How many milestones can I add to a project?

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.

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 08 · 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.

CrmLeaf TeamUpdated July 202615 min readProject managers & operations teams

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STEP 1 OF 5

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.

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

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

WHAT YOU SEE WHEN DONEProject opened and start / end dates confirmed. Ready to add milestones.

STEP 2 OF 5

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.

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

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.

WHAT YOU SEE WHEN DONEProject milestones created with due dates and billing amounts. The project timeline is visible.

STEP 3 OF 5

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.

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

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.

WHAT YOU SEE WHEN DONEDependency chain configured. Crew cannot jump ahead of the sequence. Project execution is enforced, not just planned.

STEP 4 OF 5

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.

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

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.

WHAT YOU SEE WHEN DONETasks created and assigned to crew. Every team member knows exactly what they need to do and when. No phone briefing calls required.

STEP 5 OF 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.

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

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

You've completed this tutorial

From project creation to live progress - your project is now fully tracked. Next: run a full project from lead to commissioning.

Next: Lead to Commissioning

Continue learning

Keep going with the next tutorials in the Solar CRM series.

TUTORIAL