Project Management

Overview

Projects in Xenia group related tasks together for coordinated execution. They’re ideal for:

Multi-step work that spans multiple assignees or locations
Recurring work programs (daily rounds, weekly audits)
Asset-based maintenance programs
Role-based task distribution

Projects require the PROJECTS feature to be enabled for your workspace.

Project Types:

User Projects: Assign tasks to specific users
Asset Projects: Create tasks for each asset
Role Projects: Distribute tasks based on user roles and locations

Create a Project

User-Based Project

Create a project that assigns tasks to specific users.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/tasks" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Weekly Safety Rounds",
    "description": "Complete weekly safety inspection at assigned locations",
    "isProject": true,
    "projectType": "user",
    "assignees": ["user-uuid-1", "user-uuid-2", "user-uuid-3"],
    "recurringTask": true,
    "recurringByEvery": "weekly",
    "intervalWeek": [1],
    "startTime": "08:00",
    "dueTime": "12:00",
    "timezone": "America/New_York",
    "ChecklistId": "safety-checklist-uuid",
    "isChecklistRequired": true,
    "notification": {
      "email": true,
      "push": true
    }
  }'

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "project-uuid",
    "title": "Weekly Safety Rounds",
    "type": "user",
    "state": "creating",
    "isPaused": false,
    "entityIds": ["user-uuid-1", "user-uuid-2", "user-uuid-3"],
    "isSchedulesProject": true,
    "recurringByEvery": "weekly",
    "CreatedBy": "creator-uuid",
    "createdAt": "2024-12-20T10:00:00Z"
  },
  "message": "We are setting up your project, Please check back shortly"
}

Project creation is asynchronous. The state will be creating initially and transition to ready once all schedules are generated.

Asset-Based Project

Create a project that generates tasks for each specified asset.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/tasks" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Monthly HVAC Maintenance",
    "description": "Perform monthly preventive maintenance on HVAC units",
    "isProject": true,
    "projectType": "asset",
    "assets": ["hvac-uuid-1", "hvac-uuid-2", "hvac-uuid-3"],
    "recurringTask": true,
    "recurringByEvery": "monthly",
    "recurringOnDay": 1,
    "startTime": "08:00",
    "dueTime": "17:00",
    "timezone": "America/New_York",
    "ChecklistId": "hvac-maintenance-checklist-uuid",
    "isChecklistRequired": true
  }'

Role-Based Project

Create a project that distributes tasks based on user roles.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/tasks" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Daily Opening Checklist",
    "description": "Complete opening procedures",
    "isProject": true,
    "projectType": "role",
    "assigneesRoles": {
      "creationType": "CREATE_TASKS_BY_LOCATION",
      "roles": ["shift-supervisor-role-uuid"]
    },
    "recurringTask": true,
    "recurringByEvery": "daily",
    "startTime": "06:00",
    "dueTime": "08:00",
    "timezone": "America/New_York",
    "ChecklistId": "opening-checklist-uuid",
    "isChecklistRequired": true
  }'

Role Assignment Types:

Type	Description
`CREATE_SEPARATE_TASK_USER_WISE`	One task per user with the role
`CREATE_TASKS_BY_LOCATION`	One task per location with users having the role

List Projects

Get All Projects

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects?detailed=true" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Query Parameters:

Parameter	Type	Description
`detailed`	boolean	Include analytics and statistics
`all`	boolean	Include all projects (bypass user filtering)

List Projects with Filters

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "offset": 0,
    "limit": 20,
    "searchText": "safety",
    "sortField": "createdAt",
    "sortOrder": "DESC",
    "status": "ACTIVE"
  }'

Request Body:

Field	Type	Description
`offset`	number	Pagination offset (default: 0)
`limit`	number	Items per page (default: 10)
`searchText`	string	Search in title/description
`sortField`	string	Field to sort by (default: `createdAt`)
`sortOrder`	string	`ASC` or `DESC` (default: `DESC`)
`status`	string	`ALL`, `ACTIVE`, `PAUSED`, `EXPIRED`
`advanceFilters`	object	Additional filter criteria

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "projects": [
      {
        "id": "project-uuid",
        "title": "Weekly Safety Rounds",
        "type": "user",
        "state": "ready",
        "isPaused": false,
        "recurringByEvery": "weekly",
        "entityIds": ["user-uuid-1", "user-uuid-2"],
        "statistics": {
          "totalSchedules": 3,
          "activeSchedules": 3,
          "completedTasks": 45,
          "overdueCount": 2,
          "completionRate": 95.7
        },
        "nextInstanceDate": "2024-12-23T08:00:00Z",
        "createdAt": "2024-12-01T10:00:00Z"
      }
    ],
    "meta": {
      "total": 8,
      "offset": 0,
      "limit": 20
    }
  }
}

