Purpose: This document defines the internal operational logic of the Project Management 📋 Function. It governs the entire project execution process, from initial setup after a contract is signed to final handover and warranty.
Why This Matters
This 📋 Function provides a unified, transparent, and structured environment for managing complex interior design and construction projects. It replaces scattered information across different tools with a single source of truth for project timelines, budgets, tasks, and communications. Strategically, this enables real-time project health monitoring, precise budget control, and improved client satisfaction through predictable delivery. For project managers and teams, it clarifies responsibilities, automates progress tracking, and ensures a consistent workflow for every project.
The Big Picture
Architecturally, this 📋 Function is the operational core of the business, activated once a deal is closed in the CRM 📋 Function. It is built on a sophisticated data model involving five interconnected 🧊 Objects. The structure is hierarchical, with the 🧊 Project as the central container. 🧊 Construction Categories and 🧊︎︎ Tasks form a work breakdown structure, while 🧊 Materials and 🧊 Construction Logs are linked in to manage procurement and daily progress respectively. This interconnected system provides a comprehensive, 360-degree view of all project activities.
OBJECT TYPES & WORKFLOWS
1. 🧊 Project (Standard Object)
- Process Description: The main container for all project-related activities, information, and financials, from the design phase through to the warranty period.
- Example: The project for the main client is named “Project - Sarah & Michael Westbrook”. Another example from the list is “Project - Boutique Hotel Riviera”.
Workflow
Status Details
Data Fields
Project Workflow
KICK OFF → DESIGN → CONSTRUCTION → COMPLETED → WARRANTY → CLOSED
└───┬───┘
↓
ON HOLD / CANCELLED
| Status | Business Logic | Advanced Settings |
|---|
| 1. KICK OFF | The project has been officially created and assigned to a Project Manager following the customer’s first payment. | Automation: Triggers the creation of a linked Design & Build/🧊 Design Object for the design team. |
| 2. DESIGN | The interior design and technical drawing phase is underway. | Transition Permissions: Project Manager, Lead Architect. |
| 3. CONSTRUCTION | On-site construction and installation are in progress. This corresponds to the UNDER CONS status in the video. | Condition: Requires the main Design Object to be in an APPROVED state before starting. |
| 4. ON HOLD | The project has been temporarily paused for any reason (e.g., awaiting client feedback, supply chain issues). | Condition: Can be moved back to DESIGN or CONSTRUCTION to resume work. |
| 5. COMPLETED | All construction and installation work is finished, and the project has been handed over to the client. | Automation: Triggers the After-Sales Workflows (updates Voucher in CRM, creates After-Sales Care Object). |
| 6. WARRANTY | The project is in the post-handover warranty period. | Data Input: Warranty expiration date is set. |
| 7. CLOSED | The warranty period has ended, and the project is officially closed and archived. | This is a terminal success status. |
| 8. CANCELLED | The project was terminated prematurely before completion. | This is a terminal failure status. |
| Group | Field Name (Type) |
|---|
| Project Information | Project Code (Text), Project Name (Text), Client (Object Reference), Address (Text) |
| Financials | Contract Value (Currency), Total Cost (Rollup), Profit Margin (Formula) |
| Timelines | Planned Start Date (Date), Planned End Date (Date), Actual Start Date (Date), Actual End Date (Date) |
Pro Tip: Expanding Your Project BlueprintThe current Project Management blueprint is streamlined for clarity. As your operational complexity grows, you can easily expand it by adding more specialized 🧊 Objects to manage finer details. For example, you could add:
🧊︎ Construction Category and 🧊︎︎ Task sub-objects to create a detailed work breakdown structure (WBS) for each project.🧊 Material objects to track the procurement lifecycle for all necessary equipment and supplies.🧊 Construction Log objects for daily on-site progress and issue tracking.
This modular approach allows you to build a system that is as simple or as detailed as your business requires. 2. 🧊︎ Construction Category (Sub-Object)
- Process Description: Manages a major work package within a
🧊 Project, such as electrical, plumbing, or furniture installation. It groups related tasks together.
