ProjectOps for HubSpot

Product overview

HubSpot remains the system of record for Project records, tasks, users, owners, associations, pipelines, and CRM context. ProjectOps adds tools around those records for repeatable Project setup, planning, resource management, time tracking, budget visibility, health monitoring, and delivery management.

Current production capabilities

• HubSpot OAuth Marketplace installation.
• Project pipeline management.
• Reusable Project template configuration.
• Built-in Project pipeline and template options.
• Automatic creation of template-defined Project work.
• Project Budget record card.
• Project Health record card.
• Project Team record card.
• Project Timeline record card.
• Project Time Tracker sidebar card.
• Resource Capacity workspace.
• Tracked Time and timesheet reporting.
• Stripe-based subscription billing.

Requirements

To install and use ProjectOps, you need:

• A HubSpot account with access to the HubSpot Projects object.
• A HubSpot user who can authorize Marketplace applications.
• Appropriate access to view and manage Projects and Project pipelines.
• Access to HubSpot tasks for template-created Project work.
• HubSpot users or owners for team assignment and resource capacity.
• An active ProjectOps trial, subscription, or recognized entitlement.

Install ProjectOps

Install the Marketplace app

1. Start the ProjectOps installation from the Atlantic Ops website or the HubSpot App Marketplace.
2. Select the HubSpot account where ProjectOps should be installed.
3. Review the requested HubSpot permissions.
4. Approve the installation.
5. Return to HubSpot and open ProjectOps.

Add the Project record cards

ProjectOps record cards are available for the HubSpot Projects object. Depending on the account's record customization, an administrator may need to add the cards to the Project record layout.

1. Open a HubSpot Project record.
2. Open record customization for the Project object.
3. Add the required ProjectOps cards from the App card library.
4. Save the Project record layout.

Trial, usage, and billing

ProjectOps starts with a 14-day free trial. The standard base subscription is $49 USD per month.

Included Project usage

The base subscription includes the first 5,000 lifetime Projects in the connected HubSpot account.

Additional usage is billed at $10 USD per month for each additional 1,000 lifetime Projects.

Stripe billing

Trial checkout, payment method management, invoices, receipts, and subscription management are handled through Stripe.

The ProjectOps app workspace

ProjectOps includes a HubSpot app page for Project administration and cross-Project operational views.

Project pipeline management

ProjectOps treats HubSpot Project pipelines as the foundation for repeatable delivery processes.

A pipeline represents the lifecycle of a Project. Its stages determine how the Project progresses from initial work through completion.

Pipeline stage status

Project pipeline stages can represent open or closed Project states. ProjectOps-created pipeline stages are configured with the appropriate HubSpot stage status so HubSpot can distinguish active Project stages from completed stages.

Uninstalling a ProjectOps pipeline

• A pipeline should not be removed while Projects still depend on it.
• Project templates assigned to the pipeline must be reassigned or removed before uninstalling the pipeline.
• HubSpot can reject pipeline deletion when existing records or other references prevent safe removal.

Reusable Project templates

Project templates define the repeatable work that belongs to a Project delivery process.

Instead of rebuilding the same task plan for every new Project, administrators can configure reusable structures that ProjectOps applies when the corresponding Project is created.

Template structure

• Project pipeline.
• Project stages.
• Phase or grouping tasks.
• Individual tasks.
• Subtasks.
• Milestones.
• Planned timing.
• Planned effort or budget hours.

Built-in ProjectOps templates

Automated Project setup

ProjectOps uses the Project's configured pipeline and template context to create the repeatable delivery structure associated with that type of Project.

1. Configure or select the Project pipeline.
2. Configure the reusable Project template.
3. Create a new HubSpot Project in the applicable pipeline.
4. ProjectOps identifies the applicable template configuration.
5. ProjectOps creates the configured tasks, subtasks, milestones, and supporting Project structure.
6. The Project team manages the resulting work directly in HubSpot.

Project record cards

ProjectOps adds purpose-built UI extensions to HubSpot Project records.

Resource Capacity

Resource Capacity provides a cross-Project view of planned workload and team availability.

Capacity inputs

• Open Project tasks.
• Task ownership.
• Planned task hours.
• HubSpot user working hours.
• HubSpot user availability.
• Out-of-office periods.
• Task due dates.
• Unassigned work.
• Tasks without planned-hour estimates.

Resource statuses

Project time tracking

The Project Time Tracker is a sidebar card on HubSpot Project records. Users can record time against the Project itself or against an associated task.

Real-time timer

1. Open a HubSpot Project.
2. Select Project-only time or an associated task.
3. Optionally enter a note describing the work.
4. Start the timer.
5. Stop the timer when work is paused or complete.
6. Submit the recorded time.

Manual time entry

• Project or task.
• Hours.
• Minutes.
• Work date.
• Optional work-performed notes.

Tracked Time workspace

Submitted time can be reviewed from the ProjectOps Tracked Time page so administrators and Project leaders can review Project effort across the account.

Project Budget and Project Health

Project Budget

The Project Budget card is designed around effort rather than internal billing rates.

Planned hours can be allocated across the Project's work and compared with tracked time as delivery progresses.

This makes it possible to see when a Project is consuming more delivery effort than expected before the work is complete.

Project Health

The Project Health card brings together operational delivery signals such as:

• Overall Project progress.
• Task completion.
• Overdue work.
• Upcoming deadlines.
• Project timing.
• Delivery risk.

