Projects
Keep the meetings and notes for one deal or client together.
On this page
A project groups related meetings and notes so their context stays together. Use one project per engagement: a client you're closing, a deal, a search, a board seat. Groupthink reads what you file into a project to work out what the engagement is for, and everyone who shows up in what you've filed becomes part of the project automatically.
Create a project
- In the sidebar, find the Projects section and click its +. (This is the Projects section's own +, not the + New button at the top of the sidebar.) The heading shows a count, and once you have more than about six projects the list scrolls inside itself, with View all projects staying at the bottom.
- Give it a name (for example, "Acme renewal") and pick a type: Work, Personal, Family, or Plan. Work, Personal and Family tell Groupthink which side of your life the project belongs to. Plan is for one thing you are arranging with one or a few people. The guided way to start one is Make a plan on a person's page.
- Click Create project. You'll land on the new project's page.
You can also create a project inline anywhere you file: type a name into the project picker and choose Create new project: followed by that name.
File meetings and notes into a project
When you capture: on the Capture page, click File to a project under the text box and pick one, or create one on the spot. To get there, click New at the top of the sidebar and choose Paste or attach a file…. This files the notes and transcripts you paste or type into that box. The capture box in the sidebar has no project picker, and files you attach on the Capture page (PDFs, images, voice memos) are not filed to a project. If you skip it, the capture stays unfiled and private to you. You can leave everything unfiled and Groupthink still works.
From a meeting: open a recorded meeting and click the + project chip under the meeting's title to file that meeting into a project. Pick one of your projects, or type a name and choose Create new project: to make one.
See all your projects
In the sidebar, open the Projects section and click View all projects at the bottom of the list. This opens the Projects page, which shows one card for each project. Archived projects aren't listed.
Each card shows the project's name and type, its purpose, a short summary of what's filed there, a count of interactions, and when it was last updated. A project with nothing filed yet shows less. Click a card to open that project.
Two buttons sit at the top right. New plan starts a plan with someone. See Make a plan. New project opens the same form as the sidebar's +, and shows once you have at least one project. With no projects yet, the page shows a Create your first project button instead.
What a project shows you
Open a project from the sidebar or from its card to see:
- A summary: Groupthink reads what you've filed and keeps a running summary of the engagement.
- Its purpose: Groupthink suggests one from the content, marked (AI-suggested). Click Use this purpose to confirm it, or the pencil next to it to rewrite it. A project with no purpose yet shows Add a purpose.
- People: a small board of the people on the project, sorted into stages. See the next section.
- Tasks: the project's tasks and subtasks, and who does each one. You can do a task yourself, give it to someone, have Groupthink do it, or hand it to ChatGPT, Claude or Dots. See Project tasks.
- Everything filed there: the project's meetings and notes in one feed, below the tasks.
People and stages
Every project page has a People section. It is a small board with one column for each stage. Each person is a card in a column.
Who is on the board. Everyone who appears in the meetings and notes you file shows up automatically, in an Unassigned column, marked From filed content. You can also add people yourself, including people you haven't met with yet.
Added by an agent. If you've connected an AI app such as Claude to Groupthink, it can add people to a project for you. Their card says Added by and the app's name as the app gave it, such as Added by Claude Code (groupthink), under their name, so you can tell them from people you added. If the app gave no name, the card says Added by an agent. People you added yourself, and people added before this was recorded, have no such line.
Add a person. Type a name in Add a person to this project… and pick a contact. If the person isn't a contact yet, type their name and choose Add new contact:. They start in Unassigned.
Add a person from their page. Open the person's page. Under their name is a chip for each of your projects they are on, and a + project chip. Click + project, then click one of your other projects. They join that project's board in Unassigned.
See a person's projects. The project chips under a person's name show every project they are on. A project they are on only because they appear in something filed there has an outlined chip, marked From filed content when you hover over it. Click any chip to open the project. Archived projects aren't shown.
Move a person. Click the ⋯ on their card and pick a stage under Move to, or pick Unassigned to take them out of their stage. Cards don't drag. Moving a person marked From filed content into a stage also adds them to the project, so the mark goes away.
Remove a person. Click the ⋯ on their card and choose Remove from project. This takes them off the board. If they appear in something filed in the project, they stay on the board in Unassigned, marked From filed content. A person with that mark has no Remove from project in their menu, because they are on the board through what you filed, not because you added them.
Change the stages. A new project starts with four stages: Not interested, Needs more info, Likely to join, and Booked. A plan starts with Proposed, Time picked, Confirmed, and Happened. Click the ⋯ on a column to Rename it, Move left, Move right, or Delete stage. Deleting a stage doesn't remove its people. They move to Unassigned. To add a stage, type a name in New stage… and click Add.
You'll find the same list of people, without the stages, under Settings → Capture → Projects → People who appear in this project.
Suggestions
Your Today page suggests project groupings it noticed across your meetings. Accept the ones that are right, then confirm or edit the purpose Groupthink drafted. Dismiss the rest with the × on the suggestion (hover it and it reads "Not a project"). Nothing is grouped without your confirmation.
Rename or refile
Go to Settings → Capture and click Projects in the links at the top of the tab, or scroll down to it. Click a project to open it, and you can rename it, change its type, edit its purpose, and attach or detach meetings. To attach a meeting, click Add next to Meetings. To detach one, click the × next to it. Detaching a meeting removes it from the project without deleting the meeting itself.
Merge or split projects
Both live in Settings → Capture → Projects. Click a project to open its panel. The two buttons are near the bottom of the panel.
Merge two projects into one
- Open the project you want to keep and click Merge another project into this one. The button only shows when you have another project to merge.
- Pick the project to absorb.
- Click Merge projects.
Everything filed in the absorbed project moves into the project you kept: its meetings, notes, people, and open threads. Nothing is copied, so nothing ends up filed twice. The project you kept keeps its own name, type, and purpose. The absorbed project is then deleted.
People from the absorbed project keep their stage when the project you kept has a stage with the same name. Otherwise they land in Unassigned. Someone who was already on both boards keeps the stage they had in the project you kept.
A merge can't be undone. If you might want the two apart again, don't merge.
Split one project into two
- Open the project and click Split into a new project.
- Type a name for the new project and choose its type: Work, Personal, or Family.
- Under People to move and Meetings to move, tick what should go to the new project. Meetings are listed by title and date, newest first.
- Click Split project.
The meetings you ticked move to the new project. So do the people you ticked, along with the open threads and other details Groupthink recorded about them in this project. They start in Unassigned on the new project's board. Everything you didn't tick stays where it was. Notes you captured into the project always stay in the original project.
There is no undo button for a split. To reverse one, merge the new project back into the original.
Finish a project: archive or delete
In Settings → Capture → Projects, every project row has a ⋯ button with two choices.
Archive is for a project that's done. Nothing is lost: the meetings and notes you filed stay filed, and the project's page still opens. It leaves the sidebar, the projects list, and the project pickers you see when you file something new, and moves to an Archived list at the bottom of Settings → Capture → Projects. Open that list and click Restore to bring the project back. An archived project's page shows an Archived label.
Delete is for a project you shouldn't have made. It asks you to confirm first. If Groupthink has built up notes or intel in the project, it won't be deleted. You'll be told to archive it instead, so that work isn't thrown away.
You can also archive or delete a project from the bottom of its panel in Settings → Capture → Projects, using Archive project and Delete project.
You can do the same from the project's own page. The ⋯ button next to the project's name offers Archive and Delete…. Archiving from there keeps you on the page, which then shows the Archived label, and the same button now offers Restore. Deleting asks you to confirm and then takes you back to your projects list.