- Parent Object:
🧊 Project
- Example: “Electrical Work” for Project P-101. “Furniture & Decor” for Project P-101.
Workflow
Status Details
Data Fields
PLANNING → IN PROGRESS → ACCEPTANCE → COMPLETED
| Status | Business Logic | Advanced Settings |
|---|
| 1. PLANNING | Tasks and resources for this category are being planned. | - |
| 2. IN PROGRESS | Work on the tasks within this category has started. | Automation: Automatically updates the Actual Start Date. |
| 3. ACCEPTANCE | The work is complete and awaiting quality inspection and acceptance. | Automation: Creates an Acceptance Record. |
| 4. COMPLETED | The category has been inspected and officially marked as complete. | Condition: The related Acceptance Record must be COMPLETED. |
| Group | Field Name (Type) |
|---|
| Category Details | Category Name (Text), Person in Charge (User), Budget (Currency) |
| Scheduling | Planned Start Date (Date), Planned End Date (Date), Progress % (Rollup) |
3. 🧊︎︎ Task (Sub-Object)
- Process Description: Represents an individual, actionable work item that needs to be completed. It is the smallest unit of work tracking.
- Parent Object:
🧊︎ Construction Category
- Example: “Install living room ceiling lights”. “Assemble kitchen cabinets”.
Workflow
Status Details
Data Fields
TO DO → DOING → DONE
| Status | Business Logic |
|---|
| 1. TO DO | The task has been created but not yet started. |
| 2. DOING | The task is currently being worked on. |
| 3. DONE | The task has been completed. |
| Group | Field Name (Type) |
|---|
| Task Details | Task Name (Text), Assignee (User), Due Date (Date), Priority (Dropdown) |
4. 🧊 Material (Standard Object)
- Process Description: Manages the procurement lifecycle of a specific material or piece of equipment required for a project.
- Example: “Request for 20L of White Interior Paint”. “Order for Nordic-style Sofa”.
Workflow
Status Details
Data Fields
REQUESTED → APPROVED → PURCHASED → DELIVERED → USED / CANCELLED
| Status | Business Logic | Advanced Settings |
|---|
| 1. REQUESTED | A request for a material has been submitted. | - |
| 2. APPROVED | The request has been approved by the project manager. | Automation: Sends a notification to the purchasing department. |
| 3. PURCHASED | The material has been ordered and paid for. | Input Screen: Upload invoice and related documents. |
| 4. DELIVERED | The material has been delivered to the construction site. | - |
| 5. USED | The material has been consumed in the project. | - |
| 6. CANCELLED | The material request has been cancelled. | - |
| Group | Field Name (Type) |
|---|
| Material Information | Material Name (Text), Quantity (Number), Unit (Text), Unit Price (Currency), Total Price (Formula), Supplier (Text) |
5. 🧊 Construction Log (Standard Object)
- Process Description: A daily log entry to record progress, issues, and activities on the construction site.
- Example: “Log for 2025-08-20: Completed wall painting for master bedroom. Heavy rain caused minor delay.”
