How to Manage Project Stages and Categories

How to create custom Project Stages and Project Categories, enable or disable existing stages, and assign them to a project. Stages and categories help classify and organise projects for filtering, reporting, and workflow tracking.

Before You Start

• You must be inside a project
• Admin access is required to add or edit stages and categories

What Are Stages and Categories?

Feature	What It Is	Examples
Project Stage	The current execution phase of the project	Planning, Civil, Structural, Finishing, Handover
Project Category	The type or classification of the project	Residential, Commercial, Interior, Infrastructure, Maintenance

A project has one active Stage at a time. The stage is updated as the project moves through execution. Categories group similar projects together for filtering and reporting across the company.

Part 1 — Managing Project Stages

Adding a New Stage

1. Open the project and click the ⚙ Settings icon in the top right of the project header
2. Click Project Details
3. Click the Project Stage dropdown field
4. Click the ⚙ icon next to the Project Stage field to open Stage Settings
5. Click + New Stage
6. Enter the stage name (e.g. “Pre-Construction”, “Foundation”, “Waterproofing”)
7. Click Save

The new stage is now available in the Project Stage dropdown across all projects.

Enabling or Disabling a Stage

Stages can be disabled to hide them from the dropdown without deleting them. This is useful for keeping historical stage data intact while removing options that are no longer relevant.

In the Stage Settings panel:

• Toggle the switch next to any stage ON to make it available in the dropdown
• Toggle it OFF to hide it from the dropdown

Click Save to confirm.

Default stages: Civil, Structural, Finishing, Handover.

Assigning a Stage to the Project

After creating or enabling the stage:

1. Stay in Project Details
2. Click the Project Stage dropdown
3. Select the stage
4. Click Save on the Project Details panel

Part 2 — Managing Project Categories

Adding a New Category

1. Open the project and click the ⚙ Settings icon
2. Click Project Details
3. Click the ⚙ icon next to the Project Category field to open Category Settings
4. Click + New Category
5. Enter the category name (e.g. “Maintenance Projects”, “Turnkey”, “Fit-Out”)
6. Click Save

Editing a Category Name

Click the edit icon next to the category name, update the name, and click Save.

Deleting a Category

Click the delete icon next to the category and confirm. Projects previously assigned this category will have the category removed.

Assigning a Category to the Project

1. In Project Details, click the Project Category dropdown
2. Select the category
3. Click Save

Changing the Project Status

The project status is separate from Stage and Category. It controls whether the project is active in operational views.

Click the status badge in the top right of the project header (e.g. Ongoing) and select:

Status	When to Use
Ongoing	Project is active
On Hold	Temporarily paused
Not Started	Not yet begun
Completed	Finished

Status can be changed at any time.

Tips

• Create stages that match your actual construction workflow from start to finish. A typical sequence: Mobilisation, Foundation, Structural, Brickwork, Plastering, Electrical and Plumbing, Finishing, Snagging, Handover.
• Use categories to group project types for company-level reporting. Filtering the Company Dashboard or Project-wise Summary by category shows revenue and expenses per project type.
• Disable stages rather than deleting them when they are no longer in use. Disabling preserves the historical record of projects that were previously assigned that stage.
• Keep stage and category names consistent across all projects so filtering and reporting work meaningfully.
• Stage and Category lists are company-wide. Any stage or category you add is available across all projects, not just the current one.

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If Something Goes Wrong

Problem	Likely Cause	What to Do
Cannot see Project Stage field	Insufficient access	Ask Admin for the required permissions
New stage not appearing in dropdown	Not saved or is disabled	Re-open Stage Settings, check the toggle is ON, and save again
Cannot edit project settings	Role does not have Project Settings access	Ask Admin to check your role permissions
Category was deleted but was assigned to existing projects	Deletion removes it from all projects	Re-create the category and re-assign to affected projects