Managing Projects

This guide covers how production staff manage and track projects in MyStudio.

Accessing All Projects

Navigate to Admin > All Projects in the sidebar.

Projects Overview

The All Projects page shows every project across all clients:

• Project name and ID
• Client company
• Status
• Created date
• Delivery date
• Assigned team

Project Statuses

Status	Description	Next Action
Draft	Client started but didn't submit	Wait for submission
Awaiting Quote	Submitted, needs quote	Create quote
Quote Pending	Quote sent, awaiting approval	Wait for client
Awaiting Payment	Quote approved, deposit due	Track payment
In Production	Active production work	Continue work
In Review	Video uploaded for review	Wait for feedback
Revisions Requested	Changes needed	Make revisions
Completed	Project finished	Archive/close

Filtering Projects

By Status

Select one or more statuses to filter.

By Company

Show projects for a specific client.

By Date

• Created date range
• Delivery date range

By Team Member

Show projects assigned to specific staff.

Viewing Project Details

Click on any project to access:

• Full project information
• All tabs (Overview, Brief, Quotes, etc.)
• Management actions

Managing Project Status

Updating Status

1. Open the project
2. Click Update Status
3. Select new status
4. Add optional note
5. Save

Status changes trigger notifications to relevant parties.

Status Workflow

Draft → Awaiting Quote → Quote Pending → Awaiting Payment →
In Production → In Review → [Revisions Requested ↔ In Review] → Completed

Team Assignments

Assigning Team Members

1. Open project detail
2. Go to Team section
3. Click Assign
4. Select team members by role:
   • Producer
   • Director
   • Editor
5. Save assignments

Notification Settings

Assigned team members receive notifications for:

• New comments
• Status changes
• Client approvals

Project Actions

From the Project List

• Quick status update
• View details
• Delete (with confirmation)

From Project Detail

Quote Actions

• Create new quote
• View quote history
• Resend quote

Video Actions

• Upload video
• Manage versions
• View comments

Invoice Actions

• Create invoice
• Track payment
• Send reminders

Project Timeline

Key Dates

• Created: When client submitted
• Filming: Scheduled filming date
• Delivery: Target completion date

Milestone Tracking

Track progress against key milestones.

Comments and Communication

Internal Comments

Staff-only comments for team coordination:

1. Open project
2. Go to Comments tab
3. Select "Internal"
4. Post comment

Client Communication

Comments visible to clients:

1. Go to Comments tab
2. Select "Client Visible"
3. Post comment

Bulk Actions

Select multiple projects to:

• Update status
• Reassign team
• Export data

Project Archiving

Archiving Completed Projects

1. Ensure project is "Completed"
2. Verify all payments received
3. Click Archive

Archived projects are hidden from main view but remain accessible.

Viewing Archived Projects

Toggle "Show Archived" to see old projects.

Reporting

Project Reports

Generate reports showing:

• Project count by status
• Average completion time
• Revenue by client
• Team workload

Export Options

Export project data as:

• CSV
• PDF summary
• Excel

Best Practices

Regular Review

• Check Awaiting Quote projects daily
• Follow up on stale projects
• Monitor delivery dates

Communication

• Update status promptly
• Keep clients informed
• Document decisions

Team Coordination

• Assign appropriate team members
• Use internal comments
• Track workload balance

Troubleshooting

Project Stuck in Status

1. Check if client action is needed
2. Verify all requirements are met
3. Contact client if overdue

Missing Project

1. Check filters
2. Search by project ID
3. Verify client company access

Client Can't See Project

1. Verify project isn't in draft
2. Check client user permissions
3. Confirm company association