# How do I create a project, and what does each of its tabs hold?

> How to create your first project, add its work items — your own or partners' — and what each of its tabs holds.

Last updated: 2026-10-29

A **project** is the folder for one piece of work for a customer — a permit, a structural study, a building services installation, an energy inspection, a construction supervision. Inside it live its **work items** (the pieces of the work), its expenses, files, notes and history.

| From where | What you get |
| --- | --- |
| Projects → **+ New project** | An empty project; you add the items afterwards |
| Projects → **🧩 New project from a template** | The items (and checklist) of one of the office's templates, ready made; it appears when the office has templates switched on |
| Projects → **New project from documents** | A building permit's details, read from its PDFs (offices in Greece) |
| Offers → **Accept → Convert to project** | The offer itself becomes the project |

### What does the new project form ask for?

The form asks for a title, the customer (or **Create a customer…** from the same field), the **Overall project owner**, optionally **Your own code** (a protocol number, say), the location, and the award date, planned start and target completion. Someone who can see amounts also fills in the **Project budget** — the amount first agreed. The project code is generated for you. Press **Create the project**: the project's page opens and its owner is notified.

### How do I add work items?

On the **Items** tab there are three cards, each with its own ＋: **Our own item** (your office does it), **Assign to a partner** (you give it to someone else) and **Assignment from a partner** (someone else gave it to you). Prices, the KAEK, deadlines and any special field the type of work asks for are entered on each item, not on the project as a whole.

### What does each tab hold?

| Tab | What it holds | Who sees it |
| --- | --- | --- |
| Items | The pieces of the work, their status, their payments | everyone |
| Expenses | The project's expenses — receipts included | whoever can see expenses |
| Files | The project's files; the same ones in ErgoCloud | whoever can see the projects' content |
| Photos | The project photographs, from a phone too; tick one to make it the cover | whoever can see the projects' content |
| Notes | Notes, urgent ones included | whoever can see the projects' content |
| Checklist | The project's steps and who ticks them | whoever can see checklists and the projects' content |
| Finances | Fees, payments received, cost, profit | whoever can see amounts |
| Appointments | The project's appointments | everyone |
| Time | The time recorded on the project | when the office records time |
| History | Who changed what, and when | everyone |

The projects' content — files, photos, notes — is seen by whoever holds its permission:

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| See the projects' content (files, photos, notes) | ✓yes | ✓yes | ✓yes | ✓yes | —no | ✓yes | ✓yes |

On a narrow screen, the last tabs move under **More**.

Projects that are sample data carry a mark beside their code; they do not count towards the plan's limits.

### How do I add photos and choose the cover?

On the project's **Photos** tab you upload as many photos as you like, several at once or straight from the phone's camera — JPG or PNG, up to 25 MB each; the office's space is the only limit. They are the same files in the project's Files and in ErgoCloud's **Project photographs** folder.

The mark on one photo makes it the project's **cover**: it shows at the top of the project. A second press leaves the project without a cover. A photo you delete goes to the trash for 30 days, and if it was the cover, the cover goes with it.

**Publish on the website** shows you the project's photos, the cover first; only the ones you pick are published, as copies — the publication keeps its picture if you tidy the folder later.

### Who creates and changes projects?

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Create and edit projects and work items | ✓yes | ✓yes | ✓yes | —no | —no | —no | —no |

Someone without this permission opens and reads the office's projects, but does not see **Edit**, **Delete the project** or the cards for adding items; on the items they see no edit, no delete, no **Share** and no **Ask to confirm**. The project's expenses, checklist, notes and appointments each have a permission of their own.

When the office's plan limits new projects per month, the counter beside the Projects title shows how many have been added and how many are allowed; pressing it takes you to the plans.