Create Your First Project

Projects are where your team organizes the work that needs to get done in DoneDone.

A Project can be used for ongoing work, a specific initiative, or any group of related Tasks your team needs to track.

For example, you might create Projects for:

• Client work
• Website updates
• Product development
• Internal IT
• Employee onboarding
• Marketing
• Operations
• Personal work

Each individual piece of work inside a Project is a Task.

So the basic structure is:

Project -> Tasks

In this guide, you’ll create your first Project, choose a Workflow, and add your first Task.

1. Create a Project #

Create a new Project in DoneDone and give it a name that clearly describes the work it will contain.

For example:

• Website Updates
• Internal IT
• Client Onboarding
• Product Improvements
• Marketing Requests
• My Tasks

Try to name the Project around a type of work, area of responsibility, or person, rather than a single task.

For example:

Project: Website Updates

Could contain Tasks like:

• Update homepage copy
• Fix broken contact form
• Add new team member bio
• Publish pricing changes

If you want a place to manage your own work, you can also create a personal Project such as:

Project: Alex’s Tasks

This can be a simple home for Tasks that don’t belong in a larger team Project.

2. Choose a Workflow #

Every Project uses a Workflow to track how Tasks move from start to finish.

A simple Workflow might look like:

Open -> In Progress -> Waiting -> Completed

Choose an existing Workflow or create one that matches the way your team already handles work.

You can always update your Workflow later.

The goal is simply to make it easy for your team to see:

• What hasn’t started
• What is being worked on
• What is waiting
• What is complete

3. Add Your Team #

Add the people who should have access to the Project.

Project members can work together to:

• Create Tasks
• Assign work
• Add comments
• Set due dates
• Update statuses
• Add attachments
• Track progress

This gives everyone involved in the work a shared place to see what needs to happen and who is responsible for it.

If you’re creating a Project just for your own Tasks, you can keep it focused on your personal work instead.

4. Create Your First Task #

Now add a real piece of work to the Project.

For example:

Project: Website Updates

Task: Update homepage headline

A Task should represent a clear piece of work that someone can own and complete.

When creating a Task, you can add information such as:

• An assignee
• A due date
• A description
• A priority
• Tags
• Custom fields
• Checklists
• Attachments

You don’t need to fill in every field.

For your first Task, start with:

What needs to be done?

Who owns it?

When does it need to be done?

5. Move the Task Through Your Workflow #

As work progresses, update the Task’s status.

For example:

Open

↓

In Progress

↓

Waiting

↓

Completed

This gives your team a simple way to understand where work stands without needing to ask for updates in email or chat.

When Should You Create a Project? #

Create a Project when you have a group of related Tasks that you or your team want to manage together.

Projects can be used in several ways.

Ongoing work #

You might create an Internal IT Project for recurring work such as:

• Set up a new employee laptop
• Update software
• Replace equipment
• Create a new user account

A specific initiative #

You might create a Website Redesign Project for work such as:

• Approve new homepage design
• Rewrite product copy
• Build new pricing page
• Test forms
• Launch the new site

Your own Tasks #

You can also create a Project for your personal work.

For example:

Project: My Tasks

Could contain Tasks like:

• Prepare Friday report
• Review new homepage copy
• Follow up with vendor
• Update documentation

This gives you one place to organize smaller Tasks that don’t naturally belong to another Project.

Whether a Project is shared across a team or used for your own work, the idea is the same:

A Project gives related Tasks a home.

Projects and Mailboxes Work Together #

Mailboxes and Projects serve different purposes.

Mailboxes manage requests and communication.

Projects manage work that needs to be completed.

Sometimes a Conversation in a Mailbox can be handled without creating a Task.

Other times, a request creates work that needs to be tracked separately.

For example:

A customer emails your Support Mailbox about a bug.

The email becomes a Conversation.

Your team then creates a Task in your Product Bugs Project to track the work required to fix it.

The Conversation and Task can be linked so your team can keep the request connected to the work.

The basic flow looks like:

Request -> Conversation -> Task -> Project

This is one of the most useful ways Mailboxes and Projects work together in DoneDone.

A Simple Example #

Let’s say your team handles employee onboarding.

You could create:

Project: Employee Onboarding

Workflow:

Not Started -> In Progress -> Waiting -> Completed

Then create Tasks like:

• Create employee email account
• Order laptop
• Set up payroll access
• Add employee to internal tools
• Schedule first-week meetings

Each Task can have its own owner, due date, and status.

Everyone involved can see what has been completed and what still needs attention.

Keep Your First Project Simple #

You don’t need to build the perfect Project before your team starts using it.

Start with:

1. One Project for a real area of work
2. A simple Workflow
3. A few real Tasks
4. The people responsible for completing them

Or, if you’re starting with your own work, create a simple “[Your Name]’s Tasks” Project and add a few Tasks you need to complete.

As your team starts working in DoneDone, you can add more structure with features like:

• Custom fields
• Checklists and templates
• Scheduled Tasks
• Tags
• Saved filters
• Calendar view
• Workflow automation

Start simple, then add structure where it helps.

You’re Ready #

Once you’ve created a Project and added your first Task, you’re ready to start managing work in DoneDone.

Remember:

Projects organize work.

Tasks are the individual pieces of work inside them.

Next: Understand Workflows #

Workflows define the steps that Tasks and Conversations move through from start to finish.