Project Description

A Project, in it’s simplest form, is a collection of tasks, files, and messages, all related to a single particular goal. You could create a Project for a new website that you are designing for a client. Maybe a client wants you to design a new logo for them; that could be it’s own Project. Within each Project, you will have individual tasks, that can each be assigned to different users. Additionally, files can be shared inside each Project, and messages can be sent both to the Project’s assigned client, as well as to the various other assigned users (such as your employees who are working on the Project).

Creating A New Project

To create a new Project, simply navigate to Planning–>Projects, and click the + button

ProjectAddNewButton

From this page, you have several fields and options to fill out to create your Project.

ProjectAddNew

Name

This will be the name of the Project, which will be displayed in the table at Planning–>Projects. All users who are assigned to a Project (including clients) will see the Project name.

Description

This will be the description of the Project, which will be visible when from the individual “Manage Project” dashboard. All users who are assigned to a Project (including clients) will see the Project description.

Client

Use this field to select your desired client that will be assigned/related to the Project. Alternatively, if the desired client doesn’t exist in your installation yet, you can use the + button next to the field to add a new client. This will bring up a “Add Quick Client” overlay, with just a few fields that will allow you to quickly create a new client.

ProjectAddNewClientButton
ProjectAddNewClientModal

Once the new client is created, they will be automatically assigned to the new Project you are creating.

Leader

This field will designate the “Project Leader” for this Project. The Project Leader will manage all “Questions” and task approvals/completions within the Project. The Project Leader can be any Admin or Project Manager that exists in your installation.

Assigned to the Project

Use these fields to assign various internal users to the Project. This would include the Master Account user, Admins, Project Managers, Teammates, and/or Salespersons. In order to assign a task to a user inside a Project, that user will need to be assigned to the Project itself, which can be done here.

When assigning users to a Project, you have two options. You can either assign individual users directly to the Project, simply by clicking inside the blank box on the right side. Alternatively, you can use the “Select Team” dropdown box on the left to assign entire groups of users at once (You can find out more about Teams elsewhere in the documentation). These two assignment methods can be used in tandem, meaning that if you assign a Team to a Project, you can then add-on individual users to the Project, in addition to the previously assigned Team users.

As a side note, your own account (that you are logged-in as) will not appear as selectable in this dropdown field, as you will automatically be assigned to Project you create.

Estimated Completion Date

Clicking this field will bring out a datepicker calendar, which will allow you to set a date of estimated completion for this Project. This date will appear as the “Due Date” in the table at Planning–>Projects, among other places. All users who are assigned to a Project (including clients) will be able to see this date.

Business Sector

Use this field to optionally assign this Project to a desired Business Sector. Please refer to the FAQs “What is a Business Sector?” and “How do I create a new Business Sector?” for more information regarding Business Sectors. All users who are assigned to a Project (including clients) will be able to see the Project’s assigned Business Sector.

Estimated Value of Project

Use these fields to optionally set the estimated value of the Project, by first selecting a currency from the dropdown box on the left, and then entering a numerical value in the box on the right. All users who are assigned to a Project (including clients) will be able to see the Project’s estimate value.

When the Project details are filled out to your liking, simply select “Create” to save the Project. The Project will be immediately viewable to all assigned users, and the users will also receive email notification regarding the new Project.

Project Template

Use this dropdown to optionally apply a Project Template to your new Project. You can read more about Project Templates in the corresponding section further below.

Managing A Project

To manage an existing Project, simply navigate to Planning–>Projects, and select “Manage” from the Options dropdown for the particular Project. You can also alternatively use the “Manage Project” dropdown box in the top-right to quickly jump to a particular Project’s dashboard. Also, you can simply click the row containing the desired Project in the table.

ProjectManageButton

Either method will take you to a separate dashboard for the Project. From here you will be able to manage tasks, upload files, and communicate with the client and your team.

ProjectManage

TASKS

To manage Tasks within a Project, you will want to navigate to the “Tasks” tab on the Manage Project Dashboard. This will bring you to a new page, where you can view and manage existing tasks, as well as create new tasks.

ProjectManageTasks

When creating a new Task, you will have several fields to fill out.

ProjectAddNewTask

Assigned User

Use this field to assign the desired user to the Task. Only users who are assigned to the Project itself will be displayed in this field, and only certain user roles. Tasks can only be assigned to Clients, Teammates, Salespersons, Freelancers, Project Managers, Admins, and the Master Account. Tasks cannot be assigned to Leads, Prospects, or Office Managers.

Title

This will be the name of the Task, which will be displayed in various places throughout the installation. All users who are able to view a Task will be able to see the title.

Est Time

This is the amount of time (in hours, rounded to the nearest 1 decimal point) that you anticipate the Task will take to complete. This can be modified after the Task is created, and it used as a data point in tracking the size and scope of a Project.

Time Spent

This is the amount of time (in hours, rounded to the nearest 1 decimal point) that was actually spent completing a Task. This can be modified after the Task is created, and it used as a data point in tracking the amount of labor that went into a Project.

