HoneyBook 101, Lesson 4: Understanding Projects, Workspaces, & the Pipeline
Section 1: What are Projects, Workspaces, and the Project Pipeline?
Lesson 4: Understanding Projects, Workspaces, and the Project Pipeline
Section 2: Customizing Project Pipeline stages
Wahoo! The hard part is over: you've set yourself up for success with your various account settings and created the Templates you'll need to get you started. Now, in Lesson 4 (3 sections), we'll learn how to start putting these foundations to use by creating the vehicles you'll use to communicate with your clients—Projects!
Ready? Lesson 4, Section 1 begins below!
In this section, we'll review a few of the foundational elements of HoneyBook:
Much like your business, HoneyBook runs on Projects—they're the foundations on which pretty much everything else is built, as they contain everything related to a particular job with a particular client.
When you receive a new lead, you will always begin by creating a Project, as all client communications—emails and files—will need to be sent to your clients from within a Project.
Projects can also be created automatically when a new Inquiry is submitted through a Contact Form. Within a Project, you can create and send files, email your client directly, review payments, track your tasks, create internal notes, and apply or edit Workflows related to that Project.
A Workspace is just that—the space where you work on a Project! It’s where you can communicate and coordinate with clients and other vendors about a Project, as well as where all your clients' and vendors' Invoices, Proposals, and Brochures—or any other file type, for that matter—are stored.
Creating a new Project automatically creates your first Workspace for that Project, but a Project can contain multiple, related Workspaces. Then, each Workspace can contain a totally unique set of participants, files, payments, and communication threads via the Activity Feed, while still tracking any major Project activity—like payments made, for example—within the main Project.
The Project Pipeline
To help manage the status of each and every one of your Projects, HoneyBook moves them through a Project Pipeline, which represents your business lifecycle. Within the Pipeline, your Projects will automatically cycle through a series of stages, indicating where the Project currently stands—and you can manually move them between stages, as well!
Some stages are built into your HoneyBook account and cannot be moved or deleted, because certain actions that your clients take on files will automatically trigger movement between these stages. You can always create some stages of your own, though—more on that in the next section.
Your full Pipeline is visible in the Projects section of your HoneyBook account. From there, you can:
Click on Active Projects to view everything that's currently in the works
Click on an individual stage to see all Projects in that stage
Click on Completed to see the total number of Projects that have reached their end date
Click on Archived to view Projects you've archived
The set stages in the pipeline include:
Inquiry: A client who has expressed interest, but to whom you haven't yet reached out. New inquiries via your contact form will automatically enter your Pipeline in this stage, and Projects that you add yourself will start here as well.
Follow Up: Once you have engaged with your client via email, the Project will enter this stage, where you can manage early communications and discover your client's needs.
Proposal Sent: When you send a bookable file like an Invoice, Contract, or Proposal, the Project will move to this Sent stage.
Proposal Signed: Once your client signs the Proposal or Contract, the Project will move to this stage and hold there until you've received a payment.
Retainer Paid: Projects will move to this stage when you receive your first payment or manually mark the first payment as paid.
Planning: Your client is booked! Projects will move to this stage when a second payment is made, and will stay in this stage until the Project date.
Completed: Put a bow on it—you are DONE. You can manually move Projects into the Completed stage when you're ready.
But you can add up to 10 of your own stages as well—more on that in the next section, Customizing Project Pipeline Stages!
Have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!