Get Project Details

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "project-uuid",
    "title": "Weekly Safety Rounds",
    "description": "Complete weekly safety inspection at assigned locations",
    "type": "user",
    "state": "ready",
    "isPaused": false,
    "entityIds": ["user-uuid-1", "user-uuid-2", "user-uuid-3"],
    "recurringTask": true,
    "recurringByEvery": "weekly",
    "intervalWeek": [1],
    "startTime": "08:00",
    "dueTime": "12:00",
    "timezone": "America/New_York",
    "Checklist": {
      "id": "checklist-uuid",
      "title": "Safety Inspection Checklist"
    },
    "isChecklistRequired": true,
    "isEditable": true,
    "NextTask": {
      "id": "next-task-uuid",
      "startDate": "2024-12-23T08:00:00Z"
    },
    "ActiveTask": null,
    "statistics": {
      "totalSchedules": 3,
      "activeSchedules": 3,
      "totalTasks": 48,
      "completedTasks": 45,
      "missedTasks": 3,
      "completionRate": 93.75
    },
    "CreatedBy": {
      "id": "creator-uuid",
      "fullName": "Admin User"
    },
    "createdAt": "2024-12-01T10:00:00Z",
    "updatedAt": "2024-12-20T15:00:00Z"
  }
}

Get Active Tasks

Get currently active tasks for a project.

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/active/tasks" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "project": {
      "id": "project-uuid",
      "title": "Weekly Safety Rounds"
    },
    "activeTasks": [
      {
        "id": "task-uuid-1",
        "taskNumber": "T-2024-001250",
        "taskStatus": "In Progress",
        "Assignee": {
          "id": "user-uuid-1",
          "fullName": "John Smith"
        },
        "startDate": "2024-12-20T08:00:00Z",
        "dueDate": "2024-12-20T12:00:00Z"
      },
      {
        "id": "task-uuid-2",
        "taskNumber": "T-2024-001251",
        "taskStatus": "Open",
        "Assignee": {
          "id": "user-uuid-2",
          "fullName": "Jane Doe"
        },
        "startDate": "2024-12-20T08:00:00Z",
        "dueDate": "2024-12-20T12:00:00Z"
      }
    ]
  }
}

Edit Project

Update project configuration. Changes apply to future task instances.

curl -X PATCH "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/edit" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Updated Weekly Safety Rounds",
    "description": "Updated description",
    "dueTime": "14:00",
    "priority": "High",
    "notification": {
      "email": true,
      "push": true,
      "sms": false
    }
  }'

Editable Fields:

title, description, additionalDescription
startTime, dueTime
priority
notification
assignees (for user projects)
ChecklistId, isChecklistRequired
endDate

You cannot change the recurrence pattern (recurringByEvery, intervalWeek) or project type after creation.

Manage Project State

Pause Project

Temporarily stop generating new task instances.

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/toggle-pause" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response (Paused):

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "project-uuid",
    "isPaused": true
  },
  "message": "Project has been paused"
}

Resume Project

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/toggle-pause" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response (Resumed):

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "project-uuid",
    "isPaused": false
  },
  "message": "Project has been resumed"
}

This endpoint toggles the pause state. Call once to pause, call again to resume.

End Project

Permanently stop the project. No new tasks will be generated.

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/end" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": null
}

Ending a project is permanent. All schedules are ended and no new tasks will be created. Existing tasks remain.

Add Schedule to Project

Add a new entity (user, asset, or location) to an existing project.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/add-schedule" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "entityId": "new-user-uuid"
  }'

Request Body:

Field	Type	Description
`entityId`	string	User ID (for user projects), Asset ID (for asset projects), or Location ID (for role projects)

Response:

{
  "status": "success",
  "code": 200,
  "data": {},
  "message": "Project is updating, Check back shortly"
}

Project Access Control

Manage who can view and manage a project.

Set Project Access

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/access" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "access": ["user-uuid-1", "user-uuid-2", "role-uuid", "team-uuid"]
  }'

Request Body:

Field	Type	Description
`access`	string[]	Array of user, role, or team IDs to grant access

This replaces the entire access list. Include all entities that should have access.

Project Analytics

Get Task Analytics

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/tasks/analytics" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{}'

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "totalTasks": 96,
    "completedTasks": 90,
    "missedTasks": 4,
    "inProgressTasks": 2,
    "completionRate": 93.75,
    "averageCompletionTime": "2.5 hours",
    "byAssignee": [
      {
        "assignee": "John Smith",
        "completed": 30,
        "missed": 2,
        "completionRate": 93.75
      },
      {
        "assignee": "Jane Doe",
        "completed": 32,
        "missed": 0,
        "completionRate": 100
      }
    ]
  }
}

Get Schedule Analytics

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}/schedules/analytics" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{}'

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "totalSchedules": 3,
    "activeSchedules": 3,
    "pausedSchedules": 0,
    "endedSchedules": 0,
    "schedules": [
      {
        "id": "schedule-uuid-1",
        "assignee": "John Smith",
        "status": "active",
        "instancesGenerated": 16,
        "nextInstance": "2024-12-23T08:00:00Z"
      },
      {
        "id": "schedule-uuid-2",
        "assignee": "Jane Doe",
        "status": "active",
        "instancesGenerated": 16,
        "nextInstance": "2024-12-23T08:00:00Z"
      }
    ]
  }
}

Delete Project

curl -X DELETE "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/projects/{projectId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "message": "Project has been deleted"
}

Deleting a project removes all associated schedules and tasks. This cannot be undone.

