# Campaigns A campaign groups a client's related projects under one initiative and one budget. When an engagement spans several deliverables (a video series, a multi-platform rollout, a phased production), or the client hands you a single PO to spend across jobs, the campaign shows how much of that allocation is spoken for without losing the detail of each project. Each project keeps its own estimate, budget and AP. The campaign reads from them; it doesn't change how they work. Open **Campaigns** from the main navigation. The list shows each campaign's Reference Number, Name, Client, Created By, Created On, Status, Start Date and End Date. --- ## Creating a Campaign Click **Add Campaign** on the Campaigns page, or **Add New…** → **Campaign**, and fill in: - **Campaign Name** - **Client**: every project in the campaign must belong to this client - **Start & End Date** - **Budget**: the total allocation across all projects in the campaign - **External Reference** (optional): a PO or client-side ID. It appears as the campaign's **Reference Number** - **Notes** (optional) After creation, edit the name, dates, reference number and notes from the **Overview** tab. The client can't be changed. The budget changes only through an amendment (see [Amending the Campaign Budget](#amending-the-campaign-budget)). A campaign is **Active** or **Closed**; set it from the status next to the campaign name. **Delete Campaign** is in the **⋯** menu. --- ## Adding Projects Use **Add Project** in the **Projects** widget on the campaign Dashboard, or at the top of the **Projects** tab: - **Add New Project** opens the standard Add Project window with the campaign's client already set. The project is created inside the campaign. - **Add Existing Project** lets you pick a project that already exists. Only projects with the campaign's client are offered. > [!warning] > A project can only join a campaign with the same client. To take a project out, use its **⋯** → **Remove Project** in the Dashboard's Projects widget. The project keeps its estimate, budget and its own contacts, but the campaign's contacts are removed from it, and with them the access they had through the campaign. Anyone who was a contact on the project before the campaign added them stays. --- ## Contacts and Sharing The **Contacts** tab is how you share a campaign. Add people with **Add Contact...**; each row has **Role** and **Notes**. - A **workspace user** added as a contact is shared on the campaign and on every project in it. - Campaign contacts are added to **all** of the campaign's projects: the ones already there, the ones created later, and existing projects you add. - Removing a contact from the campaign removes them from all campaign projects. If they were already a contact on a project before, that project keeps them. This makes a campaign the practical way to give a team access to a group of related projects without sharing each one. To give someone every project for a client, campaign or not, assign them on the client record instead. See [Client CRM](../02-Bidding-a-Project/Client-CRM.md) and [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md#assigning-access-to-projects). --- ## The Campaign Dashboard The Dashboard is where a campaign opens. It answers one question: how much of the allocation is already spoken for? - **Total Campaign Budget**: the current allocation, with **Amend** - **Project Total**: the external totals of the campaign's projects, including approved overages - **Budget Remaining**: Total Campaign Budget minus Project Total, in dollars and as a percentage - **Approved Projects by Month**: a chart of project totals by month; switch it to **Sent Projects** - **Campaign Budget**: each project's share of the budget, with **Show Remaining** - The **Projects** widget, the Overview and Notes, **Contacts**, and **Campaign Expenses by Tag** ### Choosing which projects count The filter on **Project Total** lists every estimate stage with a switch. By default every stage counts except **Cancelled** and **Abandoned**, so the total includes bids that haven't been approved yet. Turn stages off to see a narrower picture: only **Approved** for committed work, or everything from **Sent** onward for work that's out with the client. **Budget Remaining** follows the same filter. The filter is a view, not a setting: it resets when you reload the page. > [!tip] > Unapproved bids count toward the campaign total by default. Turn the earlier stages off when you want committed spend only. --- ## Amending the Campaign Budget The budget set at creation is the baseline. When it changes (the client raises the PO, scope is added), amend it rather than editing it, so the change is on record. 1. Click **Amend** on the **Total Campaign Budget** tile (Dashboard or Overview) 2. Enter the **New Budget Amount** 3. Click **Amend Budget** The **Change History** panel in the same window lists every budget amount the campaign has had, with who set it and when. --- ## Projects Tab The **Projects** tab is the campaign's financial table: one row per project with **Stage**, **Internal Total**, **Final External Total**, **Working Total**, **Working Margin**, **Realized Margin**, **Realized Margin (%)**, **Margin Variance** and **Tags**. It's a reporting view; manage membership from **Add Project** or the Dashboard widget. > [!note] > The Projects tab needs the **Campaign Projects** permission (on by default for Workspace Owners and Admins). Figures that include in-house internal cost follow the **View In-House Internal Cost** permission, as everywhere else in PAI. See [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md#per-user-permissions). --- ## Expenses Tab The **Expenses** tab gathers the budget expense lines from every project in the campaign into one grid, the same grid as the [Expenses](./Expenses.md) report scoped to the campaign. Use it to review cost activity, vendor patterns or expense statuses across the campaign without opening each project. Only projects with a generated budget contribute lines. > [!note] > In-house confidentiality applies here as in the budget: in-house internal cost is hidden behind an eye-slash for users without **View In-House Internal Cost**, and the totals don't include it. See [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md#view-in-house-internal-cost). --- ## Calendar Tab The campaign calendar shows every project's schedule in one place: project days, in-house assignments, tasks and deliverables, each a toggle under **Event Types**. Use **Filter by Staff** to see one person's commitments across the campaign, and spot conflicts between concurrent projects. List, Day, Week and Month views are available, and the calendar can be printed. --- ## Print Tab The **Print** tab produces a campaign summary for the client or for internal review: the campaign, your organization and the client, and a table of projects with their stage and total, including approved overages. **Print Options** control what's included: - **Totals**: **Campaign Budget**, **Project Total**, **Remaining Budget**, **Working Internal Total**, **Working Margin** - **Summary Columns**: **Project Stage**, **Project Total**, **Working Internal**, **Working Margin** - **Detail Breakdown**: **Show Detail Breakdown** - **Options**: **Show Notes** > [!warning] > Working Internal and Working Margin are internal figures. Leave them off anything going to the client.