Keep the project record complete
A Powerlily project is more than a quote or system design. It is the shared record of what the team needs to do, what has been scheduled, what has been discussed, which files belong to the job, and how the project has moved through its workflow.
Use each part of the record for a specific purpose:
- Comments preserve internal discussion and project notes.
- Tasks assign actionable work to a team member.
- Events reserve a date and time for an appointment or milestone.
- Documents keep reports, generated documents, and uploaded files with the project.
- Stage History records movement through the project workflow.
Open project activity
Open the project and select Activity. The activity workspace separates Comments, Tasks, Events, Invoices, Automations, and Stage History into focused views. Available tabs depend on your permissions and the features your company uses.
Use the project activity area instead of keeping important details in private email, personal notes, or an unrelated chat. Information recorded on the project remains available to teammates who can access that record.
Use comments for internal discussion and notes
Comments are the default place for internal discussion about a project. Add a comment when the information is useful context but does not, by itself, need an assignee and due date.
- Record decisions and the reason behind them.
- Summarize calls, site findings, and customer requests.
- Ask a teammate a project-specific question.
- Attach a supporting file to the discussion when needed.
- Reply in the existing thread to keep related discussion together.
Comments are internal discussion on the quote. Use customer-facing messaging when you intend to communicate directly with the customer.
Review earlier lead discussion
When a lead has been converted into a project, earlier lead comments can remain available as read-only history. Continue new discussion in the project comments so the active record stays current while the original sales context remains available for reference.
Create a task when someone owns the next step
Use a task when work needs a clear owner. A project task can include a title, description, assignee, due date, priority, status, and reminder.
- Open the project’s Activity area.
- Select Tasks.
- Create a new task and write a specific action in the title.
- Assign it to a team member who can access the project.
- Add a realistic due date, priority, and supporting description.
- Save the task and update its status as the work progresses.
Task priorities include Low, Normal, High, Urgent, and Critical. Statuses include Pending, In Progress, Completed, and Cancelled.
Write tasks that are easy to complete
A useful task says what must happen and what success looks like. Prefer “Confirm service size and upload panel photo” over “Check electrical.” Put background information in the description and keep the title scannable.
Mark a task complete only after the requested work and any required recordkeeping are finished. Completing a project task can notify watchers and can trigger an automation when your company has configured one.
Use reminders without creating noise
Add a reminder when the assignee needs a prompt before the due time. If the task is completed, its pending reminder is cancelled. Avoid using Critical or Urgent priority for ordinary work, since excessive escalation makes genuinely time-sensitive work harder to identify.
Create events for appointments and milestones
Use an event when the work belongs on a calendar. Examples include consultations, site visits, design reviews, inspections, customer calls, and internal handoff meetings.
- Open Activity and select Events.
- Create an event with a clear title, date, and time.
- Add the appropriate staff attendees.
- Link the event to the project and include useful instructions.
- Configure staff or customer reminders where appropriate.
- Save the event and confirm it appears in the expected calendar view.
Events can be shown as upcoming, today, or past. Staff attendees can receive in-app, push, or email reminders according to the configured reminder and notification settings. Customer reminders are handled explicitly rather than by adding a customer as a staff attendee.
Choose between a task and an event
- Use a task when someone must complete an action by a deadline.
- Use an event when people need to be present at a particular date and time.
- Use both when an appointment also requires preparation or follow-up.
For example, create an event for a site visit and separate tasks for reviewing the electrical photos and updating the final design afterward.
Keep files in Documents
Open the project’s Documents area for reports, designed proposals, custom documents, design-generated files, and uploaded project files.
Staff with the appropriate access can drag files into the upload area, browse for files, or select an existing item from the company document library. Supported project uploads include PDF, DOC, DOCX, XLS, XLSX, PNG, and JPG files up to 10 MB.
Understand document visibility
Files uploaded by the company to the project can be shared with customers and may be visible with the proposal. Review the file and its intended audience before uploading it. Do not place private internal material in a customer-visible document area.
Documents supplied through a lead form can remain identified separately as files uploaded by the client. This helps the team distinguish customer source material from company-generated reports and project deliverables.
Name and organize files clearly
- Use a descriptive name that identifies the document and revision.
- Keep the final approved version on the project.
- Avoid uploading several indistinguishable copies.
- Use the document library for reusable company material.
- Use the project record for files specific to that customer or site.
Review Stage History
Stage History shows how the project moved through its configured workflow. Use it to confirm when the project entered a stage, identify the sequence of handoffs, and understand how long work remained at different points.
Do not use comments to imitate stage history. Move the project through the proper workflow so reporting, pipeline views, and stage-based automations continue to reflect the real state of the job.
Review automation activity
If you can manage automations, the Automations view shows active automation enrollments associated with the project. Check it when a follow-up, notification, task, stage change, or other automated action behaves differently than expected.
Automation activity complements the project record. It does not replace clear task ownership or a useful human note when judgment and context matter.
How activity fits together
A complete project history can include stage changes, comments, tasks, events, proposal opens, signatures, invoices, payments, schedules, and Site Safety records. These entries explain both what happened and what still needs attention.
When adding an update, ask whether it is context, assigned work, a scheduled commitment, or a file. Recording it in the correct place makes the project easier to understand later.
Permissions and visibility
Access follows the project and your company role. Assigning a task to someone does not bypass project visibility. A team member must be able to access the linked project before they can be assigned its task.
Read-only users can review the information available to them but may not be able to create, edit, or delete activity. Project editors can manage work within the permissions granted by the company.
Recommended project record habits
- Record decisions on the project on the day they are made.
- Turn an action item into a task instead of leaving it buried in a comment.
- Add attendees and reminders when scheduling an event.
- Upload final files to the project instead of relying on a personal inbox.
- Move the project stage when the real workflow changes.
- Close completed or cancelled work so open-item lists remain useful.
- Write updates for the next teammate, not only for yourself.
Troubleshooting
I cannot assign a task to a teammate
Confirm that the person is an active staff member in the same company and can access the linked project. Branch, workflow, role, or record-level restrictions can limit the available assignees.
I cannot edit or delete a task
The task’s creator, assignee, or a user who can manage the parent project may have different editing rights. Deleting is more restricted than updating or completing a task.
An event is missing from someone’s calendar
Confirm that the person was added as a staff attendee, the event date and time are correct, and the person has access to the linked record. If your company uses external calendar synchronization, also check that connection.
A customer can see a file that should be internal
Remove the file from the customer-visible project document area if your permissions allow it, then place internal context in the appropriate comment or controlled company record.
The project history looks incomplete
Check the individual Comments, Tasks, Events, Automations, Documents, and Stage History views. Confirm that earlier information was recorded on the same lead or project rather than in an unrelated record.
Related guides
- Managing Leads: List, Board, Filters, and Insights
- Workflows, Clients, and Quotes: How the CRM Fits Together
- Automating Your Workflow: Triggers, Steps, and Conditions
- Conversations, SMS, and Team Collaboration
- Scheduling Crews and Managing Installations
- Using Lilypad for Field Execution