Project States

State	Description
`creating`	Project is being set up, schedules generating
`ready`	Project is active and operational
`updating`	Project is being modified
`expired`	Project has ended

Common Workflows

Multi-Location Inspection Program

Asset Maintenance Program

#!/bin/bash
# Create asset maintenance project

WORKSPACE_ID="your-workspace-uuid"

# Get all HVAC assets
ASSETS=$(curl -s -X POST "https://api.xenia.team/api/v1/mgt/workspaces/${WORKSPACE_ID}/assets" \
  -H "x-client-key: YOUR_KEY" \
  -H "x-client-secret: YOUR_SECRET" \
  -H "workspace-id: ${WORKSPACE_ID}" \
  -H "Content-Type: application/json" \
  -d '{"type": "hvac"}' | jq -r '[.data[].id]')

# Create maintenance project for all HVAC units
curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/${WORKSPACE_ID}/tasks" \
  -H "x-client-key: YOUR_KEY" \
  -H "x-client-secret: YOUR_SECRET" \
  -H "workspace-id: ${WORKSPACE_ID}" \
  -H "Content-Type: application/json" \
  -d "{
    \"title\": \"Quarterly HVAC Maintenance\",
    \"description\": \"Preventive maintenance for HVAC units\",
    \"isProject\": true,
    \"projectType\": \"asset\",
    \"assets\": ${ASSETS},
    \"recurringTask\": true,
    \"recurringByEvery\": \"quarterly\",
    \"recurringOnDay\": 1,
    \"timezone\": \"America/New_York\",
    \"ChecklistId\": \"hvac-checklist-uuid\",
    \"isChecklistRequired\": true
  }"

Best Practices

Choose the right project type

User projects: When you know specific individuals who should do the work
Asset projects: For equipment-based maintenance programs
Role projects: For location-based work where any user with the role can complete it

Attach checklists for consistency

Require checklist completion (isChecklistRequired: true) to ensure standardized data collection across all project tasks.

Monitor completion rates

Regularly check project analytics. Low completion rates may indicate staffing issues, unrealistic schedules, or training needs.

Use pause for temporary stops

If a project needs to be temporarily halted (holiday season, construction period), use pause instead of ending it.

Add schedules incrementally

When new users, assets, or locations need to be included, use the add-schedule endpoint rather than recreating the project.

Set appropriate access

Configure project access so only relevant managers and supervisors can view and manage the project.

Permissions

Action	Required Permission
Create project	`CAN_MANAGE_TASKS`
View projects	— (access controlled)
Edit project	`CAN_EDIT_PROJECT`
Pause/Resume	`CAN_PAUSE_RESUME_PROJECT`
Delete project	`CAN_DELETE_PROJECT`
Manage access	`CAN_EDIT_PROJECT`

Task Management - Individual task operations
Task Scheduling - Recurring task configuration
Template Management - Create checklists for projects
Asset Management - Manage assets for asset projects

Getting Started

Workflows

Integrations

Overview

Create a Project

User-Based Project

Asset-Based Project

Role-Based Project

List Projects

Get All Projects

List Projects with Filters

Get Project Details

Get Active Tasks

Edit Project

Manage Project State

Pause Project

Resume Project

End Project

Add Schedule to Project

Project Access Control

Set Project Access

Project Analytics

Get Task Analytics

Get Schedule Analytics

Delete Project

Project States

Common Workflows

Multi-Location Inspection Program

Asset Maintenance Program

Best Practices

Permissions

Getting Started

Workflows

Integrations

​Overview

​Create a Project

​User-Based Project

​Asset-Based Project

​Role-Based Project

​List Projects

​Get All Projects

​List Projects with Filters

​Get Project Details

​Get Active Tasks

​Edit Project

​Manage Project State

​Pause Project

​Resume Project

​End Project

​Add Schedule to Project

​Project Access Control

​Set Project Access

​Project Analytics

​Get Task Analytics

​Get Schedule Analytics

​Delete Project

​Project States

​Common Workflows

​Multi-Location Inspection Program

​Asset Maintenance Program

​Best Practices

​Permissions

​Related Guides

Overview

Create a Project

User-Based Project

Asset-Based Project

Role-Based Project

List Projects

Get All Projects

List Projects with Filters

Get Project Details

Get Active Tasks

Edit Project

Manage Project State

Pause Project

Resume Project

End Project

Add Schedule to Project

Project Access Control

Set Project Access

Project Analytics

Get Task Analytics

Get Schedule Analytics

Delete Project

Project States

Common Workflows

Multi-Location Inspection Program

Asset Maintenance Program

Best Practices

Permissions

Related Guides