This guide explains how to create a new project, link it to planning application data, add key project details, and manage tasks and project stages in Buildscout. It is designed to help team members organize project information consistently and track progress, value, and responsibilities across the full pipeline.
1. Create a New Project 0:54
Open the Projects feature.
Choose how you want to create the project:
From a campaign or lead record
From Find Leads search results
From scratch in Projects
Enter a clear project name.
Add a description if needed.
Save the project as a blank template ready for details.
2. Link the Project to a Planning Application 1:20
Open the new project.
Select Link to Planning Application.
Search for the correct planning reference.
Choose the matching application and click Select.
Confirm the planning application is linked to the project.
Use this step to pull in planning data relevant to the project.
3. Add Key Contacts 2:04
In the left-hand Key Details section, open Contacts.
Select the homeowner contact first.
Add any other relevant contacts, such as:
Agents
Additional stakeholders
Other associated parties
Click Add to include selected contacts.
If needed, use Add Contacts to create a new contact record.
Fill in the contact details and save.
Review the contact list and edit entries if necessary.
4. Add the Correct Project Address 2:47
Go to the Addresses section.
Review all addresses attached to the planning application.
Identify the address where the work will actually be carried out.
Select the homeowner/project address only.
Click Add to attach it to the project.
Add multiple addresses only if they are relevant to the project scope.
5. Review Planning History 3:22
Open Planning History after the address is added.
Review all linked planning applications.
Check the details for each application where available.
Use this information to understand the project background and prior work.
Confirm the history supports the current project record.
6. Upload Attachments, Documents, and Photos 3:52
Go to the attachments/documents area of the project.
Upload any relevant files tied to the project.
Add documents such as:
QS records
Materials invoices
Building control documents
Other supporting paperwork
Add photos as the project progresses.
Name and describe files clearly so they are easy to find later.
Keep records updated throughout the project lifecycle.
7. Add an Estimated Project Value 4:48
Enter an estimated value for the project.
Use a realistic figure based on expected revenue or project worth.
Save the value so it appears in project tracking views.
Update the estimate if the project scope changes.
8. Organize Projects by Stage in Kanban View 5:19
Return to the main Projects list.
Switch the view from list view to Kanban or column view.
Create or edit columns to match your workflow stages.
Example stages may include:
New Inquiry
Contacted
Qualified
In Progress
Complete
Add as many or as few stages as your process requires.
Review estimated values shown in each stage to understand pipeline revenue.
9. Move Projects Through the Pipeline 5:54
Drag and drop projects between columns as their status changes.
Watch the estimated value update as projects move.
Use the pipeline view to monitor where revenue is likely to sit.
Keep the board updated so the team has an accurate view of progress.
10. Add and Manage Project Tasks 6:47
Open a specific project to add tasks tied to that project.
Set a due date for each task.
Assign a priority level.
If multiple users are available, assign the task to the correct team member.
Track task status as In Progress or Done.
Mark tasks complete when finished.
11. Create Global Tasks for General Business Work 7:29
Use Global Tasks for work not tied to a specific project.
Add day-to-day business duties and responsibilities.
Keep general operational tasks separate from project-specific tasks.
Review global tasks regularly to maintain business workflow.
12. Maintain and Adjust the Project Workflow 7:47
Use the project system to manage all projects across all timelines.
Edit stages, tasks, and records as your process changes.
Keep the workflow aligned with your business needs.
Update project information whenever new details become available.
Do not add the wrong address if multiple addresses appear in the planning application.
Make sure the planning reference selected matches the correct project before saving.
Keep documents and photos organised with clear names and descriptions to avoid confusion later.
Update estimated values and task statuses regularly so reporting stays accurate.
Only assign tasks to the correct user if multiple team members are on the plan.
Create projects from existing leads or campaigns when possible to reduce duplicate data entry.
Use the planning application link feature to auto-populate relevant project information.
Standardise Kanban stages across the team for easier pipeline tracking.
Add contacts, documents, and photos as soon as they become available to keep records current.
Use global tasks for recurring admin work so project boards stay focused on active jobs.
Review the pipeline view regularly to spot stalled projects and follow up quickly.
