Project setup

This onboarding checklist sets up a project your organisation hosts: its details, administrators, tools, approval workflows and permission templates, then the people and companies working on it. Each item says where it is in Teralo, and links to the article with the steps. The ticks you make here are saved in this browser only.

A project administrator has every permission on the project, and the person who creates a project becomes one. Work through the organisation's own setup first. Learn more about organisation setup.

• In the switcher, select Add project, then enter the Project Name and the Anticipated Project Value.
• On Tool Setup, select Activate All Templates.

Creating a project needs a host organisation, and Can create new projects (host organisations only) unless you're an administrator. Learn more about creating a project.

Activate All Templates switches on the organisation's types, statuses, categories and cost codes for the project. It copies the organisation's project permission templates, inspection templates and workflow templates, without their reviewers. It also sets up the inductions, bookings, public portal and program calendar settings. Skip for now switches on only the inspection categories. Either way, you can switch entries on later in each tool's settings with Activate All.

In the project sidebar, under Project Settings, select Settings.

• Enter the Project Code.
• Check the Project Value.
• Set the Start Date and End Date.
• Choose the Project Manager.
• Set the Project Address and its Time Zone.
• Add a Logo and a Cover Photo.

Learn more about project settings.

• On the Project Administrators card of the project's settings, add anyone else who will run the project.

A project administrator must be an active member of the host organisation. The host organisation's administrators already have the same access, and don't need adding.

In the project sidebar, under Project Settings, select Tools. On each tool's settings, turn on Activate beside the organisation entries the project uses, or add entries for this project only. Learn more about the tools catalogue.

• Mail: the mail types, statuses, responses and text templates.
• Documents: the document types, statuses and disciplines.
• Contracts: the contract types and statuses, and the direct cost types and statuses.
• Budget Codes: the cost types and cost codes.
• Procurement: the categories and attachment types, then the Tender Instructions, Tender Policy and Milestones.

Until a project has mail types and statuses, Mail shows Mail Settings Required in place of a new mail item, with Activate for Project or Create Defaults. Documents, Contracts and Procurement do the same.

• On Locations, build the project's location tree by Manual Entry, Extract from Drawings or Import from Excel.

Inspections, bookable locations, permit work areas and observations use the location tree. The inspections article has the steps.

• Inspections: select Use on Project on the organisation templates the project uses, then plan the inspections on the register's Plans tab.
• Permits, Incidents, Observations, Submittals and Method Statements: activate the types the project uses.
• Passive Fire: the Settings tab, the profile whitelist, and the drawings on the Drawings tab.

• Site Diary: the Diary Configuration and Submissions tabs.
• Meetings: activate the meeting types.
• Inductions: the Project Settings tab, and any project content tier under Content Tiers.
• Equipment: activate the categories.
• Bookings: the operating hours, then switch on the Bookable Equipment and Bookable Locations.
• Timesheets: the Settings tab.
• Program: the project's calendars.

Each tool that uses a workflow has a Workflows tab in its settings.

• For each tool, check the binding: Inherit organisation default, or one of the project's own templates.
• Where a workflow has Specific people blocks, name the people on the project's copy of it, then choose the copy on the binding card.
• Check that the people who approve hold the tool's approval permission. A step that finds nobody stops with Workflow needs attention.

Activate All Templates makes a project copy of each organisation workflow template. Without it, turn the template on under Organisation Workflow Templates, then create a project copy. A record can't be submitted until its tool, type or contract has a workflow, and a contract's workflows are chosen on the contract's own Settings tab. Learn more about binding a workflow to a tool.

In the project sidebar, under Project Settings, select Permissions.

• Check the templates on Project Templates. Activate All Templates fills this tab with copies of the organisation's project templates, which can be edited for this project.
• Choose the template each company's people will get, such as Subcontractor Manager or Consultant.

Org Templates shows the organisation's own templates, read-only. Add Template on this page creates an organisation template too, which every project is offered. Learn more about permission templates.

• On the Compliance Requirements card of the project's settings, add each document every organisation on the project must provide.

Learn more about compliance documents.

In the project sidebar, select Directory.

• On the People tab, select Global Directory, and add your organisation's people with their Permission Template.
• Create the distribution groups that Mail, Site Messages and Meetings send to, on the Distribution Groups tab.

Learn more about the Directory.

• Add each company's people from Global Directory, or with Create Account for someone new to Teralo.
• For a company new to Teralo, create its organisation when you add its first person.

A company appears on the project once someone from it is added. Guests can't add anyone to a project, including their own colleagues. Learn more about inviting people to a project.

In the project sidebar, under Project Settings, select Tools, then Public Site.

• Add the Public Documents visitors can read.
• Set the Minimum PPE.
• Enter the Contact Email and Contact Phone on Contact Settings.
• Share the portal's address from Public Site on the project dashboard.

A project's portal is live from the day the project is created until it is archived. Learn more about the public portal.

The Project setup pill in the sidebar footer tracks 12 items. Everyone from the host organisation sees it on the project's pages. Select it to see the items, and select an item to open the page where you set it.

Each item is done when:

• Project Code and Project Value: they are filled in.
• Start & End Date: both dates are set.
• Project Manager: someone is chosen.
• Project Address: the address has a street or a city.
• Logo & Cover Photo: both are added.
• Mail Settings, Document Settings, Contract Settings, Budget Codes and Procurement Settings: the project has an entry of its own, or an organisation entry switched on.
• Project Permission Template: the project or the organisation has a project template other than No Access.

Activate All Templates completes the five tool items wherever the organisation has entries.

The pill disappears when every item is done, and doesn't come back if a setting is removed later. To hide it sooner, select the three dots on the pill, then Mark all as complete. That hides it on this project for everyone, and it can't be shown again.