Projects, workspaces and access

What a project is for

In Flowra, big work follows this chain: company, project, action. The company is the other party (a client, customer, partner or your own company), the project is the work done for it, and actions are the steps of that work. The project is where the actions, members, contract and milestones, documents, opportunities and money of one piece of work are seen together.

A project is also an access boundary: anything linked to a project is visible only to people who can see that project. So creating a project both organizes the work and decides who gets to see what.

Create a project with the form

From the “Projects” list in your workspace, click “New project”. This button is only for owners and editors, and before your first project you need at least one company; if you don't have one yet, the page offers “Create company” right there.

The form has four sections, and after “Create project” the project is created with these settings. A due date before the start date isn't accepted, and the project manager automatically becomes a project member.

1. Project identity: company, project name, an optional code and status (scheduled, active, paused or draft)
2. Project finances: financial model (fixed price, hourly, recurring, internal or undecided), currency, contract value and internal budget
3. Responsibility and schedule: project manager, start date and due date
4. Access and description: whether all workspace members or only project members can see it, plus a short description

Create a project with the assistant

The “Assistant” button on the project page and the company page opens the “Project assistant”. Write one sentence, for example “a three-month ad campaign”, and the assistant only asks about what you haven't said yet: project name, company (an existing one or a new one), budget or contract value, number of phases, total duration, members, and whether to create a wiki and a kickoff meeting too.

The result is an editable structure: the company and contacts in “My network”, the project with its dates, budget and members, phases each with a milestone due date, amount and first actions, the project wiki (project introduction, decisions, meetings and minutes), the kickoff meeting and a follow-up action. With “Build it”, everything is created through the app's usual paths, step by step; finished steps are remembered so a retry never creates duplicates.

Smart replies are part of the Prime plan. Without it, the assistant moves forward with ready-made questions and templates and says so with a “Without AI” label. The assistant is only available to workspace owners and editors.

The project page, section by section

The project page has no tabs; it's one page with collapsible sections, in this order:

1. Header: project name, company, workspace and due date, with “Assistant” and “Edit”
2. “This project's actions”: open count, overdue and percent done, which takes you to this project's actions
3. “Members”, “Invite” and “Opportunities”
4. “Project progress”: open, overdue and blocked actions
5. “Project finances” with “Add transaction”
6. “Contract and receivables” and “Contract docs”
7. “Project docs”
8. “Member workload”, with an “Over capacity” badge for more than five open tasks
9. “Who has access” and “Collaborators from your network”

The roles and what each one means

The owner created the space and the plan sits on their account. An editor can create and change things. A viewer only reads, and no write from them is accepted, even one sent by hand.

There is a fourth role that is not a membership: the project guest. Somebody with access to one or a few named projects and nothing else in the space. Limited in what they see, but fully counted as a seat, because they do reach the workspace's data.

Invitations go through the approval queue

When you invite somebody, the membership is not created at that moment. An invitation is recorded and an approval arrives for them. Accepting that approval is what performs the wiring: joining the space, applying the project grants, and materialising anything that has to be shared.

That leaves one implementation of «join this space» rather than several parallel paths, and the other person still gets to say no. If the workspace is deleted in the meantime, the invitation is closed rather than left dangling.

1. An invitation is sent to an email address and reserves a seat
2. If that address has an account, the approval lands in it
3. If not, signing up with that address turns the invite into an approval
4. Accepting applies the membership and the project grants together

What a project scopes

A project is not a label; it is an access boundary. The actions, contracts and conversations attached to a project are visible only to whoever can see that project. That is what makes the project guest work: somebody can be let into one project without the rest of the space opening up for them.

Your network is built right here

Flowra never suggests the full user list to anyone. The people suggested for mentions, sharing and meeting invites are those who share a workspace or project with you, have exchanged an invitation with you, or have already chatted with you.

What an owner has that nobody else does

The owner created the workspace and the plan sits on their account, so seats and ceilings are read from them. Deleting the space is theirs alone: an editor can create and change anything inside it but cannot remove the space itself.

