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Managing Projects

Learn how to create, configure, and manage projects in linkutm.

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What is a Project?

A project is the lowest tier of linkutm’s organizational structure. It represents a specific campaign, client, product line, or initiative and contains all related links, templates, and settings. Key Features:
  • Contains links and tracking codes
  • Project-specific UTM rules
  • Dedicated team members
  • Individual analytics
  • Custom configurations

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Creating a Project

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Step 1: Access Project Creation

From Dashboard:
  1. Click the Project Switcher in navigation
  2. Click Create New Project or + Add Project
From Settings:
  1. Go to Settings → Projects
  2. Click Create Project button
From Workspace:
  1. Select workspace
  2. Click New Project

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Step 2: Enter Project Details

Project Name (Required)
  • Clear, descriptive name
  • Include timeframe if relevant
  • Include client name for agencies
Examples:
  • ✅ “Q1 2024 Email Campaigns”
  • ✅ “Client: Fashion Brand - Spring Launch”
  • ✅ “Black Friday 2024 Sale”
  • ✅ “Product Launch - Widget Pro”
  • ❌ “Project 1”
  • ❌ “Links”
  • ❌ “Test”
Project Description (Optional)
  • Purpose and scope
  • Campaign objectives
  • Key information
  • Team notes
Example Description: 
Spring 2024 product launch campaign for Widget Pro.
Includes email, social media, and paid search.
Target: 10,000 signups by March 31.
Budget: $50,000
Team: Marketing Manager, PPC Specialist, Content Writer

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Step 3: Configure Project Settings

Default Link Shortener:
  • Select shortener for this project
  • Custom domain (if configured)
  • Workspace default
  • No shortening
Default Folder:
  • Create initial folder structure
  • Or skip and create later
UTM Rules:
  • Apply workspace rules
  • Create project-specific rules
  • Set standardization rules
  • Configure required fields
Team Assignment:
  • Add team members to project
  • Assign roles
  • Set permissions

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Step 4: Create Initial Folders (Optional)

Set up folder structure: Common Folder Structures: By Channel: 
├── Email Marketing
├── Social Media
├── Paid Advertising
└── Content Marketing
By Campaign Phase: 
├── Pre-Launch
├── Launch
├── Post-Launch
└── Retargeting
By Content Type: 
├── Blog Posts
├── Landing Pages
├── Product Pages
└── Events

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Step 5: Review and Create

  1. Review all settings
  2. Click Create Project
  3. Project is created and selected
  4. Ready to create first link

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Project Dashboard

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Overview Section

Key Metrics:
  • Total Links: Number of links in project
  • Total Clicks: Aggregate clicks
  • Unique Visitors: Distinct visitors
  • Conversions: Goal completions
  • Click-Through Rate: Average CTR
  • Top Source: Best performing source
  • Top Medium: Best performing medium
Visual Analytics:
  • Click trends graph
  • Source/medium breakdown
  • Geographic heat map
  • Device distribution
  • Time-based patterns

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Quick Actions

From Project Dashboard:
  • Create new link
  • Create from template
  • Bulk import links
  • View analytics
  • Manage folders
  • Configure settings
See latest links created in project:
  • Link name
  • Destination URL
  • Short URL
  • Created by
  • Creation date
  • Click count

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Project Activity

Recent activity in project:
  • Links created/edited
  • Templates used
  • Team member actions
  • Milestones reached

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Project Settings

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General Settings

Access:
  1. Select project
  2. Go to Settings → Project Settings
  3. Configure options
General Information:
  • Project name
  • Description
  • Status (Active/Archived)
  • Created date
  • Project owner
Default Settings:
  • Default folder for new links
  • Default tags
  • Default link expiration
  • Default shortener
  • QR code defaults

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UTM Rules Configuration

Project-Level UTM Rules: Project Rules:
  • Space character replacement
  • Force lowercase
  • Default link shortener
  • Prohibited values
Example Project Rules: 
Space Replacement: Underscore
Force Lowercase: Enabled
Default Shortener: go.yourbrand.com
Prohibited: test, temp, delete, xxx
Standardization Rules:
  • Auto-transform parameter values
  • Fix common typos
  • Standardize variations
  • Active/inactive toggle
Example Standardization: 
Rule 1: fb, Facebook → facebook
Rule 2: email, e-mail → newsletter
Rule 3: paid, ppc → cpc
Required Field Rules:
  • Minimum/maximum characters
  • Regex validation
  • Required parameters
  • Conditional requirements
Example Requirements: 
utm_campaign: Min 5 chars, Max 50 chars
utm_source: Regex ^[a-z_]+$
If utm_medium = "cpc": utm_term required
Learn more about UTM rules → Configure Shorteners:
  1. Go to Settings → Link Shortening
  2. Select default shortener for project
  3. Options:
    • Custom branded domain
    • Workspace default
    • No shortening
Custom Domain (Project-Specific):
  • Add project-specific domain
  • Configure DNS
  • Set as project default
  • All links use this domain
Example Use Case: 
Agency Project: Client A
Custom Domain: go.clienta.com
All Client A links use their branded domain
Learn more about custom domains →