Project Timeline

The Project Timeline card organizes Project work chronologically so the team can quickly understand what is late, what is coming next, and what has not been scheduled.

• Overdue tasks.
• Upcoming tasks.
• Unscheduled tasks.

The timeline is based on the tasks associated with the current HubSpot Project.

HubSpot data model

ProjectOps is designed around HubSpot's native CRM data model rather than creating a separate Project management database for CRM records.

HubSpot remains the source of truth for

• Projects.
• Project pipelines.
• Project stages.
• Tasks.
• Project and task ownership.
• HubSpot users and owners.
• CRM associations.

ProjectOps-specific data

ProjectOps maintains application-specific data required to provide its additional functionality, including template configuration, Project automation state, time tracking, billing usage, and other operational application state.

HubSpot OAuth permissions

The current ProjectOps Marketplace application requests the following required HubSpot scopes.

The current app manifest does not define optional or conditionally required OAuth scopes.

Data processing and application storage

ProjectOps reads HubSpot information required to provide Project management functionality and stores the application-specific state required for features that do not exist natively in HubSpot.

Application hosting

The current ProjectOps backend is hosted as a dedicated Atlantic Ops application service and uses PostgreSQL for application-side storage.

HubSpot continues to store the CRM records themselves. ProjectOps stores the additional application state required to provide ProjectOps-specific capabilities.

Security and privacy

ProjectOps uses HubSpot OAuth to access the installed HubSpot account. Authentication credentials are handled server-side and are not displayed to normal users through the ProjectOps interface.

Data access

• ProjectOps accesses the HubSpot account authorized during installation.
• Requested HubSpot OAuth scopes are limited to the application's current feature requirements.
• HubSpot remains responsible for user permissions and access to CRM records.

Application-side storage

ProjectOps stores application-specific operational data such as template configuration, timer and time-entry data, billing metadata, Project usage information, and other state required by the service.

Subscription billing

Stripe handles payment-method entry and subscription payment processing. ProjectOps does not need to store full credit-card numbers or CVC values.

Sensitive-data expectations

ProjectOps is not intended to store passwords, payment credentials, banking credentials, health information, or other unrelated sensitive information inside Project names, task descriptions, time notes, or template configuration.

Hosting and compliance questions

This product documentation does not make contractual claims about data residency, backup schedules, RTO, RPO, SOC 2, ISO 27001, or other certifications. Contact Atlantic Ops when vendor-review or contractual security documentation is required.

Uninstalling ProjectOps

ProjectOps creates and works with native HubSpot records. Removing the app does not necessarily remove data that has already been created in HubSpot.

Before uninstalling

• Review ProjectOps-created Project pipelines.
• Review Project templates.
• Review generated tasks and milestones.
• Review stored time entries.
• Review subscription billing.

Project pipelines

If a ProjectOps pipeline should be removed, use ProjectOps Pipeline Management before uninstalling the app when possible. HubSpot can prevent pipeline removal when records or other references still depend on the pipeline.

Generated HubSpot records

Projects, tasks, milestones, pipeline configuration, and other records already created in HubSpot may remain in the HubSpot account after ProjectOps is removed.

Billing

Manage the Stripe subscription separately through ProjectOps Billing if billing should stop. Removing a HubSpot app and cancelling a Stripe subscription are separate actions.

Application-side data deletion

Contact Atlantic Ops support to request deletion of ProjectOps application-side data. Include the HubSpot account ID and the requested deletion scope.

Troubleshooting

ProjectOps says a trial or subscription is required

• Open ProjectOps Billing and confirm the current subscription status.
• Complete the Stripe trial checkout if billing has not been started.
• Use Manage billing if the subscription or payment method needs attention.
• Reload ProjectOps after changing billing information.

ProjectOps cards do not appear on Project records

• Confirm ProjectOps is installed in the correct HubSpot account.
• Open Project record customization.
• Find the ProjectOps cards in the App card library.
• Add the cards to the appropriate Project record view.
• Confirm the current user can access Projects.

A new Project did not receive template tasks

• Confirm the Project is in the intended Project pipeline.
• Confirm the pipeline has the intended Project template configured.
• Confirm the Project template is installed and active.
• Review the template structure for tasks and milestones.
• Contact support with the HubSpot account ID and Project record ID if creation still fails.

Resource Capacity cannot calculate a user's capacity

• Confirm the task is assigned to the expected HubSpot owner.
• Confirm working hours are available for the HubSpot user.
• Confirm the task has planned budget hours.
• Review out-of-office periods and task due dates.
• Refresh Resource Capacity after making changes.

A user appears overloaded

ProjectOps marks a team member overloaded when planned Project workload exceeds calculated working-hour capacity across the active workload horizon.

Time tracking will not start

• Confirm the Project Time Tracker card is present on the Project record.
• Confirm ProjectOps can load the current Project.
• Try Project-only time if an associated task cannot be selected.
• Reload the Project record and try again.

Budget hours do not match Resource Capacity

Resource Capacity excludes template phase rollups from planned-hour totals so phase totals and underlying task budgets are not counted twice.

A Project pipeline cannot be uninstalled

• Check whether Projects still use the pipeline.
• Check whether Project templates are still assigned to the pipeline.
• Reassign or remove dependencies first.
• Try the uninstall action again.

Frequently asked questions

Privacy, legal, and support

When contacting support, include the HubSpot account ID and enough non-secret context to identify the affected Project, task, Project pipeline, Project template, user, time entry, resource-capacity issue, or billing state.