Engagements

The engagement is the central unit of work in Servantium. Create, scope, quote, staff, and deliver every project from one record—from first conversation through final invoice.

The engagement is the central unit of work in Servantium. Every client project lives inside an engagement, from the initial lead through delivery and close-out. Engagements hold your notes, quotes, documents, and resource plans in one place.

Creating an engagement

Click Create Engagement in the top navigation bar (or tap the + button on mobile).
A dialog appears. If your organization has engagement templates configured, select a type. Otherwise, you can start from scratch.
Enter a name for the engagement. Note: If your organization has auto-numbering enabled for engagements, this field will be read-only and automatically populated with the next sequential number.
Click Create. You are navigated directly to the new engagement’s workspace.
Link an account (client company) and contact on the Info tab, and fill in any template-specific fields.
Add notes from your discovery conversations. These notes power the AI features that help with similar matching and quote generation later.

Tip

Start by adding notes before you build a quote. Servantium uses your notes to find similar past engagements and to generate AI-assisted quotes. The more context you provide, the better the results.

The engagement workspace

When you open an engagement, you see a tabbed workspace. Tabs appear dynamically based on what data exists for the engagement.

Info tab

The Info tab is always visible. It contains:

Name — The engagement’s display name, visible in the dashboard and engagement list.
Account — The client company. Select from existing accounts or create a new one inline.
Contact — The primary contact at the client. Contacts belong to accounts, so select an account first.
Type — The engagement template (if one was selected at creation). Changing the template updates the custom fields displayed below.
AI Context Extraction — When a template is selected and notes exist, click the AI icon next to the Type dropdown to have AI read your notes and auto-fill the template fields.
Custom fields — Template-driven fields that vary by engagement type. These can include text fields, chip selectors (single or multi-select), sliders, nested templates, and image selectors.

Similars tab

The Similars tab appears once you have notes on the engagement. It shows past engagements that are semantically similar to the current one, found through vector search on note embeddings.

Each similar engagement displays as a summary card with the engagement name, account, and key details. Use these to:

Reference how you priced comparable work
See what resources were assigned to similar projects
Learn from delivery outcomes on past engagements

Notes tab

The Notes tab shows all notes attached to the engagement, sorted by date. Notes are the raw context from every client interaction. See the Notes & AI guide for full details.

Quotes tab

The Quotes tab lists all quotes for this engagement. Click a quote to open the full quote editor. See the Quotes & Pricing guide for full details.

Documents tab

The Documents tab lists all generated documents (PDFs). Click a document to view it in the built-in PDF viewer. See the Documents guide for full details.

Resource Plans tab

The Resource Plans tab shows staffing plans linked to this engagement. See the Resource Planning guide for full details.

Engagement statuses

Engagement status is tracked in the data field and displayed as a status chip throughout the app.

Status	Meaning
Draft	Work in progress, not yet presented to client
Active	Won and in delivery
On Hold	Paused, will resume later
Completed	Delivered and closed out
Lost	Did not win the engagement

Engagement templates

Templates define the structure of an engagement type. They are managed in Settings > Engagement Templates and include:

Name — A descriptive label (e.g., “Salesforce Implementation,” “Staff Augmentation”).
Custom fields — A configurable set of fields that capture type-specific data. Field types include:
- Text — Free-form text with configurable line count
- Chip selector — Single or multi-select from predefined options
- Slider — Numeric value within a min/max range
- Nested template — Embeds another template’s fields
- Image selector — Choose from predefined image options

Templates can also be generated or modified using AI. Provide natural language instructions describing the engagement type, and Servantium generates the field configuration.

Tip

When you select a template on an existing engagement, the custom fields appear immediately. You can switch templates at any time — the engagement’s data map stores all field values.

Tags and organization

Engagements support tags for cross-cutting categorization. Tags are organized into color-coded categories (managed in Settings) and can be applied to engagements, resources, quotes, and other objects.

Use tags to filter and group engagements in the main engagement list — for example, by industry, service line, or priority level.

The engagement list

The main Engagements screen (accessible from the sidebar) shows a sortable, filterable table of all engagements in your organization. Columns include:

Column	Description
Engagement	Name of the engagement
Client	Linked account name
Status	Current status chip
Last Modified	Relative timestamp (e.g., “3 days ago”)
Value	Sum of all quote totals for this engagement