Managing a room (Room Details)

Room Details is where you actually build out a room — search, sort, and act on every item in it. Get here from Rooms & Zones → click a room.

The header

The header shows the room name, an on-track / approaching / over-budget status pill, and prev/next arrows so you can jump straight to the adjacent room without going back to Rooms & Zones. Click the chevron to collapse the budget stat row if you want more screen space.

The budget stats

Allocation by Item

The colour bar under the stats shows what share of the room's spend each item represents. "Total Shown" reflects whatever's currently filtered or searched — not necessarily the whole room — so don't read it as the room total if you've got a search or category filter active.

Finding items

• The search box searches item name and vendor.
• Category tabs on the left are generated from each item's tags. An item with no tag lands under Uncategorised. If nothing in the room has tags, you'll just see a single "Everything" list — that's expected, not a bug.
• Toggle between list and grid view — grid is a visual tile layout, useful for browsing product photos. Both views show exactly the same filtered/searched set of items, just laid out differently.

Acting on an item

Click the "…" on a row or tile to open its action menu:

• Propose to client (draft items only) — makes the item visible to the client and starts counting it toward budget.
• Mark approved / Mark declined (proposed items) — or Move back to proposed if you need to undo either.
• Use this option — for an item that's part of a group of alternatives, flags this one as the option that counts toward budget.
• Request a quote — asks a supplier for trade pricing. Available on Professional and Studio plans; on Starter it still shows in the menu but greyed out with an "Upgrade to send quote requests" hint rather than disappearing. See Requesting quotes from suppliers.
• Delete item — removes it from the room. We haven't confirmed whether this can be undone, so treat it as permanent for now — check with support before deleting something you might need back.

Client-portal visibility

Every row has an Include toggle that controls whether that specific item appears in the client's portal view — independent of its approval status. A draft item is never client-visible regardless of this toggle; Include only matters once an item is proposed or beyond.

Notes and comments on an item

Click a row (not the "…") to open the item's own drawer, which has two tabs: Details and Notes.

The Notes tab has a pinned "Item notes · private" box at the top — a free-text field only your studio ever sees, useful for anything you don't want to phrase as a message (a supplier's lead time quirk, a reminder to double-check a finish). It's separate from the conversation lanes below it, which switch between:

• Internal — a private note thread for your studio only. Works even before you've shared this project with anyone, and a client can never see it, no matter how many share links exist.
• Client — one lane per active share link on the project. With a single share, it's shown as one plain "Client" lane; with more than one (e.g. two contacts each with their own link), each gets its own lane so replies go to the right person. Anything you post here goes to that client and shows up in their portal.

A client comments from their own portal view (see The client portal); their comments — and your replies — appear in the matching lane here. Every note you post in the Internal lane carries a small "Internal" chip and a distinct background, so it's obvious at a glance that it never left your studio, even if the row is screenshotted on its own. If a project has never been shared, the Client lane shows as disabled with a prompt to share it first — Internal still works regardless.

FAQ

Why do I only see one category / no tabs? Tabs come from item tags. If no items in the room have a tag, you'll see one "Everything" list instead of tabs.

Why don't I see "Request a quote" as a live option? It's Professional-plan and above. On Starter it appears disabled with an upgrade hint rather than being hidden.

Does the grid view show different items than the list? No — same filtered/searched set, just a different layout.

Can my client see my private "Item notes" or the Internal lane? No. The pinned "Item notes · private" field and the Internal lane on the Notes tab never leave your studio — there is no path for either to reach the portal, regardless of how the item is shared.

What happens to a deleted item's history — invoices, past budget snapshots? We don't have a confirmed answer on this yet. If it matters for a client's records, check with support before deleting rather than assuming it's fully reversible.