> ## Documentation Index
> Fetch the complete documentation index at: https://dronelist.io/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Projects
> Create and manage drone operation projects with statuses, missions, deliverables, and team assignments
# Projects
Projects are the central operational hub of dronelist.io. Every drone operation — from site survey to final deliverable — lives inside a project. Projects connect your [CRM accounts](/docs/features/crm), [proposals](/docs/features/proposals), [fleet equipment](/docs/features/fleet), [invoicing](/docs/features/invoicing), and [team members](/docs/features/team-management) into one coordinated workflow.
## Creating a project
Navigate to **Projects** and click **New Project**. Projects can be created manually or generated automatically from an accepted [proposal](/docs/features/proposals).
| Field | Description |
| -------------------- | ----------------------------------------------------------------------- |
| **Name** | Descriptive project name |
| **Type** | The kind of drone operation (see [project types](#project-types)) |
| **Client** | Linked [CRM account](/docs/features/crm) |
| **Start / End date** | Expected project timeline |
| **Frequency** | One-time, weekly, monthly, quarterly, annual, or custom schedule |
| **Area size** | Operational area with units (acres, sq ft, sq m, hectares, linear ft/m) |
| **Description** | Scope, objectives, and special requirements |
| **Client portal** | Toggle external client access (see [client portal](#client-portal)) |
***
## Project statuses
Projects move through a defined lifecycle. Each status represents a phase of the operation.
Initial setup. Define scope, add sites, and assign team members. The project is editable and not yet committed.
Client has approved the scope. You can begin scheduling missions and assigning crew.
Missions have dates and pilots assigned. Equipment is reserved. Ready to fly.
Active flight operations. Missions are being executed in the field.
All deliverables have been sent to the client. Awaiting invoicing.
An [invoice](/docs/features/invoicing) has been generated and sent. Awaiting payment.
Payment received, project closed. Terminal status.
Two additional statuses can apply at almost any point:
| Status | When to use |
| ------------- | --------------------------------------------------------------------------------------------------------- |
| **On Hold** | Temporarily paused — weather delays, client request, or regulatory hold. Can resume to any active status. |
| **Cancelled** | Permanently stopped. Terminal status. |
### Status transitions
Not every status can move to every other. Here are the allowed transitions:
| From | Can move to |
| --------------- | -------------------------------------------------------------- |
| **Draft** | Confirmed, Cancelled |
| **Confirmed** | Scheduled, Cancelled, On Hold |
| **Scheduled** | In Progress, Cancelled, On Hold |
| **In Progress** | Delivered, On Hold |
| **Delivered** | Invoiced |
| **Invoiced** | Completed |
| **Completed** | *(terminal)* |
| **Cancelled** | *(terminal)* |
| **On Hold** | Draft, Confirmed, Scheduled, In Progress, Delivered, Cancelled |
***
## Project types
Set the project type to categorize the operation. This drives which mission specification fields are shown.
| Type | Description |
| --------------- | ------------------------------------------------------ |
| **Mapping** | Aerial map generation — orthomosaics, topographic maps |
| **Inspection** | Structural and infrastructure inspections |
| **Photography** | Aerial still photography |
| **Survey** | Land and site surveys with geospatial data |
| **LiDAR** | Light Detection and Ranging point cloud capture |
| **Video** | Aerial videography and cinematography |
| **Monitoring** | Recurring site monitoring over time |
| **Other** | Operations that don't fit the above categories |
***
## Sites
Each project can have one or more sites — the physical locations where you'll fly. Sites are plotted on a map using GPS coordinates.
### Site information
| Field | Description |
| ------------------------ | ----------------------------------------------- |
| **Name** | Site label (e.g., "North parcel", "Building A") |
| **Latitude / Longitude** | GPS coordinates (decimal degrees) |
| **Address** | Street address or location description |
| **Notes** | Access instructions, hazards, or other details |
Sites display nearby airspace classifications and airport proximity information to help with flight planning and [LAANC](https://www.faa.gov/uas/programs_partnerships/data_exchange) authorization awareness.
