Project Lifecycle
States a project moves through from draft to archived, and what each transition means.
Project Lifecycle
States
draft → pending_approval → active → completed → archived| State | Meaning |
|---|---|
draft | Being configured; members cannot log time |
pending_approval | Submitted for approval; read-only |
active | Live; members can create tasks and log time |
completed | Work done; billing tracking begins |
archived | Closed; still visible in history and reports |
Transitions
draft → pending_approval
Use Submit for approval when the project setup is complete. An admin receives a notification and can approve or reject.
pending_approval → active
An admin clicks Approve. approvedBy and approvedAt are recorded. Members can now create tasks.
pending_approval → draft
Admin rejects with a reason. The PM revises and resubmits.
active → completed
Use Mark as completed when all work is delivered. Triggers the billing workflow — set billingStatus to to_invoice. From a project page this is in Project actions.
Member-side: "Ho concluso" (allocation, not project)
The task list on /tasks shows Ho concluso on each of your project groups. It does not close the project. It completes your allocation on it:
- your remaining
todo/pausedtasks on that allocation are marked done - your budget shrinks to consumed hours and the freed hours return to the project pool
- the project leaves your task list, budget and daily planning
- the project stays
active: the PM keeps allocating, other members keep working
Use it when you have finished your part but the project is still running. A PM can reopen the allocation any time (active again), and the project reappears in your planning.
completed → archived
Use Archive after invoicing is settled. The project moves to the archive view but all data (tasks, entries, budget) is preserved.
Any state → draft
PMs with admin role can revert to draft if major changes are needed. Use sparingly.
Historical agenda
Past days show tasks from completed and archived projects — they are never hidden. The agenda is immutable: only manual edits (rename, explicit reallocation) change the historical view.
Completed project policy
In Settings → Organisation, the completed_project_policy controls what happens to tasks on a completed project:
allow_logging— members can still log time (useful for T&M projects with ongoing support)lock_logging— no new entries allowed (default for fixed-price projects)