Overview

1. 1

   Open Operations → Projects

   Choose Add project. Before creating a new one, search for the client name, location, or job to make sure the project doesn't already exist.

   Result: The new project form opens without affecting existing projects.

   To cancel / undo: Choose Cancel or close the form before Save. Data you just typed is not created as a project.
2. 2

   Fill in the project name

   Use a name that clearly sets the job apart, for example “Aruna Hotel Lobby Renovation — Phase 2”. The name is required.

   Result: The project is easy to find through search and reports.

   If something goes wrong: If the name is rejected, remove blank spaces at the start/end and make sure the field is not empty. Don't use a generic name like “New project”.
3. 3

   Link the client and location

   Choose the right client, then fill in the work location. The text location describes where the work happens; the GPS radius is set separately through the project's location/geofence.

   Result: The project can be searched by client or location and is ready to be linked to field controls.

   To cancel / undo: Leave the client empty if the job is internal. Deleting the location text does not automatically delete a geofence that was saved before; check the project's location settings separately.
4. 4

   Choose the project manager

   Choose the person responsible for monitoring the work. Make sure their profile is still active and that they actually handle this job.

   Result: The person in charge appears in the project list and filters.

   If something goes wrong: If the name doesn't appear, check that the staff member is active and has the right access. Don't create a second staff profile just to make them selectable.
5. 5

   Set the starting status

   Use Planning if preparation isn't finished, In progress if work has started, or another status only if it reflects the current situation.

   Result: The project lands in the right status group from the start.

   To cancel / undo: The status can be changed through Edit after the project is saved. Changing the status does not delete the work history.
6. 6

   Fill in the value and period

   Fill in the contract value/budget if you use it, then the start date and end date in a valid date format. Make sure the end date is not before the start date.

   Result: Vasco can show the project's budget and deadline context.

   If something goes wrong: If a date isn't accepted, pick it with the date picker or use the YYYY-MM-DD format. An empty value is different from zero; use zero only if there really is no value.
7. 7

   Save once and check

   Press Save once, wait for the confirmation, then open the details to check the name, client, manager, status, period, and value.

   Result: The project is available for team assignments, tasks, reports, costs, materials, documents, and tools.

   If something goes wrong: If the connection is slow, don't press Save repeatedly. Search for the project by name before trying again so you don't create a duplicate.

Assign a single member

1. 1

   Open the project details → Team

   Review the members already linked before adding new people. Make sure the person really starts working on this project on the effective date you use.

   Result: The list of currently active team members can be verified.
2. 2

   Choose staff

   Search for an active staff member, then choose Add/Assign. If the staff member is on another project, Vasco asks you to confirm the move.

   Result: The staff member is prepared for assignment to the new project.

   To cancel / undo: Choose Cancel on the move confirmation if the staff member hasn't actually moved yet. Their previous assignment stays active.
3. 3

   Confirm the move if needed

   Continue only after confirming the destination project and the effective date. Vasco updates the active assignment while keeping the previous assignment history.

   Result: The staff member appears on the destination project; the old project's history can still be audited.

   If something goes wrong: If you moved someone by mistake, assign them back to the original project. This creates a new move in the history; it does not delete the event that was already recorded.
4. 4

   Check the operational impact

   Make sure the schedule, today's attendance, daily reports, and the staff member's tasks refer to the right project after the move.

   Result: New activity goes to the right project.

   If something goes wrong: Moving a team member does not move money transactions, old reports, or old costs. Correct each source separately if a transaction was recorded on the wrong project.

Move the whole team

1. 1

   Choose Move team

   From the project actions, choose the destination project to move all active members at once.

   Result: A summary of the member count and destination is ready to confirm.

   To cancel / undo: Close the dialog or choose Cancel. No members are moved.
2. 2

   Verify the destination, then confirm

   Make sure no members should stay behind. Confirming creates new assignments and closes the previous active assignments.

   Result: The whole active team moves, with the assignment history kept.

   If something goes wrong: If the project has no active members, Vasco doesn't move anything. If some people were moved by mistake, assign them back one by one or move the team back after verifying.

1. 1

   Edit the project identity

   Open the project, then choose Edit. Change only data that is wrong or has actually changed, then Save.

   Result: The latest identity is used across the project views.

   To cancel / undo: Choose Cancel before Save to keep the old values.

   If something goes wrong: Changing the client, manager, or dates does not move transactions already recorded. Check old reports and documents separately.
2. 2

   Duplicate as a starting point

   Choose Duplicate if the new job has a similar structure. Vasco creates a “(Copy)” with Planning status and copies the identity and part of the planning structure, such as milestones/Gantt, when available.

   Result: A separate new project is created without copying the old project's transaction history.

   To cancel / undo: You can cancel the confirmation before duplicating. If a copy was already created, check whether it's still empty and delete it; if it already has history, change its status to Canceled.

   If something goes wrong: Don't assume all data was copied. Open the copy and verify the dates, value, team, milestones, and structure before using it.
3. 3

   Use bulk actions with care

   Select several projects to change the status, change the client/project manager, or delete empty projects. Check that the selected count matches before you confirm.

   Result: The action is applied to the projects that qualify.

   To cancel / undo: Cancel in the dialog before confirming. After a status/person-in-charge change, select them again and change it back if it was wrong.

   If something goes wrong: A bulk delete can partly succeed because projects with history are rejected. Read the result for each project and don't repeat the whole selection without checking.

1. 1

   Check the history before Delete

   Open the details and check the team, reports, attendance, expenses, payroll, materials, documents, and other transactions. Delete only empty test/duplicate projects.

   Result: You can judge the risk of losing operational context before taking a permanent action.
2. 2

   Read the confirmation and the target

   Make sure the project name in the dialog is correct. If the system says the project has history, stop and use the Canceled or Completed status.

   Result: Projects with history are kept; only projects with no dependencies can be deleted.

   To cancel / undo: Choose Cancel or close the dialog. Nothing changes.
3. 3

   Confirm only for empty data

   Press Delete once. When it succeeds, reload and make sure only the target is gone.

   Result: The empty project is permanently deleted.

   If something goes wrong: A hard delete can't be undone. If an important project is deleted, don't create replacement transactions at random; note the time/name and contact the main admin or Vasco support right away.