How projects work
A project is a job: a client, dates, a gear list, crew, tasks, and the paperwork that goes with all of it. Everything else in Flow exists to serve one. This overview explains a project's anatomy and — the part that trips everyone up once — its lifecycle: the further a job progresses, the more of it locks down on purpose.
This page is scaffolded — the outline below is what it will cover. Progress is tracked in gearflow#959.
What this overview will cover
- The anatomy of a project: header (client, dates, locations), equipment (line items and groups), services and crew, tasks, documents, activity
- The status lifecycle, start to finish, and what each status means
- What each stage locks: prices freeze at confirmation, structural edits need a written reason once the job is on site, and a completed job is read-only — with pointers to Versions and unlocking
- Project numbering — where those job codes come from
- The project as the money's home: quoted, confirmed, invoiced totals
In this section
Create a project
Start a new job — the client, the dates, and the handful of fields that drive everything downstream.
Add equipment to a project
Line items, groups, kits, accessories, custom items — building the gear list.
Sub-hires
Renting gear in from a supplier to cover a job — with both costs and margin tracked.
Sale items
Selling gear on a job — new stock or gear straight out of your rental fleet.
Project templates
Recurring shows and standard packages — build the job once, reuse it forever.
Project tasks
The to-do list attached to the job — assignable, due-dated, and visible in My Tasks.
Availability and overbookings
How Flow decides whether gear is free — and what to do when it isn't.
Versions, locks and unlocking
Why you can't edit that price — and the deliberate ways around it.