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Creating a New Project

When you win a new job, you need to create a project in Podio. This kicks off the whole system — stages get created automatically, tasks start flowing, and your team gets visibility.

Time: About 5 minutes
What happens: You fill in project details → Podio creates 5 stages and a safety record automatically

Step-by-Step​

1. Open the Projects App​

Podio workspace showing Projects app in the app bar

  • Log into Podio
  • Go to the Precision Projects workspace
  • Click Projects app

2. Click "Add New Item"​

Projects app with "Add new item" button highlighted

  • Look for the "+ Add new" button (usually top-right)
  • Click it
  • A blank project form will open

3. Fill in the Required Fields​

These are the must-haves. Don't skip them or things will break.

Blank project form with required fields highlighted

Job #​

Enter a unique number for this job.

How to pick one: Check the Job Listings Google Sheet to find out what the next job number is for the specific entity that the new project is for.

Job Name​

Give it a clear, descriptive name.

Examples:

  • "Main Street Apartments - Foundation"
  • "HEB Expansion - Utilities"
  • "Cypress Creek Phase 2"

Tip: Keep it short but specific enough that people know what job you're talking about.

Division​

THIS IS CRITICAL. Pick the right division:

  • Concrete (most common — foundation work, flatwork, etc.)
  • Drywall

Why it matters: This controls which task templates get loaded. If you pick the wrong division, you'll get the wrong tasks.

4. Fill in Team Members​

Assign the people running this job:

Team member dropdown fields

  • Project Manager (required)
  • OC - Operations Coordinator (if applicable)
  • FOCS - Field Operations Coordinator (if applicable)
  • Foreman (if known — you can add later if not assigned yet)

Tip: If you're not sure who's assigned yet, at minimum add the PM. You can update the rest later.

5. Add Basic Job Details​

Fill in what you know:

  • Company - Select the GC or client from the dropdown (or add new)
  • Location/Address - Where's the job site?
  • LOI/Contract Date - When was the contract signed? (Add date range if you have start/end)
  • Scopes - Check all that apply (Earthwork, Utilities, Foundations, etc.)

Basic job detail fields filled in

6. Add Contact Information​

Option 1: Quick Notes (GC Contacts field) Type names and phone numbers in the GC Contacts text field for quick reference.

Option 2: Link Full Contacts (Customer / GC field) Click Customer / GC to search and select existing contacts from your Contacts app.

Tip: Use Option 2 if the contact already exists — it keeps info synced and you get their full email/phone/title.

Customer/GC field showing contact selection

7. Add Money Details​

If you know the numbers, enter them now:

  • Project Budget - How much can you spend?
  • Contract Value - How much are you getting paid?

Tip: You can fill these in later if you don't have final numbers yet.

If you have them, upload:

  • Contract or LOI
  • Site plans
  • Scope of work documents

Drag and drop files into the Documents & Logs field.

Documents & Logs upload area with files being dragged in

9. Set Initial Stage Status​

Set Current Stage Status to:

  • Pre-Construction Active

This is where every project starts. Don't set it to Mobilization or Construction yet — you need to do pre-con work first.

Current Stage Status dropdown with "Pre-Construction Active" selected

10. Save the Project​

Click Save (or Create, depending on your Podio version).

Save button at bottom of form

What Happens Next (Automatically)​

After you hit Save, Podio goes to work behind the scenes:

✅ 5 Stages Get Created​

Within seconds, you'll see 5 linked stages appear:

  1. Pre-Construction
  2. Mobilization
  3. Construction
  4. Demobilization
  5. Retainage

Linked Stages field showing all 5 stages created

✅ Safety Record Gets Created​

A blank Safety & Compliance record gets created and linked to your project.

✅ Pre-Construction Tasks Get Created​

Because you set the stage to "Pre-Construction Active", tasks for that stage start populating.

Wait 2-3 minutes. Then refresh the project page.

Pre-Construction stage showing linked project and tasks

✅ You'll Get a Notification​

The Project Manager listed on the Project will get a notification when a new project is created.

Check Your Work​

Go back to the project page and make sure:

  1. Linked Stages shows all 5 stages
  2. Click the Pre-Construction stage → you should see tasks populating
  3. Open Tasks Count is climbing (tasks are being created)
  4. Team members are assigned correctly
  5. Division is correct (this can't easily be changed later without recreating tasks)

Completed project page with all sections filled in and stages created

Common Mistakes​

❌ Wrong Division Selected​

Problem: You picked "Drywall" but this is a concrete job.
Fix: You cannot change the division mid-project — it will break everything. You must delete the project and re-create it with the correct division.

❌ Forgot to Set Stage to Pre-Construction Active​

Problem: You left Current Stage Status blank.
Fix: Edit the project and set it to "Pre-Construction Active". Note: All tasks for every stage are created automatically when the project is created (not just-in-time per stage), but setting the active stage helps with organization and visibility.

❌ Duplicate Job​

Problem: You used a Job # that already exists.
Fix: Podio does not block duplicate Job #s. You can edit the Job # to the correct one — it won't break anything. However, you will need to manually rename the Google Drive folder, as that does not update automatically.

❌ No PM Assigned​

Problem: Project has no owner.
Fix: Edit and add a Project Manager immediately.

What's Next?​

Now that your project exists:

  1. Review Pre-Construction tasks - Click into the Pre-Construction stage and start working through tasks
  2. Add any missing info - Update budget, contacts, documents as you get them
  3. Assign tasks - Make sure each task has a responsible person
  4. Start working - Pre-Construction is 75% of project success. Don't rush it.

Related Docs:

Quick Checklist​

Before saving a new project, make sure you have:

  • Unique Job #
  • Clear Job Name
  • Correct Division selected
  • Project Manager assigned
  • Company/GC selected
  • Location entered
  • Current Stage Status = "Pre-Construction Active"
  • Contract or LOI uploaded (if available)

Once saved:

  • Wait 2-3 minutes
  • Refresh the page
  • Verify 5 stages were created
  • Verify Pre-Construction tasks are populating
  • Check that Safety record was created