# Campaigns Campaigns let you group related projects under a single client initiative and track their combined financial performance against a central budget. If a client engagement spans multiple deliverables — a series of videos, a multi-platform rollout, a phased production — a campaign gives you the aggregate view without losing the detail of individual projects. Access Campaigns from the main navigation. --- ## Creating a Campaign Click **+ New Campaign** and provide: - **Campaign Name** — a descriptive name for the initiative - **Client** — the client this campaign belongs to; all projects in the campaign must share this client - **Date Range** — start and end dates for the campaign - **Budget Allocation** — the total budget available across all projects in the campaign - **Reference Number** — optional; useful for aligning with client-side reference systems After creation, dates and description can be updated from the Campaign Overview. The budget allocation follows a formal amendment process (see [Amending the Campaign Budget](#amending-the-campaign-budget) below). --- ## Adding Projects Projects can be added to a campaign two ways: **Create within the campaign** — from the Campaign Dashboard, use the project list widget to create a new project. The project is automatically associated with the campaign and inherits the campaign's client. **Add an existing project** — from the same widget, click **Add Projects** to select from eligible projects. Only projects associated with the campaign's client are available. > [!warning] > Projects can only be added to campaigns that share the same client. A project cannot be added to a campaign associated with a different client. Projects maintain their individual settings and workflows once added — campaigns aggregate the data without changing how individual projects operate. The Campaign Dashboard is where you land, and its project list widget is how you manage which projects belong to the campaign — adding and removing them. This is distinct from the Projects tab (below), which is a financial view, not a place to manage membership. ### Staff and project access Workspace users shared on a campaign automatically have access to all projects within it. When you add a project to a campaign, any staff already on the campaign can see that project — you don't need to share each project individually. This makes campaigns a practical way to manage team access across a group of related projects without maintaining per-project sharing separately. > [!note] > Campaign sharing grants access to the projects in the campaign, not to the campaign record itself. A Project Admin shared this way can open the projects but can't see the campaign — this is by design. To give a Project Admin access to the campaign itself, assign them to the **client** instead. Bear in mind that a client assignment shares them on every campaign and project associated with that client, not just this one. See [Client CRM](../02-Bidding-a-Project/Client-CRM.md) and [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md). --- ## Projects Tab Separate from the Dashboard, the Projects tab presents **Insights-report-level financial detail for each project** in the campaign — the same per-project breakdown you'd get in the [Insights](./Insights.md) report, gathered in one place across the campaign. It's a reporting view, not where you manage campaign membership. > [!note] > Because the Projects tab surfaces combined in-house and out-of-pocket totals, it's gated behind the **View Staff Rates** permission — the same gating as the Insights report it mirrors. Users without the permission don't see the Projects tab at all. See [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md#view-staff-rates). --- ## Expense Grid The campaign expense grid aggregates all budget expense lines from every project in the campaign into a single view — the same view as the [Expenses](./Expenses.md) report in Reporting, scoped to the campaign's projects. This gives you cross-project visibility into spending without having to navigate into each project individually — useful for reviewing overall cost activity, identifying vendor patterns across the campaign, or auditing expense statuses at scale. Only projects with a generated budget contribute to the expense grid. Projects that are still in the estimate phase won't appear here until a budget has been created. > [!note] > The expense grid follows the same in-house confidentiality rules as the budget. Out-of-pocket internals are visible to everyone; the internal cost and margin on in-house lines are hidden behind an eye-slash for users without the **View Staff Rates** permission. See [Users and Permissions](../01-Organization-Setup/Users-and-Permissions.md#view-staff-rates). --- ## Campaign Calendar The campaign calendar aggregates all scheduled events from every project in the campaign into a single view — production days, deliverable deadlines, and custom events across all projects. Use it to identify scheduling conflicts or coordinate resources across concurrent projects. --- ## Contacts Contacts assigned at the campaign level are inherited by all new projects created within the campaign. Projects added to the campaign after the fact do not automatically inherit campaign contacts — only projects created from within the campaign do. --- ## Financial Tracking The campaign aggregates the external costs from associated projects and tracks them against the campaign budget. You control which projects are included in the total based on their reported estimate's status — for example, you can include all projects regardless of status, only projects with an Approved estimate, or only projects at a specific stage. This lets you configure the campaign total to reflect whatever view is most meaningful: committed spend only, full pipeline including unconfirmed bids, or anything in between. This gives you a real-time view of: - Total campaign budget vs. total project spend within your selected status filter - How much of the budget has been consumed and what remains - Which projects are contributing and by how much Campaign financial data updates automatically when project estimates change status or when projects are added or removed. --- ## Amending the Campaign Budget The budget allocation set at campaign creation is the baseline. If the campaign budget needs to change — a client increases scope, additional projects are added, or the original figure needs revision — this is handled through a formal amendment process rather than a direct edit. To amend the campaign budget: 1. Initiate the budget amendment from the Campaign Overview 2. Enter the new budget amount 3. Submit the amendment PAI records the change and maintains a full history: the previous and new budget amounts, who made the amendment, and when. This audit trail ensures campaign budget changes are deliberate and traceable rather than silent edits. --- ## Removing a Project To remove a project from a campaign, use the remove action in the Campaign Dashboard's project list widget. The project becomes a standalone project with no campaign association. User assignments on the project are not adjusted automatically — review those separately after removing.