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What Are Projects?
When you’re building your first Fulcrum app, it’s easy to focus just on collecting data— but what happens when your team is working across multiple job sites, contracts, or clients? That’s where Projects come in.
Instead of duplicating the same app, the Projects feature lets you group records, control who sees what, and keep your data clean and organized—all with just a few clicks. Whether you're managing field inspections, tracking maintenance tasks, or juggling several clients at once, Projects can save you time and reduce confusion.
Projects are an optional feature in Fulcrum that let you assign records to specific jobs, sites, or contracts — and then control which users can see those records. It’s perfect for:
Managing multiple field teams
Working across different locations
Keeping client data separate
Giving users access only to what they need
Once enabled, your app can filter records by project, showing only project-specific data on the map, and streamline what each user sees in the field. You can select the column header to see filtering options.
For step-by-step instructions on how to set up projects, check out What are Projects?
Should You Use Projects?
If you’re just starting out, it might seem like an extra step — but if you:
Work with more than one client
Have multiple job sites or contracts
Need to manage user access and visibility across projects
Originally planned to duplicate the same app and keep all the fields the same,
…then Projects are 100% worth using. They make your app smarter, cleaner, and easier to manage as you grow.
Common Scenarios Where Projects Shine
Still not sure if Projects are for you? Here are some common use cases where new users find them helpful:
Field Service - Companies use the same inspection app across multiple clients or job sites, but keep their data separate and private. Use the name of the inspection for the app instead of the project name, and then use filters to download or send off data for each individual client.
Track work progress by project name—like “Downtown Road Repairs” or “Greenwood Park Drainage”—and only assign team members to the sites they’re working on. You can easily bulk reassign users to different work.
Segment data by region or site—Use projects to separate the different locations that your team is working on, such as “Coastal Wetland Survey” or “Site B Cleanup”—and simplify your field crews' workflow.
Keep Your App Data Organized
Projects can help you and your team stay organized in three different ways:
Users only see the records tied to their assigned projects. When creating new records, you can configure them so that they only have the option to select assigned projects. Depending on Assignment Settings, you can also decide whether they see just their own records or records assigned to the projects they have access to.
Data stays clean and organized, even if multiple teams use the same app. If your users can only assign their designated project(s) to each record, it means you can still view all project information in one place. For more step-by-step directions, check out How do I grant/revoke access to a project?.
Admins can easily filter and export records by project for reporting. Once your project is complete, add a filter to the Projects column and then use the Data Downloader to export the necessary data.
By using the column header or side panel labeled 'Projects', you can choose which projects to filter and use for export or report generation.
Need Help Getting Started?
Reach out to support or your Customer Success Manager if you’d like help enabling Projects in your apps! To get the step-by-step instructions on how to set this feature up, check out What are Projects? and these other related articles: