Configuration

You now have Projectopia installed, let’s walk through configuring the plugin and each of the tabs in the settings. The settings are grouped by relevant options and correlate to each part of the system. To make it easier to understand what each setting controls, we have linked them to other pages in the docs which explain how the processes work and how the settings are involved.

TIP: Projectopia configures itself on activation so most settings are already completed for you. If settings after changing them then you can look at our demo to see what the default options are.The first tab contains general plugin settings such as slug options and workflow. Let’s run though those now:

Plugin Name

This defines that the plugin is called in the admin menu in WordPress. By default it is set to Projectopia, but you can rename it to anything you prefer, eg. “CRM” or “Client Manager”.

Plugin Icon

Checking this box will remove the “Palm Tree” Projectopia icon from the WordPress admin menu and replace it with the default WordPress “Cog” icon.

Documentation Link

Checking this box will add a link to this documentation in your Projectopia Admin Menu.

Date Format

This allows you to choose a date format that is relevant to your country. This date format will be used throughout the plugin.

Manage Categories

This provides links to edit/add/delete taxonomy terms that are used to categorise the elements within Projectopia such as Clients, Projects etc.

Avatars

By default, Projectopia shows small thumbnail photos in various places of the plugin. For example in the header and in message strings in Tasks, Projects etc. Clients and Team Members can add their own Avatars in their profiles, but if you would prefer not to show them, you can disable them here.

URL Rewrites

By default, Projectopia uses its own URL structure. For example the URL of a task might be http://yourdomain.com/pto_tasks/1157

If you want to reformat the URL structure of Projectopia elements, you can do so here. Please be aware that WordPress does not allow duplicate slugs, so you should make sure that no other plugins / themes / content types are using your desired slugs before you change them.

Workflow

This section contains options on how Projectopia manages workflow. We recommend leaving these as is until you’ve had a chance to test the plugin and work out how you want your process flow to be. These options are explained in more detail further on in the documentation.

Disabling Quotes
Project Contracts
Invoice Workflow
Disabling the Invoice SystemThe “Your Company” Tab is where you’ll add information and company settings that will be used throughout the plugin.

Company Details

The company details section is for adding basic details about your company that will be used on contracts, invoices etc. Enter your company name, address, telephone numbers and email addresses.

TIP: There are three email address fields for sales, accounts and support. All three fields must have a value, but you can use the same address in all three if you wish.

Company Logo

This is the logo that will be displayed on the Client Login screen, the client dashboard and on quotes / contracts / invoices.

Financial Details & Tax Settings

These settings allow you to configure how your currency, financial details and taxes appear in the plugin and which format they appear in.

If you charge sales taxes then you should add the details in the first Sales Tax section. There is an option to add a second Sales Tax should it be required in your country.

TIP: If your currency code does not appear in the “Currency Code” dropdown, don’t worry. This is a list of currencies that are supported by PayPal Payments and is used when using PayPal to accept invoice payments. If you do not use PayPal payments then you should just enter your currency symbol (eg. $ or £) in the Currency Symbol box. The Business Hours tab allows you to define messages that can be displayed in the client dashboard or via a shortcode anywhere on your site depending on whether or not your are open or closed.

The first step is to choose which days you are open and at what times you open and close.

There are two types of messages that can be displayed. The first can be shown on pages of the client dashboard that are related to Support Tickets. This is useful as it gives the client who is raising the ticket information as to  when they can expect a response to their ticket.

To enable this, check the “Show an open / closed warning on support ticket pages of the client dashboard” checkbox and enter a message to be shown when you are open and when you are closed.

When the client is logged in to the dashboard it will look something like this –

You can also embed this information anywhere on your site by using the The Leads tab is where the Leads system can be configured. At the point of writing there is only one setting required, an email template that is sent to all Team Members with the “View Leads” permission when a new lead is captured by the plugin.

The template is pre-populated with text, so you can safely leave it as it is, or edit it as you wish.The Clients tab contains settings and templates that relate to Client actions. Let’s run through those now –

Welcome Email

When a client is created in Projectopia, a new user account is created in WordPress and linked to the client.

The welcome email template is sent to the new client at the point of client creation. See Adding a Client for more information on this feature.

 

Password Reset

The password reset email is sent to the client when their password has been reset by an admin or team member.

New Contact Settings

The new contact email is sent to the user when they have been added as a client contact.

A client contact is an additional login linked to that client account that allows more than one person at the client’s organisation to have access to their dashboard. You can read more on client contacts here.

TIP: All email templates in Projectopia are pre-populated. They can be used as-is or reworded depending on your requirements.The Client Dashboard tab is where you can configure the frontend client dashboard. Much of this is explained elsewhere in the documentation, so we’ll give a brief explanation here and link to where you can read more on each subject.

