Why the project comes first
Your project’s purpose decides everything downstream. A food-security programme in a specific region tells you what entity to track (Beneficiary, with attributes like household size and income bracket), what fields your form needs, and what KPIs are meaningful. Creating the project first — before designing your registry or form — forces that thinking upfront and prevents rework later. Once a project exists, you have somewhere to attach the rest: the registry type or form you’ll use to collect data, the team that will run it, the KPIs you’re measuring against, and the reports that come out at the end.Creating a project
Go to Projects → Create Project and fill in three sections.Project fundamentals
Location and scope
Set Country, then State, then one or more Cities. Each unlocks the next as you go, so the state list depends on the country you choose and the city list depends on the state. Location is optional but powers the Map View in dashboards and reports.Stakeholder assignments
Assign the Managers who will oversee the project and the Donors funding it. Both are multi-select, and both let you quick-create a new record inline without leaving the page. Managers assigned here get project-level access; if you also want them on specific forms, you’ll assign that later during form setup.Inside a project
Once a project is created, its detail page has a sticky top navigation with everything you need to run it.Completed or Cancelled projects are locked for editing. If you need to change one after the fact, an admin can bypass the lock temporarily by appending
?bypass=true to the project URL.Choosing your data path
With the project in place, you have a choice: how do you want to collect data inside it?- Registry Types — track entities over time. Use this when you’re following individual people, facilities, schools, or assets across multiple visits, and you want each to have a profile page with lifecycle status. This is Path A.
- Forms — one-off collection. Use this for surveys, monitoring checklists, or any data collection that doesn’t need to update a specific entity over time. This is Path B.
KPIs, activities, and reports
Once data starts flowing, three project-level features turn it into insight. KPIs are the measurable targets that define what success looks like — for example, “500 households reached” or “80% of children vaccinated.” Each KPI has a type (Numeric, Percentage, or Binary), a target value, and a unit. KPIs power the dashboard progress bars and feed the AI reports. Activities are the specific, time-bound tasks that move a KPI forward. Every activity is linked to a KPI (and inherits that KPI’s project), and their completion updates the KPI’s achieved value automatically. AI Reports are generated from the project’s approved submissions — currently four types (Project, Ops, Donor, and Portfolio). Every report requires a named manager to approve it before download; nothing leaves the platform unreviewed.What happens on plan downgrade
If you downgrade to a plan with a lower project cap, your existing projects and their data are never removed — everything remains fully readable. Creating new projects is paused until you either upgrade again or complete or cancel enough existing projects to fit under the new cap.Registry Types
Track beneficiaries, facilities, schools, or assets over time — with per-record profiles and lifecycle statuses.
Forms
Design the drag-and-drop form your field team fills in — standalone or linked to a registry.
Roles & Seats
How Managers and Field Officers share your plan’s seat cap.
AI Reports
The four report types and the mandatory human-approval workflow.