Overview

Projects in Custodia allow your organization to organize and track expenses associated with specific projects, clients, or business initiatives.

Administrators can create projects, assign employees and teams, and associate projects with cost centers to help manage and categorize company spending.

Creating a New Project

Step 1: Navigate to Projects

1. Log in to the Custodia web application at my.custodia.ai.
2. From the left navigation menu, locate My Org.
3. Select Projects.
4. Click the green (+) button in the upper-right corner to create a new project.

Step 2: Enter Project Details

Complete the project information using the available fields:

Required Fields:

• Name: Enter the project name. This field is required.
• Code: Enter an internal code to identify the project.

Optional Fields:

• External ID: Enter an external reference ID, if applicable.
• Active: Choose whether the project should be active.
• Billable: Indicate whether the project is billable.
• Customer: Select the customer associated with the project, if applicable.
• Cost Center: Associate the project with an existing cost center.
• Owner: Select the employee responsible for the project.

Step 3: Save Your Project

1. Review the information you entered.
2. Click Add Project.
3. Your new project will appear in the Projects list.

Once created, you can assign employees and teams to the project.

Adding Employees to a Project

You can assign individual employees to a project to associate them with the appropriate business initiative.

Step 1: Select a Project

1. Navigate to Projects.
2. Locate the project you want to update.
3. Click the three-dot menu (⋮) next to the project.
4. Select Assign Employees.

Step 2: Add Employees

1. Open the Employees tab.
2. Search for an employee by name or email address, or browse the available employee list.
3. Check the box next to each employee you want to assign.
4. Click Add Employee to confirm your selection.

The selected employees will now have access to the project.

Adding Teams to a Project

In addition to individual employees, you can assign entire teams to a project.

Step 1: Select a Project

1. Navigate to Projects.
2. Locate the project you want to update.
3. Click the three-dot menu (⋮) next to the project.
4. Select Assign Teams.

Step 2: Add Teams

1. Open the Teams tab.
2. Search for a team by name or browse the available teams.
3. Check the box next to each team you want to assign.
4. Click Add Team to confirm your selection.

Managing Existing Projects

Administrators can review and manage existing projects directly from the Projects page.

Locate a project and use the three-dot menu (⋮) to access the following options:

• View Details: Review project information and assigned employees or teams.
• Assign Employees: Add employees to the project.
• Assign Teams: Add teams to the project.
• Deactivate Project: Change the project's status to inactive.
• Delete: Permanently delete a project that has no assigned employees or teams.

Filtering Projects

Use the filters at the top of the Projects page to quickly find and manage projects:

• Assigned: View projects with existing assignments.
• Unassigned: View projects without any assignments.
• Inactive: View projects that have been deactivated.
• All: View all projects, regardless of assignment or status.

Please Note: Only unassigned projects can be deleted. If a project has employees or teams assigned, you must remove those assignments before deleting it.

Key Notes

• Only the project name is required when creating a new project.
• Projects can be associated with customers, cost centers, and project owners.
• Employees and teams can be assigned after a project has been created.
• Use the search bar and status filters to quickly locate projects.
• The Projects page also provides Import and Export options for managing project records.

Need Help?

If you need assistance creating or managing projects, please contact your company's Custodia administrator or reach out to support@custodia.ai.