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1. Create a Space
Open Contacts, go to Tasks and create a Space for the team or body of work. Set the member list and use a private space when access must be restricted.
Implementation guide
How to Set Up Project Management in Lead Connector
Build a clean project structure, connect delivery work to CRM records and give every task an owner, status and meaningful deadline.
Before you create the first project
Choose one repeatable process—such as customer onboarding or campaign delivery—and define the outcome, roles and stages before recreating it in software.
- Use the simplest hierarchy that keeps work understandable.
- Create status names that describe real operating states.
- Assign one accountable owner for every active task.
- Link the relevant contact or opportunity when customer context matters.
- Decide who should have access before using private spaces.
Project setup, step by step
2. Configure statuses
Define statuses that reflect how work moves. Organize them under To Do, Doing and Done so reports and boards remain understandable.
3. Add custom fields
Create only the fields needed to route, prioritize or report on work—for example service type, launch date or approval status.
4. Add an optional Folder
Use folders only when several lists need to be grouped. Small teams can often keep the structure clearer by going directly from a Space to Lists.
5. Create a List
Create a list for the client, campaign, onboarding project or internal workstream. Use a naming standard that remains clear when many lists exist.
6. Add tasks and subtasks
A task needs a name and due date. Add a useful description, owner, status, priority, date range and subtasks when the work requires them.
7. Associate CRM records
Connect the task with the appropriate contact or opportunity when the team needs customer, deal or communication context.
8. Choose the working view
Use Kanban to see flow across statuses. Use List view when owners, dates, priorities and fields are the main focus.
9. Filter and group
Filter the work to answer a specific operational question, such as what is overdue or assigned to one employee. Group related work for a clearer review.
10. Review and improve
Check active work regularly, close completed tasks and refine status or field choices when the board no longer reflects reality.
Example: customer onboarding project
SpaceCustomer Delivery
FolderOnboarding — optional
ListAcme Company Onboarding
StatusesNot started → Waiting on client → In progress → Review → Complete
TasksCollect assets, configure account, import data, train team, approve launch
CRM linkAcme contact and won opportunity
Common mistakes to avoid
Too many levels
Do not add folders or subtasks unless they make ownership and reporting clearer.
Vague statuses
Labels such as Open or Active often hide whether work is blocked, waiting or actually progressing.
Shared ownership
Several participants can collaborate, but every active task still needs one accountable assignee.
Disconnected client work
Link the contact or opportunity when CRM context is important; otherwise delivery can become another information silo.
Deleting the wrong list
Deleting a list also deletes its tasks. Applicable audit logs may allow recovery for up to two months, but prevention is safer.
Scope note
This guide covers documented Spaces, optional Folders, Lists, Tasks, Subtasks, statuses, custom fields, CRM associations, comments, Kanban/List views, filtering and privacy. Confirm any specialized planning requirement that is not listed here.
Project setup questions
Where is Project Management in Lead Connector?
Open Contacts and select Tasks. Project Management organizes work through Spaces, optional Folders, Lists, Tasks and Subtasks.
What information is required to create a task?
The documented minimum is a task name and due date. Add an assignee, status, priority, description, date range, custom fields and CRM associations as appropriate.
When should I create a new Space instead of a List?
Create a separate Space when work needs distinct statuses, custom fields, membership or privacy. Use Lists for individual projects, customers or workstreams inside that operating structure.
What happens when a List is deleted?
Deleting a List also deletes the tasks within it. The documentation says deleted items may be recoverable within two months through applicable audit logs.
Build the first project around a real customer journey
Start with one process, test it with your team and expand only after ownership and statuses are working.
See plans and pricing