PROJECTS: Project Generators
Set up Project Generators to automatically create pre-configured projects on a schedule or via automation.
What is a Project Generator?
Project Generators enable you to create pre-configured Projects automatically through Automation or on a recurring schedule.
When you build a Project Generator, you’re essentially establishing a template with customized variables and settings. You define the Project title, team assignments, information visibility for Clients and Staff, and more. By pairing a Task Template with your Project Generator, you determine which Tasks and Phases will be generated when the Automation or Schedule activates. Upon triggering, the Project automatically assigns to the appropriate Client.
You can also configure Scheduled or Recurring Project Generators—see the sections below for details.
Many organizations work with multiple Project types. Project Generators let you preconfigure specific Project types and automatically generate them as needed. Setting up a Project Generator mirrors creating a standard Project, with some important distinctions. Once saved, you can select your Project Generator during Client onboarding or within Automations.
How do I create a Project Generator?
Start by going to Projects > Projects.
Select the Generators tab from the top navigation, then click +Add Project Generator.
Name your Project Generator. This label identifies the generator itself and differs from the name of Projects it will produce.
Next, locate the Apply Scheduling Details toggle in the Scheduled / Recurring Details section. Turn this ON to set up custom scheduling options for your Project Generator.
For scheduling, you’ll need to designate at least one Client or Circle to assign the Project Generator to.
A Summary appears at the bottom showing your current scheduling setup.
IMPORTANT: Normally, you won’t assign a Client directly to a Project Generator—it receives this info when applied to a Project. However, with Scheduled Options enabled, the Project Generator will automatically create Projects on specified dates, requiring at least one Client or Circle. For Recurring Project Generators triggered by Automation, create a new Circle for the recurring project, add it to the Recurring/Scheduling options, and ensure the Circle is added to the Contact/Company before or when the Project Generator is assigned.
Recurring Options
Select Recurring Options to generate Projects on a regular basis. Set your Start Date and recurrence frequency—choose from Days, Weeks, Months, or Years.
Then decide whether generation continues indefinitely, ends on a specific date, or stops after a set number of occurrences.
On Specific Dates
Select On Specific Dates to generate a Project on particular dates rather than a recurring schedule.
Click the date field and pick dates from the Date Picker. You can add as many dates as needed.
Custom Field
If you’ve created a Date Custom Field, you can reference dates stored in that field.
This allows you to assign multiple Contacts to a Scheduled Project Generator, each with unique dates.
Under Project Name, enter the name for Projects that will be generated.
Click the {x} icon to view available Placeholders for the Project Name.
TIP: Placeholders for the Project Name field ensure your auto-generated Projects have unique, descriptive names for each Client.
Learn about Dynamic Data Placeholders
Set the initial Status for the Project (required).
Configure the ‘Based on Date’ for Project completion.
Based on Generation Day: Enter positive values to shift the date forward from the generation date.
Based on Custom Field: Select the relevant Date-type Custom Field from the dropdown.
Target Time: Optionally specify the exact time the Project is due on the Based on Date.
Project Information (Visible only to staff): Add a description that Staff can see but Clients cannot.
Project Information (Visible only to Client): Add information visible to Clients but not your Staff.
You may also add an initial Note to the Project Generator and set its ‘Based On Date’.
Set Client Project Note permissions by choosing whether Clients can View or View/Create Project Notes.
IMPORTANT: Allowing Clients to view Project Notes means they’ll see Public Project Notes related to their Project. Create Private Project Notes if you don’t want Clients to see certain notes.
Unlike a standard Project, you don’t assign a Client here—the generated Project assigns to the correct Client when triggered. However, you can assign Staff members via Teammates, Teams, and the Project Leader (which defaults to the Project author).
You can also toggle options to automatically include the Target’s Coordinator and Salesperson.
In Task/Phase Settings, select a Task Template and specify how Tasks/Phases generate when this Project Generator runs, using the ‘Based on Date’ setting.
If you have a Folder Generator, select it from the dropdown to apply it to Project Files.
The next section covers Project value and value calculation settings.
You cannot configure Automations while creating your Project Generator.
After saving, return to your Project Generator to add Automations. You can set Automations to trigger when the Project is generated and create Automations that trigger when any Project from this Generator reaches Complete status.
Next, adjust settings for Project and Task Status.
Finally, fill in any Project Custom Fields to associate with this Project Generator, or add new ones here. This section only appears if you have existing Project Custom Fields.
Note that the Custom Fields shown above are examples from a test account and may not match your account.
Where can I apply a Project Generator?
Apply a Project Generator during Client onboarding or through Automations.
Manually adding a new Contact
Go to CRM > Contacts and click +Add Contact.
In the Project Generator section, select a Project Generator from the dropdown.
TIP: This section appears only when selecting the Client Role.
Adding to an existing Contact
Navigate to CRM > Contacts. Click the Options (3 dots) menu for the Contact and select Apply Project Generator.
Kickoff Form
Go to Forms and click +Add Form. When prompted, choose Kickoff Form.
The dropdown appears when you select the Role as Client.
No-Code Automations
Across the platform, you can set an “Apply Project Generator” Automation to trigger in many contexts.
How do I manage a Project Generator?
Go to Projects > Projects > Generators and click the Options menu next to the Project Generator you want to manage.
Edit: Update the Project Generator details
View: Review the Project Generator information
Duplicate: Create a copy of the Project Generator
Apply Folder Generator: Assign a pre-created Folder Generator to the Project
Delete: Remove the Project Generator from the platform. Note: This action cannot be reversed.