Projects are where the real work happens in OnRamp.

Each project represents a specific onboarding, implementation, or customer initiative — built from a playbook or set of modules and tracked from kickoff to completion.

Projects organize:

• Tasks and milestones

• Customer collaboration

• Files and communication

• Automations and CRM updates

Think of a Playbook as the template and a Project as the live execution.

Ways Projects Are Created

Projects can be created in two primary ways.

Automatically via Workflows

Most teams automate project creation through Workflows connected to their CRM.

For example:

• A HubSpot Deal moves to Closed Won

• A Salesforce Opportunity enters Implementation

The Workflow can automatically:

• Select the correct playbook

• Create the project

• Add users

• Map CRM data

• Start onboarding immediately

This is the most scalable approach.

Manually Created Projects

You can also create projects directly inside OnRamp.

This is helpful when:

• Testing new playbooks

• Running internal projects

• Starting onboarding outside the CRM workflow

How to Create a Project Manually

There are two ways to begin creating a project.

1. Navigate to Projects and click Create Project

2. Or click the + Create button in the left navigation and choose Project

Step 1: Choose Your Project Structure

The first step is deciding how the project will be structured.

You can create a project:

From a Playbook

Select an existing playbook to load its full structure of modules, tasks, and subtasks.

This is the most common approach.

From Library Modules

Choose specific modules from your Module Library to assemble a project structure.

This is helpful when:

• Mixing modules from different playbooks

• Building custom project variants

With No Tasks

Start with a completely blank project.

This is useful for:

• Internal initiatives

• Ad-hoc projects

• Testing configurations

Step 2: Configure Project Details

Next, you’ll define the core project information.

You’ll set:

• Project Name

• Start Date

The End Date is calculated automatically based on the tasks included in the project.

Step 3: Select the Account

Next, choose the Account (Customer) the project belongs to.

If the account doesn’t exist yet, you can create it directly during this step.

Accounts organize:

• Projects

• Customer users

• Data fields

• Account notes

Step 4: Add Internal Users

Add the internal team members responsible for the project.

For each user you can:

• Add them to the project

• Optionally send them an email notification

If your tasks use Task Roles, you can also assign users to those roles during project creation.

This ensures tasks automatically route to the correct team members.

Step 5: Add Customer Users

Next, add your customer participants.

You can:

• Select existing customer users

• Create new ones during this step

If your tasks use Task Roles, you can also assign users to those roles during project creation.

You also have the option to send project invitations by email directly from this screen.

Customer users will gain access to the Customer Portal, where they can complete tasks and collaborate with your team.

Step 6: Set Data Fields

If the selected playbook includes Data Fields, you’ll be prompted to provide values during project creation.

These fields can be used to store structured information such as:

• Implementation type

• Industry

• Customer segment

• Configuration requirements

Providing these values early ensures they are available throughout the project.

Step 7: Configure Merge Fields

If your playbook includes Merge Fields, you can adjust their values or mappings at this stage.

Merge fields dynamically personalize content in tasks, modules, and the customer portal.

For example:

• Customer name

• Company name

• Booking links

• Account information

Step 8: Configure Project Automations

If the playbook includes Project Automations, you will be asked to select the CRM entity the project should connect to.

This ensures automations know which record to update in your CRM when they run.

Examples include:

• Updating a Salesforce Opportunity

• Updating a HubSpot Deal

• Sending webhook notifications

Step 9: Review the Project Summary

Before creating the project, you’ll see a summary page showing:

• Project structure

• Account

• Users

• Data fields

• Merge field values

• Automation mappings

Review everything to confirm the setup is correct.

Then click Create Project.

What Happens Next

Once the project is created, OnRamp automatically:

• Loads all modules and tasks

• Applies task role assignments

• Activates project automations

• Personalizes merge fields

• Enables the customer portal experience

Your project is now ready for work to begin.

Best Practices

✔ Use playbooks whenever possible for consistency
✔ Confirm the correct account is selected
✔ Assign internal and customer users to task roles during creation
✔ Set data field values early for reporting and automation
✔ Review automation mappings before creating the project