Whether you're organising a fundraising campaign, tracking sales pipelines, planning marketing efforts, or keeping operations running smoothly, Projects in Ticketsolve is here to make it all a little easier (and a lot more organised).
What is Projects?
Projects is a feature built to help you and your team stay organised using the power of pipeline management and Kanban boards. It lets you track work as it moves through different stages, giving you a clear, visual picture of what’s happening, what’s coming up, and what’s done.
Designed with flexibility in mind, Projects supports all kinds of work and campaign management, including:
- Fundraising initiatives
- Revenue and sales pipelines
- Marketing campaigns
- Venue and operations management
- Task tracking and to-do lists
…and anything else your team needs to keep on top of!
Inbox & My Stuff
Projects works hand-in-hand with Inbox and My Stuff - two new tools that give you even more visibility and control over your day-to-day.
- Inbox keeps you up to date with instant notifications when anything changes on cards you're assigned to or mentioned on - no more missing key updates!
- My Stuff is your personal workspace, showing every card and project you're involved in, so you always know what’s on your plate.
Together, these three tools give you a complete project and task management toolkit, right inside Ticketsolve.
What's pipeline management?
Pipeline management is like an ultra-organised to-do list with stages. Each task or item moves through a workflow, like a fundraising lead progressing from first contact to secured donation, or a marketing task moving from idea to published campaign.
Think of it like a relay race where each stage passes the baton to the next until the finish line is crossed.
That’s where Kanban boards come in! They’re the visual tool that brings your pipelines to life. Each task sits on a card and moves through columns that represent each stage in the process.
So whether you’re tracking prospective donors, a list of press outreach tasks, or upcoming event milestones, you can build a pipeline that fits your flow and see exactly where everything stands at a glance.
Want to learn more about how pipeline management works? Check out our Pipeline Management 101 guide for a full explainer and top tips.
Why use Projects?
With Projects, you're not just organising tasks - you’re creating a central, collaborative hub for your team’s work. Here’s what you get:
- Integrated experience: Link project cards directly to customers, shows, events, and orders for easy access in context.
- Customisable boards: Tailor pipelines to match the exact stages of your fundraising, sales, or internal workflows.
- Seamless collaboration: Assign cards, leave comments, and track updates in real-time with everyone on the same page.
- Enhanced visibility: Get a bird’s-eye view of where every card stands, spot bottlenecks, and stay on track.
- Efficient task management: Set priorities, assign responsibilities, and keep deadlines in check—all within your Projects.
- Centralised communication: No more scattered updates. Keep all notes, comments, and files tied to the card they belong to.
With Projects, Inbox, and My Stuff, you’ll have everything you need to stay in control of your workflows, without leaving Ticketsolve.
How to Create a Project
In the following steps, we’ll take a closer look at Projects and walk you through how to set up a General Project.
- For an overview of how Projects, Inbox, and My Stuff work together, check out Project Management & Fundraising Made Simple: Introducing Projects, My Stuff & Inbox.
- If you're setting up a fundraising pipeline, don’t miss Fundraising Projects in Ticketsolve: Your Essential Setup Guide for all the details.
Ready to get started building your first Project? Let's go!
Add a Project
To access Projects, click the Project icon in the main menu (above the Add-ons icon). Once you click on the new icon, you will be taken straight into the Projects Dashboard.
The first time you go into Projects, you will see a lot of white space because you have no projects set up at the moment. When you add your first Project, you will see it listed here.
1. Click the Add Project button.
2. Select from a General Project or a Fundraising Project. In this guide, we'll walk through creating a General Project.
3. Add the following details to the pop-up:
- Project name - what you want your Project to be called.
- Project description - explain what your Project is so that other users can understand.
- End Date - the date you want the full Project to be completed.
4. Click Add New to save your new Project. You'll now see it listed on the left-hand side of the screen.
Build Project stages
You now need to break down your Project into the steps or stages that need to be moved through. The steps or stages will vary depending on what you're working on.
For General Projects, you'll have the following simple stages already populated:
- Pending
- In progress
- Done
You can keep these stages, rename them, or delete them.
Ticketsolve Tip
If you're using Projects for fundraising, you'll want to have stages to reflect the fundraising pipeline. You'd have a task/card for each prospective donor that is moved through the stages as they get closer to donating. For a step-by-step guide, read Fundraising Projects in Ticketsolve: Your Essential Setup Guide.
