Open a project from the list. There are also project dashboards, an assets view, cross-project Tasks, and Feedback under the Projects menu.
On Projects → Asset Based (pipeline and list), deliverables include approved and on hold by default — tick Hide approved or Hide on hold to filter them out. On List, child rows (resizes, translations, snippets, …) start collapsed under Main; use the chevron to expand. The summary bar still shows Open assets (excludes approved, not needed, and on hold), plus In Progress, Problem, and Waiting for Client.
On Pipeline and List, a project can show Needs scheduling when Crew & Services shoot days or schedule-required deliverables still need dates. Shoot days are the source for shoot dates; after you save call times, empty deliverable From dates are filled as the day after the last shoot (existing To / deadline is kept). Click Needs scheduling to open the project and finish what’s left (crew call times or deliverable dates). When scheduling is done, the badge disappears. On a deliverable, Unscheduled / Partially scheduled opens the planning date fields; the line under the name says what is still missing (start, deadline, or both). Hold variants (waiting until the main asset is approved) do not count as incomplete and are not prompted for dates. Delivered projects do not show this badge; marking Delivered also sets open assets/crew to Done.
After the last planned shoot day has passed, people Assigned to that crew line (and the project manager) get a notification bell nudge to set Work status to Done — it does not flip automatically.
Pipeline loads up to 75 projects at a time (List uses pages of 25). If more match the current filter, an info icon appears next to the filter — use Search projects to find ones that are not on the board.
What’s on a project
| Tab | Use |
|---|---|
| Overview | Status and summary. Total Assets matches the client portal package total (video cuts, static ads, stills, cleans — not every resize file). If the project has no client go-live deadline yet, set it from the header or Overview (it is not filled in automatically from the quote). When the quote has shoot/crew lines without dates (and the type is not Edit-Only), the header also prompts you to set the shoot day — that opens Tasks → Crew & Services (From / To). |
| Deliverables / Assets | Production outputs (from the quote when you won properly). Quote sections that contain deliverables (for example Funnel 1) become project milestones with the same names, and those assets land under them — so editors see the funnel split without the PM re-sorting. Hours-only sections (Pre-production, etc.) do not create deliverable milestones. Each milestone can have a start date and a client / internal deadline. Before the start date, that funnel is treated as On hold for deliverables (and linked crew) so it stays out of active planning; from the start date until the deadline it is active. You can still put a funnel on hold manually, or rename milestones afterward. |
| Tasks & Milestones | Work breakdown. Edit a funnel milestone for start date + deadlines; before start it shows as not started yet and linked crew is kept out of the schedule queue. Crew & Services: listed under the same quote section names as on the quote (e.g. each funnel). Crew lines in a deliverable section also link to that section’s milestone. Work status includes On hold. Assign people (Assigned to → + Add person for an intern/assistant not on the quote), add discrete shoot days with + Add day (only the dates you pick — not every day between), call times, optional shoot start, location, and travel each way (heen + terug), then Save to calendar. Extra people and other quote crew default to Same call times as … until their calendar differs (extra day or different times); uncheck for custom times. Saving shoot days also seeds empty deliverable From dates as the day after the last shoot. Remove a wrong day via ⋯. Line From/To only reflect earliest/latest shoot day. Equipment lines are not planned here. |
| Planning | Timeline for this project (Week / 2 weeks); arrows move one week at a time; Xh Left includes load from other open projects |
| Time | Hours on this job |
| Communications | Captured emails |
| Finance | Quotes, costs, invoices, billing source, Spent |
| Client portal | Preview portal below the header divider (everyone); invite and portal settings on the Client portal tab for roles that can edit project details |
| Settings | Project-level settings |
Labels follow the product UI.