Workflow
Status Details
Data Fields
DRAFT → SUBMITTED
| Status | Business Logic |
|---|
| 1. DRAFT | The log entry is being written by the site supervisor. |
| 2. SUBMITTED | The log has been finalized and submitted for the official project record. |
| Group | Field Name (Type) |
|---|
| Log Details | Log Date (Date), Author (User), Weather (Dropdown), Progress Update (Paragraph), Issues Encountered (Paragraph), Photos (Attachment) |
OBJECT RELATIONSHIPS
| Relationship | Type | Description |
|---|
🧊 Project → 🧊︎ Construction Category | Parent-Child | A project is broken down into major work categories. |
🧊︎ Construction Category → 🧊︎︎ Task | Parent-Child | Each category is further broken down into specific tasks. |
🧊 Material → 🧊 Project | Reference | Materials are requested and tracked for a specific project. |
🧊 Construction Log → 🧊 Project | Reference | Daily logs are recorded against a specific project. |
AUTOMATIONS
Within-Function
Cross-Function
Cross-System Automations
These rules run entirely within the Project Management Space to provide project visibility and automate calculations.| Sequence | ID | Rule Name | Trigger | Action | Description |
|---|
| 4 | IP-01 | Update Project Health | Time-based: Daily check | Update: 🧊 Project | A daily automation checks key metrics (budget variance, schedule delays) to update a Project Health field (e.g., On Track, At Risk), providing at-a-glance status. |
| 5 | IP-02 | Calculate Schedule Delays | Update: Launch Date field | Update: 🧊 Project | When the Launch Date is changed, a formula automatically calculates the difference against a Planned End Date to update the Delays (days) field seen in the video. |
These rules describe the critical handoffs between the Project Management ⏹️ Space and other functions.| Sequence | ID | Direction | Rule Name | Trigger | Action |
|---|
| 1 | CF-06 | Incoming | Project Kick-off | Status Change: Contract & Invoice/🧊 Invoice to “PAID” | Creates a new Project Management/🧊 Project Object to officially begin the implementation phase. This happens for Sarah’s project after her first payment. |
| 2 | CF-07 | Outgoing | Assign Design Work | Create: 🧊 Project | Creates a linked Design & Build/🧊 Design Object, pre-loading it with all historical data for the designer, Max. |
| 6 | CF-09 | Outgoing | Trigger After-Sales Workflows | Status Change: 🧊 Project to “COMPLETE” | Updates the Sales & CRM/🧊 Customer with a loyalty voucher.
Creates a Customer Success/🧊 After-Sales Care Object. |
This rule connects the Project Management function with external collaboration platforms.| Sequence | ID | Rule Name | Trigger | Action | Description |
|---|
| 3 | CS-03 | Create Shared Client Folder | Create: 🧊 Project | Http Request: n8n/Google Drive | When a new project for a client is created, the system automatically generates a shared Google Drive folder for all project documents and links it to the 🧊 Project Object. |
WORKVIEWS & DASHBOARDS
Workviews
Dashboards
Filters
| Workview | Description |
|---|
| 1. Project Gantt Chart | A timeline view of all projects and their 🧊︎ Construction Categories, showing dependencies and overall project schedule. |
| 2. Task Kanban Board | A board view showing all 🧊︎︎ Tasks for a selected project, organized by status (TO DO, DOING, DONE). |
| Widget | Description |
|---|
| 1. Project Health Overview | A dashboard with counters and charts showing the status of all active projects, budget variance, and schedule adherence. |
| 2. Resource Allocation | A view showing how many tasks are assigned to each user across all projects to manage workload. |
| Filter | Criteria |
|---|
| 1. Overdue Tasks | Status is not DONE AND Due Date is in the past. |
| 2. Projects Over Budget | Total Cost (Rollup) > Contract Value. |
ROLES, PERMISSIONS & NOTIFICATIONS
Roles
Permissions
Notifications
| Role | Description | Permissions & Notifications |
|---|
| 1. Project Manager | Manages the overall project and coordinates the different teams. | Permissions: Full control over the 🧊 Project and its roadmap. Notifications: Receives all notifications regarding project progress. |
| 2. Design Lead | Responsible for the design phase of the project. | Permissions: Can update the design roadmap. Notifications: Receives notifications for new design requests. |
| 3. Construction Manager | Manages the on-site construction and installation phase. | Permissions: Can update the construction roadmap. Notifications: Receives a notification when the design phase is complete. |
Approach Used: Moderate Permissions
View ⏹️ Space: All roles assigned to the project can view the Space.View & Update 🧊 Object: Only users directly assigned to a specific 🧊 Project can view and update it.- Object Chat: Anyone who can view the
🧊 Project can participate in its chat.
General Notification Scheme
Approach Used: Notify Relevant People Only
- All actions on a
🧊 Project will send a notification to the Project Manager and the assigned team.
- Roadmap updates send a notification to the assignee and the Project Manager.
- Milestone completions send a notification to the entire project team.
What’s Next?
- Contract & Invoice Function: Understand how the initial
Contract Value is determined and how client invoicing is managed alongside project progress.
- CRM (Business) Function: See the preceding stage where the client relationship and initial project scope are defined before being handed over to this function.