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Team Management

Project Team:
  • View team members assigned to project
  • Add/remove members
  • Change member roles
  • Set permissions
Project Roles: Project Admin:
  • Full project access
  • Manage settings
  • Manage team
  • Delete project
Project Manager:
  • Create/edit links
  • Use templates
  • View analytics
  • Cannot change settings
Project Member:
  • Create own links
  • Use templates
  • View limited analytics
  • Cannot edit others’ links
Project Viewer:
  • View-only access
  • See links and analytics
  • Cannot create or edit
  • Good for clients or stakeholders
Adding Team Members:
  1. Go to Settings → Team
  2. Click Add Member
  3. Select from workspace members
  4. Assign role
  5. Save
Removing Team Members:
  1. Find member in list
  2. Click Remove
  3. Confirm removal
  4. Their links remain in project

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Folder Management

Project Folders:
  • Organize links within project
  • Nested folder support (if available)
  • Folder-level analytics
  • Easy filtering
Creating Folders:
  1. Go to Folders tab
  2. Click Create Folder
  3. Enter folder name
  4. Optional: Add description
  5. Save folder
Folder Settings:
  • Set default folder for new links
  • Folder color coding (if available)
  • Folder permissions (if available)
Learn more about folders →

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Project Templates

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Project-Specific Templates

Create Templates for Project:
  1. Go to Templates within project
  2. Click Create Template
  3. Configure template
  4. Set scope:
    • This project only: Private to project
    • Share with workspace: Available to all projects
  5. Save template
Example Project Templates: For Email Campaign Project: 
Template: Weekly Newsletter
utm_source: newsletter
utm_medium: email
utm_campaign: weekly_[week_number]_2024
utm_content: [variable]
For Paid Ads Project: 
Template: Facebook Ad
utm_source: facebook
utm_medium: cpc
utm_campaign: [campaign_name]
utm_term: [audience]
utm_content: [ad_variant]
For Client Project (Agency): 
Template: Client A - Social
utm_source: [platform]
utm_medium: social
utm_campaign: clienta_[campaign_name]
utm_content: [placement]

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Using Workspace Templates

Access Shared Templates:
  • Use workspace-level templates in project
  • Consistent across all projects
  • No need to recreate
Template Priority:
  1. Project-specific templates (shown first)
  2. Workspace templates (available to all)

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Project Analytics

View Individual Link Performance:
  1. Go to Links in project
  2. Click link to view details
  3. See comprehensive metrics
Metrics Available:
  • Total clicks
  • Unique visitors
  • Click timeline
  • Geographic data
  • Device breakdown
  • Browser information
  • Referrer sources
  • UTM parameter breakdown

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Project-Level Analytics

Aggregate Project Metrics:
  1. Go to Analytics in project
  2. View project dashboard
Available Reports:
  • Total performance metrics
  • UTM parameter analysis
  • Source/medium breakdown
  • Campaign comparison
  • Time-based trends
  • Geographic distribution
  • Device and browser stats
  • Conversion tracking

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Custom Reports

Create Project Reports:
  1. Go to Analytics → Reports
  2. Click Create Report
  3. Select metrics and dimensions
  4. Choose date range
  5. Apply filters
  6. Save report
Report Types:
  • Executive summary
  • Campaign performance
  • Channel effectiveness
  • ROI analysis
  • Team performance
Export Options:
  • CSV format
  • Excel
  • PDF
  • Scheduled email delivery

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Project Workflows

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Campaign Creation Workflow

Standard Process:
  1. Planning Phase:
    • Create project
    • Set up folders
    • Create templates
    • Assign team
  2. Link Creation:
    • Use templates
    • Create campaign links
    • Add to folders
    • Tag appropriately
  3. Review:
    • Check UTM parameters
    • Verify destinations
    • Test links
    • Generate QR codes (if needed)
  4. Launch:
    • Distribute links
    • Monitor real-time
    • Track performance
    • Respond to issues
  5. Optimize:
    • Analyze data
    • Adjust campaigns
    • A/B test
    • Report results

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Client Project Workflow (Agencies)

Agency Best Practices:
  1. Client Onboarding:
    • Create dedicated project
    • Set up custom domain (client’s)
    • Create client templates
    • Add team members
  2. Campaign Setup:
    • Client-specific folders
    • Branded short links
    • Custom UTM rules
    • Approval workflow
  3. Execution:
    • Create campaign links
    • Client preview/approval
    • Launch campaigns
    • Monitor performance
  4. Reporting:
    • Generate client reports
    • Schedule automated reports
    • Client dashboard access (viewer role)
    • Regular check-ins

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Seasonal Campaign Projects

E-commerce Example: 
Project: Black Friday 2024

Folders:
├── Pre-Launch Teasers
├── Early Access (VIP)
├── Black Friday Day
├── Cyber Monday
└── Extended Sale

