Projects
Projects are managed by users with the manager role, from the Projects icon in the navigation bar. Administrators who are not also managers do not see this screen.
A project ties together a vendor, a client, the work to be done (service lines), the people who do it (consultants) and the people who oversee it (project managers).
Before you start
- The vendor and client are companies. They must exist first, and the vendor must be flagged as a vendor. Ask an administrator to create them if needed.
- Consultants and project managers are users holding the consultant and manager role respectively.
The project list
The list shows active projects, 50 per page, with Previous and Next controls and the columns Name, Status, Client, Project Type and Creation Date. Use New to create a project, and each row's Actions menu to edit, duplicate or delete it.
The Only see my projects switch next to the search box is on every time you open the screen: the list then shows only the projects you are listed on as a project manager, whatever their status. Turn it off to see every project. A project you create does not appear in your projects until you add yourself as one of its project managers.
Project fields
| Field | Notes |
|---|---|
| Name | Required. Not required to be unique. |
| Vendor | An active company flagged as a vendor. |
| Client | Any active company. It can be the same company as the vendor. |
| Invoicing currency | Chosen from the enabled currencies. |
| Type | Time & Material, Fixed Price or Capped T&M. It is recorded with the project and does not change how hours are tracked. |
| Status | Draft, Active or Closed. |
Status
| Status | Effect |
|---|---|
| Draft | Being prepared. Its service lines are not offered to consultants on their timesheet. |
| Active | Consultants can add its service lines and log hours. |
| Closed | Read-only: header, managers, service lines and documents cannot be changed. Hours remain visible and reportable. Only the status can be changed, so you can reopen it. |
You can move between any two statuses.
Project managers
Below the header fields, pick the users who manage this project. They are chosen from users who hold the manager role; selections appear as chips and are saved together with the project. Being listed grants nothing extra, since every manager can work on every project: it decides which projects Only see my projects shows, on this screen and in Reporting. A project may have none.
Service lines
A service line is a unit of work on a project. Each has:
- an optional name (not required to be unique),
- a quantity greater than zero, a unit (Hours, Days or Each) and a unit price of zero or more in the project's currency,
- the consultants assigned to it.
The table shows each line's value as quantity times unit price, and the project's total.
Assignment decides who can log hours: a consultant sees and can add a service line on their timesheet only when they are assigned to it and its project is Active. Removing a consultant from a line removes the assignment only; the hours they logged stay.
Editing and deleting a line
| Project status | Add and edit | Delete |
|---|---|---|
| Draft | Free | A line with no logged time is removed; one with logged time is deactivated (hidden, history kept). |
| Active | Free | Allowed only while no time has been logged on it (a locked zero-hour placeholder counts as logged). |
| Closed | Not allowed | Not allowed |
Supporting documents
Under the service lines, the Supporting Documents section keeps files related to the project. Only users with the manager role can list, upload, tag, download and delete them.
- Upload with the Upload File button. The file must be within the size limit set for the installation (10 MiB by default) and of an accepted type; other files are rejected.
- Tag a document from the fixed list: contract, purchase order, statement of work, proposal, master service agreement, non-disclosure agreement, invoice, addendum.
- A closed project's documents stay downloadable but cannot be changed.
Duplicate and delete
- Duplicate creates a new project in Draft status from an existing one (even a closed one), copying the name, vendor, client, currency, type, project managers and every active service line with its assigned consultants. Supporting documents and their tags are not copied.
- Delete asks for confirmation and deactivates the project. It disappears from the list and cannot be restored from the application.