That split is deliberate. Permission to edit is needed for everyday work and should be given generously; permission to destroy what other people built should not travel with it.

When somebody leaves a space

The membership is removed but their work is not. The actions they created, the comments they left and the files they brought into the space all stay, and each action's history still says who did what.

This is the same rule the plan ceiling follows: access is taken away, history is not. Erasing the trace of somebody who left erases the reason behind half the decisions in that space.

Project members and project roles

Inside a project the roles are more precise: project owner, project manager, project finance manager, contributor and reviewer. From “Who has access” or “Manage members and access” you add someone by username; their membership stays “Invited” until they accept.

Someone who isn't a workspace member becomes a project guest when added to a project and counts as one seat on your plan; if no seats are left, Flowra tells you right away that the plan's member capacity is full. When inviting to the workspace, you also choose the access scope (whole workspace, a company or a specific project) and the finance visibility level (none, summary only, project finances, transaction details or finance manager).

Project actions

The “This project's actions” card filters the workspace's actions down to this project. You have four views: list, board, timeline and workload. On the board, the columns are in this order: Inbox, Ready to start, In progress, Blocked, Review and Done. With the “Quick task” field you create an action from just a title and it goes to the Inbox; when a project is selected, the “Planning assistant” also suggests several actions with assignees and due dates for a goal.

Each action's page has status, priority (urgent to no priority), assignee, due date with time and reminder, repeat, finance context, attachments, subtasks and “This action's own thread”. In the thread you mention a teammate with @, and the “Action story” keeps every change along with the name of the person who made it. You can also hand an action to an AI agent.

Contract, milestones and receivables

In “Contract and receivables”, create the project's contract with “Create contract” or “Create milestone contract”: value, number, signing, start and end dates, payment terms and a note. The other party to the contract is the project's company. The milestones together can't exceed the contract value.

Money only reaches a milestone when you link it yourself; no transaction is guessed from its amount or date, and each transaction links to only one milestone. Once all milestones are paid, the contract automatically becomes “Settled”. The “Receivables” panel shows receivable, invoiced and unallocated receipts, and warns you if any income from the project isn't linked to a milestone.

1. “New milestone”: title, amount, payment due date and note
2. When the stage's work is finished: “Completed”
3. “Issue invoice” with the invoice number
4. “Record receipt” (a real income transaction on an account and the project) or “Link existing receipt”
5. The milestone becomes “Paid”; until something is received, the invoice can still be cancelled

Docs, opportunities and the kickoff meeting

“Project docs” are knowledge pages linked to this project: “New doc”, “From a template” or “Attach an existing page”. The contract has its own “Contract docs” too. Files don't have a separate project folder; they are attached to actions.

Every project has its own “Opportunities” page, with “New opportunity” (from My network or a new person), the project pipeline and the pipeline report. The project assistant creates the kickoff meeting; if that time clashes with someone's calendar, free slots are suggested so you can pick one.

Project finances

“Project finances” shows the contract value, amount received, contract balance, project expenses and cash profit; with more than one currency, each currency separately. “Add transaction” links an expense or a receipt straight to this project, and “Financial context of actions” shows the actions that have a financial link.

A project guest doesn't see this section unless they are that project's finance manager.

Edit, archive and delete

“Edit” opens the same creation form with “Save changes”. Archive a finished project to move it out of the active list; “Unarchive” brings it back.

“Delete project” removes the project's actions, contract and milestones, but transactions stay and are only detached from the project. Only the project owner or the workspace owner can delete.

A complete path: from kickoff to invoice

This is the path most projects follow, and each step is explained in one of the sections above.

1. Create the company, then create the project with the form or the assistant
2. Add members and give them their project role
3. Schedule the kickoff meeting and fill the project wiki with the introduction and decisions
4. Move actions forward on the board and keep an eye on the workload
5. Record the contract and milestones, deliver each stage and send the invoice
6. Link each receipt to its milestone so receivables and project finances stay accurate
7. At the end, mark the project completed or archive it