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Project documents: how the preparation sections fit together

A project has its own workspace for the budget, the schedule, client questionnaires and AI suggestions, and each section has its own uploaded documents. It helps you move from a design idea to preparing the event.

Learn more: Help · Features.

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Start preparing

  1. Open the project and check its details: the name, the event date and the description. Then open the «Preparation» step → the «Documents» tab: on the left is the list «Project documents», «Client brief», «Estimate», «Schedule», «Preparation assistant» and «General documents», each with its state in words («Filled in by the client», «Draft, 4 lines», «Empty. You can upload it from Excel»), and on the right is the open document. On a phone the list is a row above the document.
  2. In the «Client brief» section, create questions, save the questionnaire and publish the link. Once the client has answered, come back to it with «View responses».
  3. In the «Estimate» section, choose the currency, set a target and add line items: decor, rentals, delivery and contractors' work. Actual costs and payments are entered by hand.
  4. In the «Schedule» section, add the delivery, setup, event and teardown steps with a date, a time and assignees. Click «Save» for the estimate and the schedule.
  5. In the «Preparation assistant» section, refine the request, get suggestions and choose which tasks to create in a task list you have access to. Check the cards created and assign people.
  6. Each section has a «Section documents» block under the document: drag your own estimate in Excel or PDF, a schedule, a client brief or materials for the assistant into it. Keep contracts, the venue plan and other files that do not belong to a single section in «General documents». The number of documents is shown next to the section name.
  7. Links to the former separate project documentation tab now open «Documents» → «Estimate».

Where to keep the result

Tasks (the «By status», «List» or «Calendar» view) show what needs to be done and at what stage the work is. The schedule describes the sequence of actions at specific times. Documents suit the concept, instructions for installers and materials for approval. These tools are used together, but a schedule entry does not turn into a task card by itself.

For example, the client's answers help you write tasks for approving the decor. The estimate records the quantity and cost of the items, the schedule sets the time of delivery and assembly, and a separate document collects the photos and detailed instructions.

Saving and permissions

  • The estimate, brief, schedule, assistant and general documents are available to the owner and to members who can edit the whole project; everyone else sees only the project documents in the «Documents» tab. Readers, commenters and clients with access only to options do not see the internal estimate, questionnaire answers or the documents uploaded to sections, and cannot download them.
  • The client's brief link opens only the published questionnaire. It gives no access to the budget, the schedule, tasks or other people's answers.
  • The budget and the schedule are saved with «Save», and the brief with «Save brief». Publishing is a separate action. On a version conflict, keep the edits you need and use «Load latest version».
  • The amount in the estimate means spending on the event itself. AI generation limits in the project team are a separate mechanism and are not topped up by this amount.
  • A document deleted from a section can no longer be downloaded right away, including through a link received earlier, and is removed from storage.

Estimate and schedule from the phone

In the mobile app, open a project and choose «Estimate» or «Schedule». Items, supplier, quantity, rental days, price, actual costs and payments are edited in separate forms. Totals are recalculated on the screen. Tap «Save changes» to write the project edits.

In the schedule, set the name, date and time, duration, person in charge, contact and place of the stage. The order can be changed, and a completed stage is marked separately. Date and time are entered in the phone's time zone.

Extended estimate sheets and columns, markup, tax, client publication and applying a template are available with the same beta access as on the website. The client version hides internal fields and the items the studio did not include in it. Participants with view rights see only the published client estimate. The schedule is available to project editors.

If another participant changed the estimate or schedule, the app offers to load the current version. Your unsaved edits stay in the form until you confirm. If the reply about saving was lost, first check the data so that you do not overwrite other people's changes.

CSV and Excel are passed on through the phone's system save and share menu. Before exporting, save your changes if you need the current server Excel.

Project files from the phone

  1. Open the project and «Project files», then a section. The files are available to the owner and to editors of the whole project.
  2. «Upload document» opens the phone's file picker. You can choose up to 10 files. The limits for a file, the project and the number of versions are shown on the screen.
  3. «New version» keeps the previous editions under the document. «Name, section and note» helps you label the document and move the whole chain to the right section.
  4. «View» opens a table, text, slides or an image. You can tap a table cell to see its full text. For a PDF and the original Office file, choose «Download or open file».
  5. Deleting a document removes all of its versions; an old version can be deleted separately. If the reply was lost, first refresh the list and check the result.

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