Enabling Client Workspace and Managing Phase Approvals on a Project

Learn how to share a project to your client's workspace so their invited users can follow its progress, and how to hide it again.

Each project is shared separately. Turning the workspace on for one project doesn't affect the client's other projects.

Branding, feature settings and who is invited are set once on the client, not on the project. See Configuring the Client Workspace for a Client.

Jump to…

Sharing a project to the workspace
Showing phase statuses
Hiding a project from the workspace
Using Phase Statuses and Approvals on a Project
Where to go next

Open the project.
In the left sidebar, go to Settings > Client Workspace.
Under Show in client workspace, select On.
Select Save changes.

The project now appears in the client's workspace. Invited users who have access to it will see it in their project list.

Note: Users invited with Whole client org visibility see the project straight away. Users invited with Specific programs/projects visibility only see it if the project is selected on their user record. You can check or change this from the client's Workspace tab by selecting Edit next to the user.

Showing phase statuses

On the same settings page, the Phase statuses section controls whether your client sees the status of each phase.

Tick Show phase status in workspace.
Select Save changes.

When this is on, clients see a status for each phase of the project (such as Not Started, In Progress or Completed).

The project's Scoping view gains a Sign-off status column. Turning it off hides that column everywhere.

To learn how to request client sign-off on a phase, see Using Phase Statuses and Approvals on a Project.

Hiding a project from the workspace

Open the project and go to Settings > Client Workspace.
Under Show in client workspace, select Off.
Select Save changes.

The project is hidden from the workspace. Your team's delivery work continues as normal, and nothing about the reaches the client.

Using Phase Statuses and Approvals on a Project

Before you start

The project must be shared to the client's workspace, and Show phase status in workspace must be turned on.
The person who will sign off must be a workspace user with the Client Executive or Active Collaborator role, and must have access to this project. A Billing Contact can't sign off phases. Adding a User to the Client Workspace.

Setting which phases need client sign-off

Open the project and go to Scoping.
Select Manage Phases.
For each phase that needs your client's approval, tick Requires client sign-off.
Optionally, choose a Sign-off approver for the phase from the list of client users. You can also leave this and choose the approver when you send the phase for sign-off.
Select Save changes.

Whether a phase needs sign-off, and who signs it off, is shown to your client in their workspace.

Note: Once a phase has been signed off, it's marked Signed off — locked in Manage Phases and its sign-off settings can no longer be changed.

Understanding sign-off statuses

In the Scoping view, each phase row shows its current status in the Sign-off status column.

Status	What it means
Signed off	Your client has approved the phase. The date of the sign-off is shown next to the status.
Not configured	The phase doesn't require client sign-off.
Required but incomplete	The phase requires sign-off, but some tasks in the phase aren't done yet.
Ready to send	All tasks your team owns in the phase are complete, so you can send it to your client for sign-off.

Sending a phase for client sign-off

In the Scoping view, find the phase showing Ready to send.
Select Ready to send. The Send for client sign-off window opens and shows how many of your team's tasks in the phase are complete.
In Approver, select the client user who should sign off the phase.
Optionally, set a Respond by date.
Select Send request.

The request appears on your client's Approvals page in the workspace. When they sign off, the phase status changes to Signed off along with the date.