### Airspace reference
| Class | Description |
| ----- | -------------------------------------------------------- |
| **A** | 18,000 ft MSL to FL600. IFR only — no drone operations. |
| **B** | Major airports. ATC clearance required. |
| **C** | Medium airports. Radio and transponder required. |
| **D** | Smaller towered airports. Radio contact required. |
| **E** | Controlled airspace not A-D. No mandatory radio for VFR. |
| **G** | Uncontrolled. Most drone operations happen here. |
***
## Missions
Missions are individual flight operations within a project. A site survey project might have one mission; a large mapping project could have dozens across multiple sites.
### Creating a mission
From a project's detail page, go to the **Execution** section and click **Add Mission**. Each mission is assigned to a site and has its own crew, schedule, and specifications.
| Field | Description |
| ------------------ | --------------------------------------------------------------------------------- |
| **Name** | Mission identifier |
| **Type** | The operation type for this specific flight (see [mission types](#mission-types)) |
| **Site** | Which project site this mission covers |
| **Scheduled date** | Planned flight date |
| **Notes** | Flight plan details, weather constraints, special instructions |
### Mission statuses
Missions follow their own lifecycle:
Mission created but not yet scheduled. No pilot or date assigned.
Date set and pilot assigned. Ready to fly. Requires a pilot and scheduled date before transitioning.
Actively flying. Check-in timestamp is recorded automatically.
Flight finished. Check-out timestamp is recorded. Terminal status.
Missions can also be **Cancelled** at any point before completion. Cancelled missions can be re-opened back to **Pending**.
### Mission types
Each mission has its own type, which determines the specification fields shown in the mission form:
| Type | Specification fields |
| ----------------- | ----------------------------------------------------------- |
| **Mapping** | Altitude, overlap, sidelap, GSD, sensor, flight pattern |
| **Inspection** | Structure type, inspection method, number of passes, sensor |
| **Photography** | Shot list, sensor, resolution |
| **Survey** | Altitude, overlap, sidelap, GSD, sensor, flight pattern |
| **LiDAR** | Altitude, sensor, point density |
| **Video** | Shot list, sensor, resolution |
| **Thermal** | Altitude, sensor, bands |
| **Multispectral** | Altitude, sensor, bands |
| **Other** | Free-form — no preset specification fields |
***
## Crew & team assignment
Projects support two levels of team assignment: project-level crew and mission-level crew. Team members come from your organization's roster — manage your full team in [Team Management](/docs/features/team-management).
### Project crew roles
Assign team members to the project with a role that reflects their responsibility:
| Role | Description |
| ------------------ | ---------------------------------------------------- |
| **Lead** | Project manager — oversees the entire operation |
| **Pilot** | Certified drone pilot assigned to the project |
| **Observer** | Visual observer for flight safety |
| **Data Processor** | Handles post-flight data processing and deliverables |
| **Member** | General team member with project access |
### Mission crew roles
When assigning crew to a specific mission, roles shift to FAA-aligned operational positions:
| Role | Description |
| -------------------- | ------------------------------------------------------------------------ |
| **PIC** | Pilot in Command — the certified remote pilot responsible for the flight |
| **VO** | Visual Observer — maintains visual line of sight with the drone |
| **Payload Operator** | Operates specialized sensors or camera equipment |
| **Ground Crew** | On-site support for takeoff, landing, and safety |
| **Member** | General mission participant |
When a mission is created, project team members can be copied to the mission. Roles are mapped automatically (e.g., Observer becomes VO), though PIC must always be assigned manually.
***
## Deliverables
Deliverables are the outputs you produce and hand off to the client — maps, models, reports, and raw data. Track each deliverable's progress from processing through client acceptance.
### Deliverable types
| Type | Description |
| --------------- | -------------------------------------------------------- |
| **Orthomosaic** | Stitched aerial imagery corrected for perspective |
| **Point Cloud** | 3D point data from photogrammetry or LiDAR |
| **3D Model** | Textured mesh model of the survey area |
| **Thermal Map** | Heat signature visualization from thermal sensors |
| **Video** | Edited or raw aerial video footage |
| **Photos** | Processed aerial still images |
| **Report** | Written analysis, inspection report, or summary document |
| **Raw Data** | Unprocessed flight data for client's own processing |
| **Other** | Deliverables that don't fit the above categories |
### Deliverable statuses
Each deliverable progresses through its own lifecycle:
Expected deliverable — processing hasn't started yet.
