Projects
Capital and major maintenance work as first-class projects - scoped to real assets, budgeted, scheduled, and tracked to completion.
Projects are for work too big for a single work order: the roof replacement, the arena dehumidification retrofit, the annual road program. What makes AssetLab projects different from a generic PM tool is that they're anchored to the registry - a project knows which sites, buildings, systems, and assets it touches, so its costs and outcomes land back on the portfolio record.
What lives here
| Page | What it covers |
|---|---|
| Creating projects | The guided setup - scope, phase, team, and what closeout does |
| Tasks & milestones | The task board, subtasks, milestones, and the timeline |
| Risks & updates | The risk register and the period-based status narrative |
| Budgets & financials | Budget lines, change orders, POs, invoices, snapshots |
| Replacement planner | Where capital projects come from - the replacement calendar over asset lifecycles |
Working the project list
The Projects page offers four views - list, grid, split, and calendar - plus a map once there is something to place on it (see below), with a "My projects" toggle to cut the list to what you're on. Table columns can be hidden and drag-reordered, and your arrangement is remembered. A selection mode supports bulk delete, and the list exports to CSV or a formatted Excel report.
The calendar lays projects out on a 1- or 10-year timeline, one row per place. Facilities projects sit on a row per linked site. Infrastructure projects sit on a row per network, taken from the features on the project and any networks linked directly. With both workspaces in view (the Shared filter), the calendar splits into a Facilities section and an Infrastructure section. A project linked to nothing lands on that section's Unassigned row, and a shared project linked to nothing lands on its own row at the bottom.
The Phase filter is driven by your own phases - the list you maintain under Settings → Categories → Project Phases, in the order you put them in. It matches the Phase column in the table and the phase you set on each project. A phase a project still carries after you delete or rename its category stays selectable, so nothing goes missing from the filter.
Completed and cancelled projects leave the list, the same way completed work orders do. A project counts as completed or cancelled when its phase's Means setting says so (see Creating projects), or, for a phase you have not classified, when its status is completed or cancelled. To see them, pick Completed or Cancelled in the Status filter. Choosing a phase in the Phase filter, or switching to the Archived view, shows every project that matches, completed ones included.
The Status filter appears once your projects carry more than one status, which includes the first time a project is completed. Besides Completed, Cancelled and On hold, it offers the free-text status field that imports and API integrations set - there is no editor for that field in the app.
The project map
The Map view plots each project as one pin, so you can see where your capital work is and how it is going at a glance. It appears on desktop once at least one of your buildings has a map position, or when your organization runs the Infrastructure module. Every filter and search on the page applies to the map too.
A project is placed by what it is linked to, most precise first:
- Buildings - the pin sits on one of the project's placed buildings, the one nearest the middle of them.
- Sites - with no placed building linked, the project is placed from the placed buildings of the sites it names.
- Infrastructure features - with neither, the pin sits on one of the project's linked features.
A line above the map counts the projects that match your filters but have none of these, so they are absent from the map rather than missing from your list. Several projects in the same building fan out around it so each pin can be reached.
Pins are sized by budget and coloured by your choice of Progress or Budget status (on track, monitor, off track, not set), or Schedule - not started, underway, overdue (past its end date and not closed), on hold, or closed. A panel in the corner totals the projects shown, their combined budget, and how many are off track or overdue.
Hover a pin for the detail: code, type and phase, progress and budget status, the budget in your organization's currency, start and end dates with how much of the schedule has elapsed and how many days are left (or how far overdue it is), the project manager, what the project is placed by, and the start of its description. While you hover, the map draws what the project spans - a dashed line to each of its buildings or sites, or, for an infrastructure project, the outline of its features' extent with the features themselves highlighted. Click the pin to open the project.
The map needs a hover, so it is not offered on phones; use the list or cards there.
Archiving finished projects
Once a project is done, archive it to take it out of the working list without deleting anything. The Active / Archived toggle beside "My projects" switches the page between the two sets, and in selection mode you can archive or restore in bulk.
Two things worth knowing:
- Archiving does not change the project's status. A completed project stays completed, so it keeps counting as delivered capital in the Capital Brief and keeps its budget, costs, and history.
- Archiving is reversible; deleting is not. Restore puts the project straight back in the active list. Reach for archive whenever you're tempted to delete a finished project.
Inside a project
A project record is organized in tabs - the core set is scope (sites, buildings, locations, systems, assets, infrastructure, networks), tasks, team, budget/financials, risks, updates, documents, work orders, and an Activity feed for conversation. Two more are easy to miss:
- Reports - seven printable reports per project: full, executive, budget, task, team workload, milestone, and financial. The board package generates itself.
- Quick vs. full edit - the detail header toggles between a quick-edit summary and the full form, and can print the project to PDF.
Where projects come from
Some arrive as decisions ("council approved the roof"), but the healthiest pipeline is data-driven: the replacement planner schedules which assets get replaced in which year, and Create projects turns the calendar into next year's project list - already scoped to the right assets, budgeted from their replacement costs.
Who sees projects
Projects are a Manager+ surface, available on the Enterprise plan (or as the Projects add-on on other tiers). Staff interact with project work through the work orders and tasks assigned to them; the budget and risk views stay with the people accountable for them. See Roles & access.