Project setup

Set up a project, from its details to inviting the team.

This onboarding checklist sets up a project your organisation hosts: its details, administrators, tools, approval workflows and permission templates, then the people and companies working on it. Each item says where it is in Teralo, and links to the article with the steps. The ticks you make here are saved in this browser only. This checklist and the host organisation setup checklist are also on one A4 page, in the printable onboarding checklist.

A project administrator has every permission on the project, and the person who creates a project becomes one. Work through the organisation's own setup first. Learn more about host organisation setup.

Create the project

In the switcher, select Add project, then enter the Project Name and the Anticipated Project Value.
On Tool Setup, select Activate All Templates.

The first step of Add New Project, with the name and anticipated value still to enter.

Creating a project needs a host organisation, and Can create new projects (host organisations only) unless you're an administrator. Learn more about creating a project.

Activate All Templates switches on the organisation's types, statuses, categories and cost codes for the project. It copies the organisation's project permission templates, inspection templates and workflow templates, without their reviewers. It also sets up the inductions, bookings, public portal and program calendar settings. Skip for now switches on only the inspection categories. Either way, you can switch entries on later in each tool's settings with Activate All.

Fill in the project details

In the project sidebar, under Project Settings, select Settings.

Enter the Project Code.
Check the Project Value.
Set the Start Date and End Date.
Choose the Project Manager.
Set the Project Address and its Time Zone.
Add a Logo and a Cover Photo.

The Project Information card, with the code, value and dates set and no project manager chosen.

The Project Address card, with the site address, its time zone and its coordinates.

Learn more about project settings.

Add the project administrators

On the Project Administrators card of the project's settings, add anyone else who will run the project.

The Project Administrators card, with the organisation administrator and no project administrators yet.

A project administrator must be an active member of the host organisation. The host organisation's administrators already have the same access, and don't need adding.

Set up the tools

In the project sidebar, under Project Settings, select Tools. On each tool's settings, turn on Activate beside the organisation entries the project uses, or add entries for this project only. Learn more about the tools catalogue.

The Project Management tools on a project's Tools, a card for each.

The five tools the setup pill tracks

Mail: the mail types, statuses, responses and text templates.
Documents: the document types, statuses and disciplines.
Contracts: the contract types and statuses, and the direct cost types and statuses.
Budget Codes: the cost types and cost codes.
Procurement: the categories and attachment types, then the Tender Instructions, Tender Policy and Milestones.

A project's Mail Types settings, with every organisation mail type activated.

Until a project has mail types and statuses, Mail shows Mail Settings Required in place of a new mail item, with Activate for Project or Create Defaults. Documents, Contracts and Procurement do the same.

Locations

On Locations, build the project's location tree by Manual Entry, Extract from Drawings or Import from Excel.

A location tree with Building D selected, and its levels in the next tier.

Inspections, bookable locations, permit work areas and observations use the location tree. The inspections article has the steps.

Quality and safety tools

Inspections: select Use on Project on the organisation templates the project uses, then plan the inspections on the register's Plans tab.
Permits, Incidents, Observations, Submittals and Method Statements: activate the types the project uses.
Passive Fire: the Settings tab, the profile whitelist, and the drawings on the Drawings tab.

Site and resource tools

Site Diary: the Diary Configuration and Submissions tabs.
Meetings: activate the meeting types.
Inductions: the Project Settings tab, and any project content tier under Content Tiers.
Equipment: activate the categories.
Bookings: the operating hours, then switch on the Bookable Equipment and Bookable Locations.
Timesheets: the Settings tab.
Program: the project's calendars.

Choose the approval workflows

Each tool that uses a workflow has a Workflows tab in its settings.

For each tool, check the binding: Inherit organisation default, or one of the project's own templates.
Where a workflow has Specific people blocks, name the people on the project's copy of it, then choose the copy on the binding card.
Check that the people who approve hold the tool's approval permission. A step that finds nobody stops with Workflow needs attention.

A project with no permit workflow of its own, so its permits run on the organisation default.

Activate All Templates makes a project copy of each organisation workflow template. Without it, turn the template on under Organisation Workflow Templates, then create a project copy. A record can't be submitted until its tool, type or contract has a workflow, and a contract's workflows are chosen on the contract's own Settings tab. Learn more about binding a workflow to a tool.

Check the permission templates

In the project sidebar, under Project Settings, select Permissions.

Check the templates on Project Templates. Activate All Templates fills this tab with copies of the organisation's project templates, which can be edited for this project.
Choose the template each company's people will get, such as Subcontractor Manager or Consultant.

A project's Project Templates tab, with the copies Activate All Templates makes of the organisation's templates.

Org Templates shows the organisation's own templates, read-only. Add Template on this page creates an organisation template too, which every project is offered. Learn more about permission templates.

Set the compliance requirements

On the Compliance Requirements card of the project's settings, add each document every organisation on the project must provide.

The Compliance Requirements card before any requirement is added.

Learn more about compliance documents.

Add your team

In the project sidebar, select Directory.

On the People tab, select Global Directory, and add your organisation's people with their Permission Template.
Create the distribution groups that Mail, Site Messages and Meetings send to, on the Distribution Groups tab.

The People tab of a project Directory, with Global Directory and Create Account above the list.

Four distribution groups, each with its purpose and its members.

Learn more about the Directory.

Add the other companies

Add each company's people from Global Directory, or with Create Account for someone new to Teralo.
For a company new to Teralo, create its organisation when you add its first person.

A company appears on the project once someone from it is added. Guests can't add anyone to a project, including their own colleagues. Learn more about inviting people to a project.

Set up the project portal

In the project sidebar, under Project Settings, select Tools, then Public Site.

Add the Public Documents visitors can read.
Set the Minimum PPE.
Enter the Contact Email and Contact Phone on Contact Settings.
Share the portal's address from Public Site on the project dashboard.

The Minimum PPE tab of a project's Public Site settings, with the selected signs outlined.

The Contact Settings tab, with the email the portal's contact form sends to and the phone it shows.

A project's portal is live from the day the project is created until it is archived. Learn more about the public portal.

The Project setup pill

The Project setup pill in the sidebar footer tracks 12 items. Everyone from the host organisation sees it on the project's pages. Select it to see the items, and select an item to open the page where you set it.

The Project setup checklist, with 10 of its 12 items done.

Each item is done when:

Project Code and Project Value: they are filled in.
Start & End Date: both dates are set.
Project Manager: someone is chosen.
Project Address: the address has a street or a city.
Logo & Cover Photo: both are added.
Mail Settings, Document Settings, Contract Settings, Budget Codes and Procurement Settings: the project has an entry of its own, or an organisation entry switched on.
Project Permission Template: the project or the organisation has a project template other than No Access.

Activate All Templates completes the five tool items wherever the organisation has entries.

The pill disappears when every item is done, and doesn't come back if a setting is removed later. To hide it sooner, select the three dots on the pill, then Mark all as complete. That hides it on this project for everyone, and it can't be shown again.