Assets and labels
Assets should already exist from the quote. Use Add custom asset for extras (for example stills) that were not sold as a separate line — you can optionally link them to a budget line for hours/costs, or leave them project-only. Assign asset labels when your team filters the Assets list that way. Upload versions for review on each asset — you can drop a file on the deliverable row in the Assets list. Aspect ratio (for example 16:9) shows as a badge next to the name and large in the asset side panel, so resizes are easier to tell apart before upload. Nested formats (resizes, translations) show the main asset name with the short format label (for example Conversion - Proctology · Resize 9:16) so rows stay clear when the list is flat or filtered. Rename an asset title with the pencil — the new name appears immediately after you press Enter. On a main row’s ⋯ menu, Apply title to formats copies that title onto nested formats (adds the aspect when known). While renaming a child, use the chips Main title, Add format, and Add Resize. Single-unit slots no longer get a pointless (1) suffix. If the main format is Not needed but every resize under it is Approved, the main row shows Approved (the real state stays Not needed until you change it — e.g. if you later make that main format).
On Overview, Project files is the one place for PDFs and DOCX (scripts, briefs, legal). Mark Share with client so the file appears on the client portal project dashboard. Briefing (Internal) stays text-only notes for your team. Per-deliverable Notes / Creative briefing / Script in the asset side panel are rich text for that cut — not a second file shelf.
Tasks across projects
Projects → Tasks lists work across jobs. Use it when you are not inside a single project. Phases come from Task phases (internal vs client lists). You can also create general tasks with no project (same option under Resourcing → Calendar → New task → General).
Open tasks are grouped by focus: Overdue, Today, This week, Next week, Later, and No date. Within each group they are sorted by due date (earliest first). Use the Focus column to set Today / This week / Next week / Later yourself; leave Auto (by due date) to place the task from its deadline. Overdue tasks stay in Overdue until the due date is fixed or the task is completed.
Repeat on a schedule
On project tasks and general tasks, set Repeat to every week, 2 weeks, 3 weeks, month, 2 months, 3 months, or year. Then choose Create next:
- When completed (default) — Clippter creates the next open copy after you mark the task Completed.
- Every period (even if previous open) — Clippter keeps the next occurrence visible ahead (up to two open at a time), so the following month/week is already on the list while the current one is still open.
Dates move forward with the same name, assignees, and notes. For monthly you can keep the same day of the month (e.g. the 15th) or the same weekday pattern (e.g. every 2nd Tuesday — set the due date to that Tuesday first). Every 2 months still uses the same day of the month. If the pattern was the last weekday of the month, the next copy uses the last of that weekday. Turn Repeat off on any occurrence to stop the series.
A task can have multiple assignees. Everyone assigned sees it under their My tasks filter. The first selected person is the primary assignee (used where only one name is shown).
Monthly internal projects (admin / sales / ops hours)
For agency work you want to measure per calendar month (not one year-long dump), use an internal project (no client) and turn on Monthly internal under Project → Settings.
- Clippter uses one project per month (e.g. October 2026 → November 2026).
- Auto-create next month (default on) creates the next month when the period ends; you can also Create next month now.
- On tasks, Include in next month (default) copies the task into the new month. This month only keeps one-off work (e.g. pick up a car) out of the next month.
- Repeat is separate: next copy when you complete a task, or every period ahead if you choose that Create next mode (weekly meetings inside the month). On monthly internal projects, only weekly / every 2 or 3 weeks Repeat is offered — month-to-month uses Include in next month.
- Time on a monthly internal project must fall inside that month’s dates. Close the month with Work status Delivered when you are done logging.
- Add custom asset works without a crew line: leave the budget link empty for project-only assets. On an internal project with no scope yet, Clippter creates an internal quote first.
General tasks (no project, including Calendar → New task → General) stay available for lightweight reminders without a month bucket. Use monthly internal when you care about hours/costs per month.
Finance on the project
See billing source, invoices, bank project costs, and Spent. Maths: How Clippter calculates profit and costs.
Settings that shape projects
Under Settings: project types, task phases, asset labels, numbering. Set those early if your team cares about consistent phases and numbers.
Things that trip people up
- Blank project first, quote later: budget and assets do not line up.
- Quote without assets marked: Assets tab and review feel empty.
- Ignoring Client portal until the client asks.
- Logging time while project hour caps are hard-blocked, workspace time rules.