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.
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.
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.
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”.
Project Workflow
Copy
KICK OFF → DESIGN → CONSTRUCTION → COMPLETED → WARRANTY → CLOSED └───┬───┘ ↓ ON HOLD / CANCELLED
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.
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.
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.
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.