Data processing or report writing is underway.
Processing complete. File is ready for delivery.
Sent to the client. Awaiting their review.
Client has approved the deliverable. Terminal status.
Client requested changes. Returns to In Progress for rework.
### File formats
Deliverables support industry-standard formats:
| Category | Formats |
| ---------------- | -------------- |
| **Images** | TIFF, JPG, PNG |
| **Video** | MP4, MOV |
| **Documents** | PDF |
| **Point clouds** | LAS, LAZ |
| **3D models** | OBJ |
| **GIS** | KML, SHP, CSV |
### Storage options
Files can be stored on the platform or linked from external services:
* **Platform Upload** — Upload directly to dronelist.io
* **Google Drive** — Link to a Google Drive file
* **Dropbox** — Link to a Dropbox file
* **External URL** — Link to any external location
***
## Project files
Attach supporting documents to any project — contracts, LAANC authorizations, flight logs, insurance certificates, and more.
| Document type | Description |
| ------------------------ | ----------------------------------------------- |
| **LAANC Authorization** | FAA airspace authorization for controlled areas |
| **Contract** | Client agreement or statement of work |
| **Flight Log** | Recorded flight data and telemetry |
| **Client Communication** | Important emails, messages, or correspondence |
| **Invoice** | Related billing documents |
| **Insurance** | Certificate of insurance for the operation |
| **Permit** | Local permits or regulatory approvals |
| **Other** | Any other supporting documentation |
Accepted formats include PDF, Word documents, plain text, CSV, and images (PNG, JPG). Maximum file size is 25 MB per file.
***
## Financial tracking
Each project tracks revenue, costs, and profitability in the **Financial** section.
| Metric | Description |
| ------------ | -------------------------------------------------- |
| **Revenue** | Total project value — what the client is paying |
| **Expenses** | Costs incurred (equipment, travel, subcontractors) |
| **Profit** | Revenue minus expenses |
| **Margin** | Profit as a percentage of revenue |
Financial data feeds into the [Profitability](/docs/features/profitability) dashboard for cross-project analysis. Generate invoices directly from a project's financial data using [Invoicing](/docs/features/invoicing), and track line-item costs in [Expenses](/docs/features/expenses).
***
## Client portal
Each project has a **Client Portal** toggle. When enabled, your client gets a read-only view of project status, deliverables, and key milestones — without needing a dronelist.io account.
This is a per-project setting, not organization-wide. Learn more in the [Client Portal](/docs/features/client-portal) guide.
### Client approval
When deliverables are shared via the client portal, clients can set an approval status:
| Status | Description |
| ---------------------- | ------------------------------------------ |
| **Pending** | Deliverable shared, awaiting client review |
| **Approved** | Client accepted the deliverable |
| **Revision Requested** | Client wants changes before accepting |
| **Rejected** | Client has rejected the deliverable |
***
## Tips
Use Draft status to build out your project — add sites, plan missions, estimate costs. Only move to Confirmed once the client has signed off on scope. This keeps your active pipeline clean.
Setting the right project type ensures mission specification fields match the operation. A LiDAR project shows point density fields; an Inspection project shows structure type and method.
Project crew gives you a roster view across the whole engagement. Mission crew locks in the specific people flying each sortie — with FAA-aligned roles like PIC and VO.
Move deliverables from Pending through Accepted to create a clear audit trail. If a client rejects a deliverable, it goes back to In Progress so nothing falls through the cracks.
Connecting a project to a [CRM account](/docs/features/crm) keeps your sales and operations data in sync. You can trace the full journey from lead to completed project.
Turning on the [client portal](/docs/features/client-portal) for a project lets your client see progress without back-and-forth emails. It builds trust and reduces status update requests.
When a project stalls due to weather, permits, or client availability, move it to On Hold rather than leaving it In Progress. This keeps your active workload accurate and makes it easy to resume later.