How to work in a project

From the main Sync dashboard, select Projects from the left-hand menu to open the Projects table. From here you can search for a project, filter the table, change visible columns, save a table view, create a new project or open an existing one. Select the project you want to work on.

When the project opens, the project name is shown at the top of the page. You may also see a Shared label if the project has been shared with a customer or subcontractor portal. The main project actions sit in the top right:

Each project is organised into key tabs, each holding a different part of the record. Use them to move between the details, tasks, financials, compliance information and documents.

• Summary for the core project details.
• Overview for tasks, comments and activity.
• Financials for CVR and financials.
• Compliance for health, safety and site readiness.
• Documents for drawings and project documents.

The Summary tab gives a quick view of the main project details. Use it to check the core project information is correct. It may include:

• Customer and reference.
• QR reference.
• Project location.
• Departments.
• Workstreams.
• Start on site date.
• Completion date.
• Project status.
• Project team.

The project team area shows the users assigned to the project, so you can see who is responsible for each area. Roles may include:

• Project lead.
• Project managers.
• Contract managers.
• Commercial team.
• Designer.
• CAD operator.

Where available, selecting a team member opens their contact panel, which may show:

• Name and project role.
• Job title.
• Email address, with copy and email options.
• Contact number, with copy and call options.

Use Edit project if you need to amend the project record. Only make changes if you are sure the information should be updated. Changes may appear in the activity log. You can amend:

• Project name.
• Customer reference.
• Address details.
• Departments and workstreams.
• Start on site and completion dates.
• Project team.

Use Update status to change the current project status. Status helps teams understand where the project sits in the overall process. For example, a project may be marked as new, on site, delayed, site handover, invoiced in full or another configured status. Only update the status when it reflects the current project position.

Use Share project to give approved customer portal users or subcontractor portal users access. Shared access is controlled by the main contractor, and shared users only see the information made available to them through their portal. Only share the project with the correct customer or subcontractor.

The Overview tab contains the project communication and history tools: Tasks and comments and the Activity log. Use it to keep project notes, actions and history linked directly to the project.

Open Tasks and comments from the Overview tab to record comments, create tasks and track project actions. Use comments for general project notes, and tasks when an action needs to be completed by someone. You may be able to:

• Add a comment.
• Add a task.
• Filter by commenter or date.
• Review due dates.
• Delete comments or tasks, where permitted.

Task status colours help show progress at a glance:

Open the Activity log from the Overview tab. It records important project activity, so you can understand what happened on a project and when. Each entry may show the user or system action, what was changed, the date and time, and a View details option. It may include:

• Project creation and updates.
• Purchase orders added or raised.
• Status changes.
• Document updates.
• User and system actions.

The Financials tab brings together the project financial information: CVR, Customer financials and Trade partner financials. Use it to review sales value, projected costs, margin, customer invoices, quotes and POs, and trade partner purchase orders and invoices. What you can see depends on your permissions and how your business uses Sync.

Open CVR from the Financials tab for a project financial summary. Use it to review the project's commercial position. Where permitted, you may be able to add or edit line items. Before updating CVR values, check the information is correct and aligns with the latest commercial position. It may show:

• Total sales value.
• Projected final costs.
• Assessed profit or loss, and margin.
• Services and trade partners.
• Cost to date and cost to come.
• Margin by line.

Open Customer financials from the Financials tab to review the customer-side financial information linked to the project. This may include customer invoices and customer quotes and POs, each with their status, reference, dates, totals and files. Where permitted, you may be able to raise a customer quote, raise a standalone customer invoice, edit records or mark invoices as raised.

Open Trade partner financials from the Financials tab to manage project costs linked to suppliers, subcontractors and other trade partners. It may include trade partner purchase orders and trade partner invoices. From here you can raise a PO, add an invoice, duplicate a PO or archive one.

The Compliance tab brings together the project health, safety and site readiness information: health and safety reports, site induction, engineers and log entries. Use it to review the compliance information linked to the project.

Open Health and safety reports from the Compliance tab to review open and archived reports linked to the project. Each report shows its status, reference, project, who reported it, the type and the date. Open reports should be reviewed and progressed where required. Report types may include:

• Near miss.
• Accident.
• Incident.
• Equipment incident.
• Personnel accident.

Open Site induction from the Compliance tab. Only the main contractor can create and publish a site induction. If none has been created, you may see an option to create one. Once created and published, it can be completed by scanning the QR code or by logging into Sync, depending on the settings. Where a project has been shared, customer portal users and subcontractor users may also be able to complete the induction through the shared project.

Open Engineers from the Compliance tab to review the engineers linked to the project, with their full name, email and contact number. Use this to see who is connected to the project from an engineer or site attendance perspective.

Open Log entries from the Compliance tab to review attendance and time records for the project. If someone is currently signed in, this may be shown in the Sign Out column. Each entry may show:

• Sign in and sign out times.
• Total time on site.
• User and subcontractor.
• Retrospective status.
• Sign in and sign out notes.

The Documents tab is used to manage project files: drawings and project documents. Use it to keep documents and drawings linked to the correct project.

Open Drawings from the Documents tab to upload and review project drawings. The table shows each drawing's status, created or updated date, who uploaded it, name, comment, file and available actions. Statuses may include pending, superseded and other configured statuses. Where a drawing is no longer current, it may be marked as superseded depending on your process.

Open Project documents from the Documents tab to add, edit and review project files. You can add a document, edit categories, and filter by document name, category or subcategory. Use clear categories and subcategories so documents are easier to find later.

Project information should be kept up to date throughout the project lifecycle. Keeping these areas current improves project visibility and reduces the need to rely on separate spreadsheets, email chains or manual updates. Regularly review:

• Project status.
• Project team.
• Tasks and comments.
• CVR and financials.
• Health and safety reports.
• Site induction status.
• Engineers and log entries.
• Drawings and documents.

If you need to check what has changed on a project, use the Activity log. It helps provide a clearer project history, and is useful when reviewing who updated a project, when a PO was raised, when a status changed, when a document was updated, or what actions were completed by a user or the system.