Timeline:
- Oct 1: Create project
- Oct 15: Pre-launch links
- Nov 15: Early access links
- Nov 29: Black Friday links
- Dec 2: Cyber Monday links
- Dec 5: Archive project

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Project Organization Strategies

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By Campaign Type

Separate Projects for:
  • Email marketing campaigns
  • Social media campaigns
  • Paid advertising campaigns
  • Content marketing campaigns
  • Event promotions
Benefits:
  • Clear separation
  • Specialized settings
  • Focused analytics
  • Team specialization

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By Time Period

Quarterly or Monthly Projects: 
- Q1 2024 Campaigns
- Q2 2024 Campaigns
- Q3 2024 Campaigns
- Q4 2024 Campaigns
Benefits:
  • Easy period comparison
  • Clean archives
  • Clear timelines
  • Simplified reporting

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By Client (Agencies)

One Project Per Client: 
- Client A - Fashion Brand
- Client B - Tech Startup
- Client C - Restaurant Chain
Benefits:
  • Client isolation
  • Custom settings per client
  • Individual reporting
  • Clear ownership

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By Product Line

E-commerce/Multi-Product Companies: 
- Product Line A Marketing
- Product Line B Marketing
- Cross-Product Campaigns
Benefits:
  • Product-specific tracking
  • Separate budgets
  • Performance comparison
  • Resource allocation

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Archiving Projects

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When to Archive

Archive Projects When:
  • ✅ Campaign completed
  • ✅ Client work finished
  • ✅ Seasonal campaign ended
  • ✅ Testing phase complete
  • ✅ Project replaced by new version
Don’t Archive If:
  • ❌ Links still actively used
  • ❌ Ongoing campaign
  • ❌ Need to create more links
  • ❌ Current analytics review

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How to Archive

Archive Process:
  1. Go to Settings → Project Settings
  2. Find Status section
  3. Change status to Archived
  4. Add archive note (optional)
  5. Save changes
What Happens:
  • Project hidden from main list
  • All links continue working
  • Analytics still accessible
  • Can be restored anytime
  • Moved to Archived Projects section

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Accessing Archived Projects

View Archived:
  1. Go to Projects page
  2. Click Show Archived
  3. See all archived projects
  4. Click to view details
Restore Archived Project:
  1. Open archived project
  2. Go to Settings
  3. Change status to Active
  4. Save
  5. Project returns to main list

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Deleting Projects

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When to Delete

Only Delete If:
  • ⚠️ Test project no longer needed
  • ⚠️ Created by mistake
  • ⚠️ Completely obsolete
  • ⚠️ After exporting data
Important Warnings:
  • ❌ Deletes ALL links permanently
  • ❌ Deletes ALL analytics data
  • ❌ All short links stop working
  • ❌ Cannot be undone

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How to Delete

Deletion Process:
  1. Go to Settings → Project Settings
  2. Scroll to Danger Zone
  3. Click Delete Project
  4. Type project name to confirm
  5. Click Permanently Delete
Before Deleting:
  • ✅ Export all data
  • ✅ Notify team members
  • ✅ Verify no active campaigns
  • ✅ Check for linked resources
  • ✅ Archive instead if unsure

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Project Best Practices

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Naming Conventions

Include Key Information:
  • Client name (for agencies)
  • Campaign type
  • Time period
  • Product/service
Examples:
  • “Client: Acme Corp - Q1 2024”
  • “Email Marketing - Summer 2024”
  • “Product Launch - Widget Pro”
  • “Black Friday Sale 2024”

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Team Collaboration

Clear Roles:
  • Define who can do what
  • Document responsibilities
  • Regular team syncs
  • Clear communication
Documentation:
  • Project objectives in description
  • UTM naming standards
  • Folder organization
  • Contact information

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Regular Maintenance

Weekly:
  • Review new links
  • Check UTM compliance
  • Monitor performance
  • Address issues
Monthly:
  • Team review meeting
  • Analytics deep dive
  • Template updates
  • Folder cleanup
Project End:
  • Final report
  • Archive project
  • Export data
  • Lessons learned

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Troubleshooting

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Can’t Create Project

Possible Reasons:
  • Workspace plan limit
  • Insufficient permissions
  • Not workspace member
Solutions:
  • Check workspace plan
  • Request admin access
  • Contact workspace admin
  • Upgrade plan
Check:
  • Project not deleted
  • Links not expired
  • Shortener configured
  • Domain DNS correct
Solutions:
  • Verify project status
  • Check link settings
  • Test shortener
  • Review DNS configuration

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Analytics Not Showing

Possible Issues:
  • No clicks yet
  • Data sync delay
  • Filter applied
  • Date range incorrect
Solutions:
  • Wait for clicks
  • Allow 5-10 minutes for sync
  • Clear filters
  • Check date range

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Team Member Can’t Access

Verify:
  • Added to workspace
  • Added to project
  • Correct role assigned
  • Invitation accepted
Solutions:
  • Add to project team
  • Check permissions
  • Resend invitation
  • Verify email address

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Need Help?

For questions about project management, contact our support team or explore our comprehensive guides.