Understand and use the projects object

Use the project object to organize and track work. Associate other CRM records such as tasks, deals, and contacts with projects. Configure settings such as pipelines and project tags, view projects in view types (e.g., Gantt, board), and use project data in HubSpot tools such as reports or workflows. 

For an example configuration, see using projects for service delivery.

Activate projects

1. In your HubSpot account, navigate to Data Management > Data Model.
2. In the upper right, click Edit Data Model.
3. Navigate to projects and click Activate object.
4. In the dialog box, click Confirm. 

Configure project settings

After activating projects, you can configure settings to support how projects are organized and tracked. These settings include pipelines, associations, custom properties, tags, and notifications.

• Create associations in the data model.
• Create custom project properties.
• Set up pipeline rules.
• Customize pipeline specific automations.
• Create color-coded project tags.

Set up project notifications

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left panel, click Notifications.
3. In the What you get notified about section, navigate to Projects.
4. Select the checkboxes to toggle on or off the notifications you want (e.g., Project status update).

Learn more about configuring notifications for your profile.

View projects

1. In your HubSpot account, navigate to CRM > Projects.
2. Click the name of a project.

View projects in gantt index view (BETA)

To manage projects in the gantt view you must be a user in an account enrolled in the Flexible CRM Views beta. 

1. In your HubSpot account, navigate to CRM > Projects.
2. Click the view type button and select Gantt view.
3. Above the timeline, click the dropdown menus to manage time and task filters.
4. Click the name of the project you want to view.

View projects in the customer success workspace

1. In your HubSpot account, navigate to Service > Customer Success.
2. Click the Projects tab.

Learn more about using projects in the customer success workspace.

Example

The following steps show an example configuration of projects for service delivery usage.

Set up projects for service delivery

1. Activate projects.
2. If desired, create a new pipeline and stages to match your business processes.
3. Toggle on the Restrict projects from skipping stages pipeline rule.
4. Create a deal-based workflow to automatically create a project when the deal reaches the Won stage:
   • Create a workflow.
   • Click Met filter criteria and select Deal.
   • In the pop-up box, click Deal properties and select Deal stage.
   • Click the Search dropdown menu and select Closed won or the name of your Won stage. 
   • Click Next.
   • Click Save and continue.
   • Add the Create record action.
   • Select Project and configure details.
   • Click Save.
   • Configure workflow settings and turn the workflow on.

Use projects for service delivery

To manage projects in the gantt view you must be a user in an account enrolled in the Flexible CRM Views beta.

1. Navigate to your projects.
2. Click the view type button and select Gantt view.
3. Review project details and their associated tasks:
   • Hover on a project and click the + Add icon to create a task. This automatically associates the task to the project.
   • Click the expand icon to show tasks on the timeline.
   • Click a bar in the timeline to open the project or task in the right panel preview.

Report on project statuses for service delivery

Create single-object or custom reports to review project statuses or their time spent in certain pipeline stages. For example, to report on projects and associated tasks, create a custom report with projects as the primary source and tasks as the secondary one.

To create a project status report:

1. Create a single-object report and select the Projects data source.
2. Click Add properties and select Target due date and Status.
3. Click the Visualization tab and drag Target due date to the displaying section.
4. Drag (Count) Projects to the measured by section.
5. Drag Status to the displaying section.
6. Configure the filters of the report (e.g., frequency, create date).
7. When you're finished, click Save report.

To create a cumulative time in project stage report:

1. Create a single-object report and select the Projects data source.
2. Click Add properties and select Cumulative time in [project stage].
3. Click the Visualization tab and drag Cumulative time in [project stage] to the displaying section.
4. Select an aggregation (e.g., average, sum).
5. Configure the filters of the report (e.g., frequency, create date).
6. When you're finished, click Save report.

Next steps

Use projects in other HubSpot tools such as:

• Reports
• Workflows
• Segments