Organise work with projects
You have three clients and everything sits in one pile. This guide gives each of them a project, moves the existing work in, and leaves you switching between them from the header.
Before you start
Decide the handful of projects you need and keep it small: one per client, product or standing commitment. A project earns its place when the work has its own knowledge, rules and files; campaigns and topics inside a client are better as sidebar folders.
1. Create the project
Ask for it, named after the client: "create a project for Hanley Ltd".
Player One creates it, gives it its own working file area, switches you into it and opens a fresh chat already assigned to it. The name at the top left is now the new project. The project picker there, the name with the chevron beside the avatar, creates one too, from the control at the foot of its menu.
2. Answer the setup questions
That first chat offers to finish the job: which agents should join, which Memory Spaces and workspaces to connect, which existing chats and automations to bring across.
Answer what you know and defer the rest. Nothing moves until you confirm it, and you end with a summary of what is ready.
3. Write the project's standing instructions
Go to Manage > Project > Instructions (/project/instructions) and write the rules that apply to this client and nowhere else: how they like to be addressed, the rate you agreed, the approval they want before anything goes out.
Every agent and chat in the project reads that file on every turn, so keep it to rules and edit rather than append. Your next message is answered with them in force.
4. Add the agents it needs
Say who should work here: "add the researcher and the writer to the Hanley project". Manage > Project > Agents (/project/agents) lists them and adds one by hand.
Adding one brings its own memory and working files with it, so a specialist arrives carrying what it has already learned. Your main assistant and the system agents are in every project already and cannot be removed. The agent count on Manage > Project > Overview (/project) goes up with each one.
5. Connect the knowledge it should search
Being in a project does not by itself let an agent read that client's material. Say what it may draw on: "let this project use the Hanley contracts space and update the Hanley files workspace".
Each connection is one of two levels, Use as knowledge or Use and update: read it, or add to it as well. Connecting a workspace grants access to its files; making them searchable by meaning is a separate step. The connections appear with their access level on Manage > Project > Knowledge (/project/knowledge), Memory Spaces on the first tab and file areas on the Workspaces tab beside it (/project/knowledge/workspaces), where you can also make or change one by hand.
6. Move the existing work in
Ask your assistant to move the lot: "move everything about Hanley into the Hanley project". It works out what belongs together, including the side chats and jobs hanging off a conversation, shows you the list, and moves it when you say yes. It also tells you which vault items the work relied on that do not travel.
By hand, chats move in a batch: in the sidebar, open a chat's menu and choose Select, tick every chat that belongs to this client, then choose Move to project in the selection bar. Only the chats you ticked move; if the one you have open is among them, the header switches with it. Jobs and scheduled tasks belong to one project at a time, so Move here on Manage > Project > Automations (/project/automations) and its scheduled tasks tab (/project/automations/scheduled-tasks) takes each one from where it was.
7. Switch between projects
The picker at the top left moves you between projects, and you can pin the two or three you use daily.
Its first option is All projects, a browsing mode rather than a project: every list widens to the whole installation, which is how you find the chat you cannot place. The control turns dark red while it is on; pick a concrete project to carry on.
Tidying up
Ask for a review when things drift: "go through my projects and tell me what is in the wrong place". You get one grouped proposal, and nothing changes until you approve it.
To delete a project, use Manage > Project > Advanced (/project/advanced). It shows what would be affected, asks where the work should go instead, then hands the rest to a logged review that waits for your confirmation. Whatever has nowhere else to go lands in Default Project rather than disappearing.
If something goes wrong
There is no Project row in the menu. Check the top left: in All projects that row and New chat are hidden on purpose, along with anything that must be filed somewhere. Choose a concrete project and they come back.
Something is not where you expected. Switch to All projects to find it, then file it deliberately. An agent's own memory and files follow the agent rather than the project, vault passwords do not travel with a chat, and moving a chat leaves its side chats and jobs behind.
Where next
- Organising with projects, for when to make one.
- Projects, for the Manage Project page tab by tab.
- Build a knowledge base, for filling a Memory Space.
- Conversations: chats, threads and compaction, for folders inside a project.