To add a new Stage:
1. Scroll to the farthest right side of the Project.
2. Click Add Stage.
3. Enter the name of the stage.
4. Click Add New Stage to save.
You'll now see that this stage has been added to your Project.
To edit stages:
1. To change the order of stages, you can click and drag to move the stage to the correct position. Alternatively, click on the additional options (3 dots) icon and select which way to move the stage.
2. If you need to rename a stage, you can click on the 3 dots and select rename stage.
Add cards
Now it's time to add cards to your Project. For a general project like organising an event, your cards will likely be tasks that need doing, but you can use cards how you like, depending on your Project. For a group booking sales pipeline, for example, cards may be each unique organisation you're targeting.
To add a card:
1. Find the stage that you want to add your card to - the majority of the time, you will add your cards to your first stage as this is the start of the project lifecycle.
2. Click + Add Card.
3. This will open a pop-up where you can add all the details relating to this card. The elements that you can add are:
- Card name - this depends on what the card relates to. If it is an individual, name the card after their name, or if it’s an organisation, name it after the organisation. If it's a task, name it as what needs to be done.
- Description - add a description as to what the card is. For example, if it’s a fundraising project, you will probably add information about the prospective donor.
- Tags - you can add tags to cards so that you can start grouping and segmenting them.
- Assignee - select the user who will be responsible for this card. You can add multiple assignees if required.
- Attach to - here you can attach the card to either customers, shows, events or orders. This is handy for attaching cards on prospective donors to their customer records, or tasks that need completing to their related show or event.
4. Click Add Card to save. The pop-up will close, and you'll now see your card has been added.
5. Repeat steps 1 - 4 for every task/card you need to add.
Tracking Project progress
Now that you've got the stages and cards set up, you're ready to start working on your Project. It's important to keep your cards up to date and track the progress of your Project.
Card view
On the Project page, you can see an overview of each card's information.
- A - card name
- B - if the card is linked to a customer, order, show or event
- C - card due date
- D - any tags on the card
- E - the number of comments on the card
- F - the number of users assigned to the card
Editing cards
1. To load the sidecar view, click anywhere on the card.
2. This opens the card details in the side modal:
3. From here, you can view and edit the full details of the card as needed.
- Click into any of the fields to edit them, and changes are saved automatically
- Add a comment by writing in the Comment description box and then clicking Add Comment
- Close the card by clicking the X in the top left corner
Moving cards
To keep things moving, just click on a card and drag it to the next stage when it's ready. The Project view will give you a clear snapshot of how everything is progressing.
If you notice a pile-up of cards in one stage, it could be a sign of a bottleneck, which means it's time to tweak those processes to keep things flowing smoothly.
Keep nudging those cards along until they reach your final stage, which is your main goal.
Project Dashboard
When you head to the Projects home screen, you’ll notice a dashboard waiting for you. This dashboard gives you an at-a-glance view of all your projects, including:
- Key details like name, due date, assignee(s), when the project was last updated, and Project type (general or fundraising).
- A fundraising progress tracker for those working towards a goal.
From the Projects Dashboard, you can:
- Click anywhere on a project to dive in
- Use the handy 3-dots menu to:
- Edit project details in the sidebar modal
- Duplicate a Project
- Copy a direct Project link to share with others
- Delete a Project
- Filter and sort the Projects displayed on the dashboard.
Editing Project details
You can change the Project details at any time. This includes changing the name, description, assignee and end date.
1. You can edit a Project from the Dashboard by clicking the 3 dots and selecting Edit project.
Or, from within the Project by clicking the hamburger button (3 lines).
2. This will load the details, and you can edit as required.
3. Any changes you make are saved automatically.
Marking a Project as private or public
Projects can be public and visible to all users in your account, or set as private and only visible to those users assigned to the Project. By default, General Projects are public, and Fundraising Projects are private.
To switch a Project from public to private or vice versa:
1. If you're switching a Project to private, make sure that you first assign all users who need to access the Project.
2. Open the Project to load it.
3. Click the padlock icon.
4. A dropdown will load. The current visibility of the project has a green line next to it.
5. To change whether a Project is public or private, click the desired option.
6. Your change will be saved automatically.
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