Client Dashboard Theme & Logout URL

The client Dashboard theme dropdown allows you to choose between rendering the client dashboard in our built-in Projectopia theme or rendering it in your current theme (eg. Avada). You can read more on this option here –Dashboard Theme Options

The Logout URL field dictates where the client / team member is taken when they log out of their dashboard. By default this directs back to the Client Login page.

The “Allow Clients to update their details from their dashboard” checkbox provides clients with a facility to  edit / update their details from their dashboard, eg. email address, name, address, avatar, password etc. You can read more on this here – Profile, Files & Custom Fields

The “Allow Clients to grant access to their dashboard & create users for other team members/colleagues” checkbox allows clients to add their own contacts (additional logins) for their colleagues from their dashboard. If this is not granted then the client can still have extra logins but they must be added by an admin / team member. You can read more on this here – Client Contacts

Client Registration

This checkbox set allows new clients to register from the Projectopia login page. More details on this can be found here – Client Registration Forms / Methods

Dashboard Password Reset

The dashboard password reset template is sent to the client when they request a password reset from the login screen of the client dashboard. You can read more on this feature here – Password Reset

This template is pre-populated and can be used as-is or reworded depending on your requirements.

The Quotes / Estimates tab holds default values that are used when setting up a Quote / Estimate. These values can be overriden on a per quote basis. See Quote Metaboxes.

Header, Footer and Default Quote Acceptance Text

The header, footer and default quote acceptance text fields are default values that are added to new quotes when they are created.  These values are pre-populated so can be used as-is or modified as needed. See Previewing a Quote for an example of where these elements appear on a quote.

Quote Emails

This email template is sent to the client when an admin or team member “sends” the quote. See Sending a Quote for more information on this feature.  This template is pre-populated so can be used as-is or modified as needed.The Projects tab also holds default values and email templates that are used when creating and managing Projects.

Terms & Conditions

The default terms & conditions dropdown allows you to select which terms template you want to add to project contracts by default (if you have project contracts enabled). See Contract Terms Templates for more information on this feature.

Contract Acceptance Text

The contract acceptance text appears on the contract above the signature box when the client is sent the contract to e-sign. See Previewing a Contract for more information on where this element appears on the contracts.

This value is pre-populated and can be used as-is or modified if you wish.

Contract Emails

This email is sent to the client when a contract is “sent” to them. Check out Sending Contracts for more information on this feature. This email template is pre-populated and can be used as-is or modified if you wish.

New Message Emails

These email templates are used when a client or team member sends a message in the Project Messages section. See Project Messages for more information on this feature. These email templates are pre-populated and can be used as-is or modified if you wish. The Bug Tracker tab contains email templates used by the Bug Tracker Add-On. Please see the Bug Tracker page for more information.The Invoices tab holds configuration settings and email templates for the Invoice system. See below for links to relevant documentation for each feature.

Invoice Prefix

The Invoice Prefix field is used to set a prefix that will appear before the invoice number when invoices are viewed in the client dashboard. This can be set here on a global level but can also be overriden on a client level so that each client has a different prefix. See Invoice Number Prefixes for more information on this feature.

Invoice Template

Projectopia currently has three invoice templates to choose from, depending on your own taste. We plan to release more with each update. You can set which one you want to use here, along with a main colour. See Invoice Templates for more information on invoice templates.

Invoice Logo

By default, the logo displayed on the Invoice will be the one that is uploaded on the Your Company tab of the settings, however this can be overriden here if you wish.

PDF Invoice Email Attachments

The PDF Email Attachments feature allows you to attach a PDF Invoice to the invoice email that goes to the client. It will also be attached to any reminder / overdue emails that are sent out. The template used in the PDF will be the one that you have selected in the Invoice Template section above. To find out more about this feature, visit PDF Invoices

Partial Invoice Payments

Projectopia allows you to set invoices to accept partial payments when being paid by Stripe or Paypal (and 2checkout with the relevant Add-On). Thsi can be activated here on a global level but can also be overriden on a per-invoice basis. See Partial Invoice Payments

Invoice Reminder Settings

Projectopia can be configured to send automated invoice reminders to the client if the invoice remains unpaid. It currently supports three emails. 2 reminders and one overdue. You can configure the offsets here. Please see Invoice Payment Reminders IMPORTANT: Invoice reminders require the use of WP Cron, which some hosts block access to. Please check that you have access to wp cron, otherwise these settings may not work properly.

Invoice Footer

The invoice footer field appears on the bottom of invoices that are sent to the client or viewed in the client dashboard. It is useful for adding payment instructions or bank details to your invoices. See Invoice Templates for an example of where this appears on the invoice.

Invoice Emails

Client Invoice Email

This email template is used when an invoice is “sent” to the client. See Sending Invoices for more information on how emails are sent.

Client Deposit Invoice

This email template is used when a deposit invoice is “sent” to the client. See Sending Invoices for more information on how emails are sent and Invoice Workflow for information on which invoices are sent, and at which point.

Client Invoice Reminder Email & Client Invoice Overdue Email 

These templates are used when invoice reminders are sent from the system. See Invoice Payment Reminders for more information.

