Can I save a milestone template and reuse it?

Yes. Once you have set up milestones for a project, you can save the structure as a template. Apply the template to any new project and adjust the dates - all tasks, dependencies and billing rules carry over. This is one of the biggest time-savers for teams doing repetitive project types.

What happens if a milestone is delayed?

If a milestone is marked late (past its due date without completion), CrmLeaf flags it in the project dashboard with a schedule variance indicator. Managers see which projects are behind and by how many days. Dependent milestones are automatically pushed out if the predecessor is delayed.

Can a crew member see only their own tasks?

Yes. Role-based access means field technicians see only their own assigned tasks in the mobile app - not the full project or other crew members tasks. This keeps the field app simple and focused. Managers and project coordinators see the full project view.

Tutorial 03 · Project management

How to set up solar project milestones and task assignments

This tutorial shows you how to structure a solar project into trackable milestones, create tasks within each milestone, assign crew and track live progress - so you always know exactly where every project stands.

15 min read5 steps stepsProject managers & operations teams

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Open project from won deal
Create project milestones
Set milestone due dates and dependencies
Add tasks and assign crew members
Track progress via dashboard and mobile app

Step-by-step guide

5 steps to a fully tracked solar project

From project creation to live progress - set up in under 15 minutes.

📂STEP 1

Step 1: Open the auto-created project

When a deal is marked Won in CrmLeaf, a project is automatically created and linked to the deal, client and approved BOQ. You do not need to create a project manually - just open it and start configuring.

In CrmLeaf

1Go to Projects - the new project appears with "Setup required" status
2Click the project to open it
3Verify client details, system size and BOQ are linked correctly
4Set the project start date and target completion date
5Add any internal notes for the operations team

Outcome

Project opened and start / end dates confirmed. Ready to add milestones.

Tip

Use the BOQ linked to the project to guide your milestone planning - the scope of work is already defined.

🏁STEP 2

Step 2: Create project milestones

Break the project into logical execution phases. Standard residential solar projects typically have 5–7 milestones. C&I projects may have 8–12. Create milestones that reflect how your team actually works on-site.

In CrmLeaf

1From the project → click "Add Milestones"
2Add milestones in execution order: e.g. Civil Work → Mounting Structure → Panel Installation → DC Wiring → Inverter Connection → Testing & Commissioning → Handover
3Set a due date and billing amount (or %) for each milestone
4Click "Save Milestones" - milestones appear in timeline order

Outcome

Project milestones created with due dates and billing amounts. The project timeline is visible.

Tip

Save a standard milestone template for your most common project types (5kW residential, 50kW C&I, 200kW commercial). You can apply the template to any new project and adjust dates - saves 10 minutes per project.

🔗STEP 3

Step 3: Set milestone dependencies

Dependencies prevent crews from starting a phase before the previous phase is complete. This enforces your project sequence and stops out-of-order execution that creates rework and delays.

In CrmLeaf

1Click a milestone → select "Set Dependency"
2Choose the predecessor milestone (e.g. "Panel Installation" cannot start until "Mounting Structure" is complete)
3Set dependency type: Finish-to-Start (most common), Start-to-Start or Finish-to-Finish
4Save - the dependent milestone is locked until its predecessor is marked complete
5Repeat for all milestone dependencies in your project

Outcome

Dependency chain configured. Crew cannot jump ahead of the sequence. Project execution is enforced, not just planned.

Tip

Do not over-constrain with dependencies. Only add them where out-of-order execution would actually cause a problem - too many dependencies can slow down parallel work streams unnecessarily.

👷STEP 4

Step 4: Add tasks and assign crew

Within each milestone, create the specific tasks that need to be completed. Assign each task to a team member or crew. Tasks appear in the assignee's mobile app - no separate briefing call needed.

In CrmLeaf

1Click a milestone → "Add Tasks"
2Create tasks: e.g. under "Panel Installation" → "Install Row 1–3 panels", "Install Row 4–6 panels", "Attach panel connectors", "Install rail end clamps"
3Set task priority (High / Normal / Low) and due date
4Assign to a team member - they receive an app notification
5Repeat for all milestones - you can add tasks in bulk by duplicating

Outcome

Tasks created and assigned to crew. Every team member knows exactly what they need to do and when. No phone briefing calls required.

Tip

Keep tasks granular enough to track progress but not so detailed that updating them becomes overhead. 3–6 tasks per milestone is the sweet spot for most solar projects.

📊STEP 5

Step 5: Track progress via dashboard and mobile app

Once the project is running, track it from the project dashboard on desktop and let field crew update their tasks from the mobile app. Milestone completion is automatic when all tasks are done.

In CrmLeaf

1View project dashboard - see milestone completion %, schedule status and budget vs actual
2Field crew open mobile app → see their tasks for today
3Crew mark tasks complete, upload site photos, check in with GPS
4When all tasks in a milestone are done - mark milestone complete (or it auto-completes if configured)
5Milestone completion triggers invoice automatically if billing is configured
6Project dashboard updates in real time - no status calls needed

Outcome

Live project progress visible to all managers without a single status call. Milestone completions trigger invoices automatically.

Tip

Check the portfolio view each morning - it takes 2 minutes to see the status of all active projects and flag anything behind schedule before it becomes a problem.

What you have achieved

Tutorial complete

🏁

Milestones configured

Project broken into trackable phases with due dates, billing amounts and dependency rules - ready for execution.

👷

Crew assigned

Every task assigned to a specific team member. Crew see their work on the mobile app - no briefing calls needed.

📊

Live tracking

Dashboard shows milestone progress, schedule health and budget vs actual in real time throughout execution.

FAQ

Common questions

There is no limit on the number of milestones per project. Residential projects typically have 5–7 milestones. Large C&I or utility-scale projects may have 15–20+ milestones with sub-phases. CrmLeaf handles all configurations.

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How to set up solar project milestones and task assignments

5 steps to a fully tracked solar project

Step 1: Open the auto-created project

Step 2: Create project milestones

Step 3: Set milestone dependencies

Step 4: Add tasks and assign crew

Step 5: Track progress via dashboard and mobile app

Tutorial complete

Milestones configured

Crew assigned

Live tracking

Common questions

Continue learning CrmLeaf

How to manage a solar project from lead to commissioning

How to create a solar BOQ and proposal in under 30 minutes

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Start your free trial
and follow this guide.