Projects Overview

Projects are how PrimeTask groups bigger pieces of work. Where tasks are the individual to-dos, a project is the wrapper - a place to collect related tasks, define goals and milestones, invite a team, attach a CRM, write notes, track financials, and monitor health and progress over time.

Every project has a banner image (upload or pick from Unsplash), a dedicated Project Details Page with up to 9 tabs, and auto-calculated health (On Track, At Risk, Behind, Critical, Completed) based on progress, deadline, milestone status, and overdue tasks.

Projects are available on every PrimeTask license. The advanced tabs - Fields (custom fields, database view, rollups, financial tracking) and Metrics (daily snapshots, velocity, health timeline, time breakdown, CSV export) - require Pro.

What you can do

Create and organise

• Create unlimited projects with colour coding and banner images
• Use the Project Setup Wizard for guided creation - see Creating Projects
• Archive and restore projects you're not actively working on - see Archive
• Copy a project to another Space including tasks, notes, and fields - see Copy to Space

Plan with goals and milestones

• Set OKR-style goals with outcome, output, or process types and Key Results (metric, start, target, current)
• Define milestones across 5 types (phase, deliverable, decision, external, release) with deadlines
• Link goals to milestones two ways - goals roll up progress from linked milestones and Key Results
• Track progress automatically - milestones compute from linked tasks, goals from milestones and Key Results
• See Project Goals and Project Milestones

Manage work and tasks

• Link tasks to a project - every task can belong to a project; see Creating Tasks
• Use List, Compact, or Split view inside a project with rich project-specific filters including milestone filtering - or switch to the main Tasks page for Board, Calendar, and Gantt views of the same tasks
• Filter, sort, and search within the project's task set - see Project Tasks Tab
• Hide the project chrome on demand - press H to fold the project header, or Shift + H to hide the back button and the project header together for a full-vertical layout. Especially useful in the Tasks tab Split view, Notes, or CRM tab on large displays. See Project Header and Keyboard Shortcuts.

Collaborate with a team

• Build a project team from manual additions, CRM contacts, CRM companies, or Space members
• Assign roles - owner, admin, member, viewer - see Project Team
• Enable a project CRM in one of three modes: shared (uses Space CRM), isolated (project-only CRM), or none - see Project Team & CRM

Track health, progress, and metrics

• See auto-calculated health - On Track, At Risk, Behind, Critical, or Completed - with actionable recommendations
• See weighted progress combining tasks, milestones, goals, and CRM tasks
• View daily metrics snapshots (Pro) - velocity, progress vs expected, health timeline
• See time spent across timer entries and focus sessions (Pro)
• See Project Health & Progress, Project Metrics, and Project Time Tracking

Track budgets and financials Pro

• Define currency fields with roles (budget, expense, revenue, payment, estimate, value)
• See auto-calculated ROI, burn rate, runway, and variance in the Cost Summary
• Support 14 currencies including BTC
• See Project Financial Tracking

Extend with custom fields Pro

• Add 14 custom field types scoped to projects
• Organise fields into tabs with the in-project Field Setup Wizard
• Use the Database View - a sortable, inline-editable table of all project fields
• Roll up values from child tasks - sum, average, min, max, count
• See Project Fields Tab

Capture knowledge in notes

• Write rich project notes with @mentions for contacts, companies, and tasks
• Embed content - YouTube, X/Twitter, images, file attachments, deep links to other apps
• Add status labels (todo, in progress, in review, done, blocked)
• Pin, bookmark, reply, and convert to task
• See Project Notes

How to open a project

• Sidebar - click a project name in the sidebar's Projects section
• Projects page - click Projects in the sidebar, then select a project card or row
• Dashboard - click a project in the Project Overview widget
• Command palette - press ⌘+K (or Ctrl+K), type the project name, and pick it
• From a task - click the project name on any task's detail page
• From CRM - if a CRM contact or company is linked to projects, click through from their detail page

The Project Details Page at a glance

The Project Details Page has up to 9 tabs, each dedicated to one area of project management. Numbered keyboard shortcuts (1–8) jump to each tab.

See Project Details Page for the full page walkthrough.

Things worth knowing

Three task types, one task system

PrimeTask has three task categories based on what they're linked to:

• Personal tasks - not linked to a project
• Project tasks - linked to a project; appear in both your main Tasks page and inside the project's Tasks tab
• CRM tasks - linked to a CRM contact or company; can also be linked to a project

A task can be both a project task and a CRM task at the same time. See Tasks Overview.

Projects are per-Space

Every project lives inside a Space. Switching Spaces switches your project list. You can copy a project to another Space with all its tasks, notes, and field values via the Copy to Space wizard - see Copy to Space.

Banner images give projects visual identity

Every project can have a banner image (sometimes called a header image or cover image) that appears at the top of the Project Details Page and on project cards in views. Pick from Unsplash (with search) or upload your own. Banner images are optional - projects without one show a colour gradient based on the project's colour setting.

Health is auto-calculated from multiple factors

Project health isn't a field you set - it's computed from your project's real state. Factors include progress vs expected progress (based on elapsed time), overdue task percentage, next milestone status, and deadline proximity. See Project Health & Progress.

Progress is a weighted average

Project progress combines tasks, milestones, goals, and CRM tasks with adaptive weights. If you don't have milestones, the weight redistributes automatically. See Project Health & Progress.

The CRM tab only appears when CRM is enabled

By default, a new project doesn't have a CRM tab. Enable CRM on the project (choose shared, isolated, or none) and the CRM tab appears. This lets you work with contacts, companies, activities, and CRM tasks scoped to that project. See Project Team & CRM.

Fields and Metrics tabs require Pro

The Fields tab (custom fields, database view, cost summary, rollups) and the Metrics tab (snapshots, velocity, health timeline, time breakdown) are Pro features. Every other tab works on every license. See License Settings.

Common questions

Where to go next