Client Payment Notification Email

This template is used when a payment has been added to the invoice, either manually or via a payment gateway. It is sent to the client and to any user who has the View Invoices permission. See Adding Manual Payments and Payment Gateways TIP: The email templates on this settings tab are pre-populated and can be used as-is or modified to suit your needs.The Subscriptions tab contains email templates used by the Subscriptions Add-On. Please see the Subscriptions page for more information. The API / External Services tab holds settings for Payment Gateways: PayPal, Stripe and 2checkout.

Please see Payment Gateways for more information on how to configure these settings.The Team Members tab holds email templates that are sent to team members when various actions are taken.

New Account Email

This template is used when an admin or team member adds a new team member. Please see Adding a Team Member for more information.

Password Reset Email

This template is used when an admin resets a Team Member’s password. The team member will receive an email with their new password.

New Project Email

This template is used when a team member is added to a project by an admin or another team member. See Adding Team Members to Projects for more information.TIP: The email templates on this settings tab are pre-populated and can be used as-is or modified to suit your needs.

Task Update Email

The Tasks tab contains an email template for task update notifications. See Updating a Task for more information on this feature.

TIP: The task update template is pre-populated and can be used as-is or modified to suit your needs.

Disable Support Tickets

This checkbox will disable the support ticket system. See Disabling the Ticket System for more information on this feature.

New Ticket Email

This template is used when a client raises a new support ticket. See Adding a Ticket

Updated Ticket Email

This template is used when either a client or a team member updates a support ticket. See Adding Messages to Support Tickets

TIP: The email templates on this settings tab are pre-populated and can be used as-is or modified to suit your needs.The FAQ system is used to display frequently asked questions in the client dashboard or anywhere on your site via shortcodes.

FAQ Settings

This checkbox is used to activate or deactivate the FAQ system.

FAQ Categories

You can use this feature to create / edit / remove categories that FAQs are linked to. See FAQ Categorisation

Client Dashboard

You can use these settings to control whether or not the FAQ system appears as a link in the client dashboard sidebar. See Displaying the FAQ

FAQ Shortcode

The FAQ can also be displayed anywhere on the site using a shortcode. See Displaying the FAQThe Forms tab holds settings for the several forms that are available in Projectopia. The two main forms are for raising quotes and for client registration.

Frontend Quote Form

This setting allows you to select a form to use on the frontend via a shortcode. You can choose any form created as an anonymous form in the Quote Forms part of the plugin. See Frontend Quote Submission for more information.

You can also choose whether or not to send a welcome email with login details when the form is submitted and whether or not the client that is generated by the form requires approval.

Client Registration Form (No quote Required)

This is a simple shortcode [cqpim_registration_form] that creates a new client. It can be placed anywhere on your site. See Client Registration Forms / Methods for more information on how to use this form.

Dashboard Quote Form

This form is used in the client dashboard and is for existing clients to submit quotes. You can choose any form created as a Clint Dashboard form in the Quote Forms part of the plugin. See Frontend Quote Submission for more information.

Form Confirmation Fields

These options enable you to add checkboxes to your quote forms to confirm that the user has read your terms & conditions and Privacy policy. You can link to the relevant pages. The user will not be able to submit the form without checking these boxes. See Frontend Quote Submission for more information.

Form Emails

This template is used when a quote is submitted either by an anonymous frontend form or a client dashboard form. It is sent to the sales email address that is set in the “My Company” tab of the plugin settings.

The Suppliers & Expenses tab holds settings for the Suppliers & Expenses Add-On. See Suppliers & Expenses for more information on this Add-On plugin.]The Reporting tab holds settings for the Reporting Add-On. See Reporting for more information on this Add-On plugin.Email Piping allows your WordPress site to receive email via an IMAP connection to an external mailbox. As Email Piping can be rather complex, we have a dedicated documentation page that explains how it works and how to configure it. Please see Email Piping for more information on this feature.The direct messaging system allows Team Members and Clients to directly message each other. There are only a few settings for he Messaging System, we’ll run through them here.

Enable Messaging System

These two checkboxes allow you to enable to messaging system for Team Member and for Clients. If you want to just allow messaging between team members then you should just activate for team members. Please see Direct Messaging System and Messaging System (Client Side) for more information on this feature.

New Message Notication

This template is used to send an email notification when a new message is sent. It will be sent to all members of the “chat”. As with all email templates, is it pre-populated but can be modified to suit your needs.The HTML Email Template feature allows you to wrap outbound emails in an HTML template. By default, emails are sent in plain text which, while functional, is rather dull! Please see HTML Email Templates for guidance on how to use this feature.The Plugin Reset tab is available only to WP Admins (It’s not even available to Projectopia Admins). It’s dangerous.

As the name suggests, its function is to wipe Projectopia data completely and disable the plugin.

Please see Resetting the Plugin for information on how to use this feature.

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