📁 Getting Started with Projects
Projects help you stay organized, deliver on time, and keep every detail in one place.
Projects are the heartbeat of your workflow in TalleFlow. Every event, client job, or service engagement lives inside a project — keeping all your tasks, documents, emails, invoices, and files neatly organized in one place.
This guide walks you through what projects are, how to create them, and everything you can manage inside a project workspace.
What Are Projects in TalleFlow?
A project is a container that holds everything related to a client job:
✔️ Client details & communication
✔️ Tasks & project timeline
✔️ Documents (proposals, contracts, invoices, questionnaires, forms)
✔️ Files & attachments
✔️ Meetings & Google Calendar sync
✔️ Payments & expenses
✔️ Notes, collaborators, and activity
✔️ Custom stages & project types
Projects help you:
Stay organized from inquiry → delivery
Track progress at every stage
Manage deliverables and deadlines
Store all communication in one hub
Keep your team aligned
How to Create a New Project
Go to Projects from the left-side navigation.
Click + New Project.
Fill out your project details:
Project Name
Make it specific and easy to recognize — “Smith Wedding Reception”.
Client / Contact
Choose an existing contact or create a new one.
Project Type
Pick from built-in types (e.g., Wedding, Session, Branding, Event)
or choose from your custom project types (defined in Business Settings).
Project Stage
Assign the starting stage (e.g., Planning, In Progress, Review).
You can customize your stages in Business Settings → Projects.
Start Date / Due Date
Add your timeline and key dates.
Click Create Project.
Your workspace is now live.
Project Types & Customization
Built-in Project Types
TalleFlow provides common creative-service categories (e.g., Wedding, Photoshoot, Event). These types help keep your client work organized.
Custom Project Types (Business Settings)
You can create your own categories — perfect for niche workflows like:
Corporate Event
Retainer Client
Branding Package
Booth Rental
DJ Engagement
To create custom types:
Business Settings → Projects → Project Types
Project Stages & Custom Stages
Standard Stages
TalleFlow includes default stages:
Stage | Description |
Planning | Ideas, intake, and discovery |
In Progress | Active work happening |
Review | Waiting on client feedback |
Completed | Work delivered |
On Hold | Paused or delayed |
Custom Project Stages (Business Settings)
If your workflow is different, you can create your own:
Inquiry
Quoted
Booked
Editing
Delivery
Follow-Up
Create them at:
Business Settings → Projects → Project Stages
Your custom stages appear in every new project and on the Projects dashboard.
Inside the Project Dashboard
Once inside a project, you'll see several tabs that help you manage every detail.
1. Overview
A high-level snapshot including:
Project name, type, stage, status
Assigned contact
Timeframe & dates
Quick links to tasks, files, and invoices
2. Activity
A complete timeline of everything that happens in the project:
Send and replay to emails
Documents shared
Updates & edits
Tasks completed
Payments received
File uploads
Notes added
Great for seeing the full story at a glance.
3. Email
Send and receive emails directly inside the project (requires Google Workspace integration).
Features include:
Threaded conversations
Automatic project linking
Attach documents and files
Email templates
Full history stored in the project
4. Tasks
Organize your work with tasks:
Assign tasks to yourself or team members
Create recurring tasks
Add due dates & reminders
Link tasks to contacts
Use project-specific task filters
5. Attachments
Upload and store:
Photos
Files
PDFs
Design files
Floorplans
Any file up to 25 MB
This keeps everything tidy and replaces external folders or spreadsheets.
6. Documents
Every project includes a dedicated place for all documents:
Proposals
Contracts
Invoices
Questionnaires
Contact forms
Brochures
AI-generated documents
Signed documents (via SignWell)
Documents automatically pull in project + client data via merge tags.
7. Designs
If you use Canva integration, you’ll see:
Linked designs
One-click access
Ability to attach designs to project deliverables
8. Floor Plans
If you’ve connected your Prismm integration, every project will include a dedicated Floor Plans tab. This makes it easy to keep all venue layouts, design files, and setup diagrams directly inside the project where your team needs them.
What You Can Do Here
View Linked Floor Plans
Any floor plans you’ve connected from Prismm will appear here automatically.Open Plans in Prismm
Click a plan to jump into Prismm for editing, annotations, or sharing updates.Keep Layouts Organized by Project
Each project stores only its relevant floor plans, so nothing gets lost or mixed between jobs.
Setting Up the Integration
To use the Floor Plans tab, you must connect Prismm in your business settings:
Business Settings → Integrations → Prismm → Connect
Once connected, you’ll be able to manage Prismm assets from each project’s Floor Plans tab.
9. Finance
The project’s financial hub:
Invoices
Payments received
Expenses
Net profit
Payout tracking (via Stripe)
You can only send invoices from a project once a client is linked.
10. Details
Edit project settings at any time:
Contact
Stage
Type
Dates
Notes
Custom fields (future)
Bulk Actions (Coming Soon)
We will soon support:
Bulk stage changes
Bulk archiving
Bulk label assignment
Bulk export for reporting
Project Success Tips
★ Name projects clearly, using client + date
★ Use stages to move projects through your workflow
★ Add tasks early — small tasks prevent big delays
★ Use labels for filtering across many jobs
★ Save a “project starter template” and duplicate it for similar projects