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In this sectionProjects

The project workspace

Each project has four tabs: Overview, Plan & tasks, Funding and Files. The header keeps the project's stage, target date and lead in view, with the AI coach and Edit brief.

  • 8 min
  • Every plan
  • Uses 1 AI action

Screens from October 2026

In the app:Projects, then Project

Select a project's name on the Projects page to open it. Under the name, chips show its stage, Target date and who it's Led by, with when it was last updated. Editors see AI coach and Edit brief beside the name. Without workspace AI, the first is Review & approve.

Overview

A project's Overview: the next task, then the Brief, Plan and Funding progress, and the project brief beside Up next.
Lanternfield's Saturday Stage second cohort, with its next task first. Example workspace · fictional data

The card at the top recommends one thing to do next. It's the first of these that applies:

  1. A linked application is due, or a follow-up you planned with a funder falls, within 30 days or has passed: Due soon, Due today or Overdue.
  2. The brief has no description yet.
  3. No funding is linked or under consideration: Find funders for this project.
  4. An application is linked but the brief isn't approved: Approve the brief for proposals.
  5. Funding is only under consideration: decide which sources to pursue.
  6. An application is linked and the brief is missing a detail proposals need.
  7. Next task: the open task due soonest.
  8. No tasks yet: Plan the work.
  9. Otherwise, a gap to fill in the brief, notes to confirm, or Wrap up the project once every task is done.

Projects that are archived, completed or on hold say so instead. Project cards show the same step, apart from approval, which only the Overview checks.

Below it, three cells show progress. Brief counts the details you've filled in and whether the brief is Approved, Changed since approval or Not approved. Plan counts tasks done. Funding shows what's committed against the working budget and what's still to raise.

The Project brief card lists the brief's details, with Add beside anything missing. Up next shows the next three open tasks, and From your research links the report idea a project started from.

The eight brief details, and the six essentials
DetailEssentialWhy it matters
PurposeYesEverything else in the brief builds on why this project matters.
Who benefitsYesFunders look for a clear picture of the people this project reaches.
What’s includedYesA clear scope keeps your tasks, budget and proposals telling the same story.
What’s not includedNoClear boundaries keep the work focused and reviewers from guessing.
What success looks likeYesSpecific results make the case for funding and make reporting easier.
Working budgetYesA budget shows how much to raise and lets you track funding against it.
Budget assumptionsNoQuotes and assumptions make a budget credible to funders.
Target completionYesA date helps you sequence the work and match funders’ grant periods.

Plan & tasks

The plan is a set of milestones, each a card with its tasks and how many are done. Tasks without a milestone share Other tasks. Filter with All, To do and Done.

The Plan & tasks tab: progress, the All, To do and Done filters, and a milestone with a done task, a blocked task opened to show its notes, and a task due in two weeks.
The lighting project's first milestone, with a blocked task opened. Example workspace · fictional data
  • Tick the circle beside a task to mark it done, or tick it again to reopen it.
  • Open a task to read its notes, Record findings or Edit task.
  • Type in Add a task at the foot of a milestone to add one. Edit milestone renames it or says what it achieves, and Add milestone starts a new one.
  • Bring in an existing task adds a task that isn't part of another project or application, keeping its notes, dates and status.

An empty plan offers Suggest a plan with AI or Use the starter template: three milestones and six common tasks. Preview template shows them before Add starter template adds them. Project tasks also appear in Pipeline's Tasks view. See Plan and track tasks.

Suggest tasks with AI

Select Suggest tasks. AI reads the saved brief and the names of your tasks, then suggests what's missing. Add an optional Focus, like permits or volunteer training, and select Suggest tasks again. Task notes, files and owners aren't sent.

The Suggest tasks with AI panel: what AI reads, an optional focus, the Suggest tasks button and what's sent to OpenAI.
Example workspace · fictional data

Suggestions come grouped by milestone, some under a New milestone, each with a reason. Tick the ones you want, rename them if you like, and select Add 2 tasks, or however many you chose. Nothing is added until then. Suggest again asks for more, and Discard clears them.

AI actions

Each request uses one AI action, and workspace AI must be on.

Funding

The Funding tab shows what's Committed against the working budget and what's Still to raise. The bar adds requested money and planned asks beside committed money, but only committed money lowers what's left to raise.

The Funding tab: nothing committed yet against a $48,000 working budget, with requested and planned money in the bar and the sources grouped by status.
Three sources for the lighting project, none committed yet. Example workspace · fictional data
Funding statuses and the totals
StatusIn the totals
CommittedCounts as committed and lowers Still to raise.
RequestedShows in the bar as requested. It doesn't lower Still to raise.
Planned askShows striped in the bar. It doesn't lower Still to raise.
ConsideringListed, but left out of the totals.
Not proceedingListed, but left out of the totals.

A source without an amount isn't counted until you add one. If two links point to the same source, neither is counted until you keep just one.

  • Select Link a source and choose an application, a request from Pipeline or a funder from your research. Fill in What would it support?, the Amount for this project and the Status, then select Link to project. Linking doesn't start an application.
  • In Pipeline's list, a record without a project shows No project · Attach, or Attach to the project when there's only one. Choosing a project opens this form with the record selected.
  • Open a source to see what it supports and its conditions, Edit amount and status, or Remove from project.
  • Find funding opens research for this project. See Research funding for one project.

Files

Files keeps a project's supporting documents, such as quotes, plans and letters. They live in your documents library and are linked here, so one quote can back several projects and keeps its AI permissions. Open Link from your library and select Link, or Upload documents first. What funders often ask for lists common documents to gather.

Edit the brief

Select Edit brief to change any detail, or the Stage. Select Save brief when you're done. If the brief was approved for proposals, approve it again after saving before you draft from it.

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