Description

This will be the description of the Task, which will be displayed in various places throughout the installation. All users who are able to view a Task will be able to see the description.

Tags

Tags can be custom text labels that you can use to organize your Tasks. You can add multiple Tags to a Task by separating them using commas. Once a Tag has been created, it can be used in the filters of the Task list to easily locate the desired Tasks.

Priority

Use this field to set the desired priority for the Task. By default, the priority will be set to “Normal”, with the option to change to “Low”, “High”, or “Urgent” as you deem appropriate. The selected priority will determine what color the Task is tagged with in the Tasks table, as well as affect sorting of the Tasks using filters. All users who are able to view a Task will be able to see the priority. Additionally, you can create your own custom Task priorities from the menu at Settings–>Content–>Categories

Type

Use this field to optionally set a Type for the Task, allowing you to essentially categorize Tasks based on your needs. Task Types can be searched in the filters of the main Tasks table. Additionally, you can create your own custom Task types from the menu at Settings–>Content–>Categories

Status

Use this field to convey the Status of the Task, which by default is set to “Open”. You can change the Status manually (to “Working”, for example), and additionally certain actions you take will automatically change the Status (such as marking a Task as “Complete”). Additionally, you can create your own custom Task statuses from the menu at Settings–>Content–>Categories

Sprint

Use this field to optionally assign the Task to a pre-existing Sprint. You can find more information regarding Sprints elsewhere in this documentation.

Followers

If a user is set as a Follower on a Task, they will receive all of the normal email notifications related to the Task, as well as be able to view the Task when viewing a Project, but they will not technically be the “Assignee” of the Task. Additionally, the Task will not appear in their MyTasks list.

Due Date

Use this field to communicate a desired due date for the Task. For whomever the Task is assigned to, this due date will act as their “goal post” for when to have the Task completed. All users who are able to view a Task will be able to see the due date.

Recurring Tasks

When setting the due date for a Task, you also have the option to set the Task to be recurring, by clicking the “Set as recurring task” link below the Due Date field. This will open an additional set of fields, which you can use to set often the Task recurs, for how long, and when it starts. Once saved, the initial Task will be created, and then new Tasks will be created based on the recurring schedule you set.

Once a Task is created, you can perform various actions on it using the “Options” dropdown boxes from the main Tasks table, and from the “View” option.

View

Viewing a Task allows you to get a quick look at it’s details in this pane, including the assigned user, due date, etc. You can use this option when you simply want to verify a detail about a Task.

Edit

Editing a Task allows you to modify all of the original Task settings and details, including it’s name, description, assigned user, due date, priority, and assigned Sprint. Additionally, the Status of the Task can be edited.

Complete

Completing a Task will change it’s status to “Completed”, and will remove it from the normal Task list view. The status of a Task can be changed at any time, even after being marked complete, so this action can be undone if performed by mistake.

Duplicate

Use this option to quickly and easily create a new Task that is a copy of the existing Task. When Duplicate is selected, the Add New Task form will open, with all of the fields already filled out based on the existing Task (with the one exception being the Title, which will have “Copy Of” in front of the Task name). You can modify any of the fields/parameters (including the assigned user), and then click Add to easily create a new Task.

Manage Files

If you would like to upload files specifically for a Task, this can be done using the “Manage Files” option. This will open a side-pane displaying any previously uploaded files, as well as large upload button that can be used to upload new files to the Task. Files that are uploaded from this page will automatically be accessible to the assignee of the Task itself. These files will also be visible (to the user who is assigned to the Task) from the main “Files” dashboard.

Delete

Deleting a Task will completely remove it from the app. There is no undo for this action, so you will want to make absolutely certain you want to delete a Task before confirming this action.

Invoice

With each Task, you have the option to convert the Task to an Invoice Item, in a similar manner to converting Timers to Invoice Items. When you select the “Invoice” dropdown option for a Task, you will be presented with several options for adding the Task as an Item to either a New Invoice, Existing Invoice, New Accumulating Profile, or Existing Accumulating Profile.

TaskInvoicingModal

Once you make your selection, you will be automatically taken to the edit Invoice/Profile page, where you can set the desired rate and quantity for the newly added Items.

Subtasks

If you would like to break down a Task into smaller, more manageable segments, you can create Subtasks from the main Task “View” menu. This feature allows you to divide the portions of a Task into smaller segments, helping the assigned user to more effectively manage their time and assigned work. Essentially, the main Task becomes the “parent” of it’s Subtasks. Creating a new Subtask is similar to creating a “to-do list” for the main Task, where each Subtask is essentially a simple text field. You can add multiple Subtasks at once from the “View” option in the main Task. Once a Subtask is created, it will appear in a list on the main Task view, and you can mark the Subtask as “complete” by simply checking the box. You can also drag-n-drop Subtasks to rearrange their order within this Task view page.

SPRINTS

A Sprint is a grouping of Tasks, that in turn make up a Project as a whole. Sprints can be used to break up your Projects into smaller, more easily tracked segments, consisting of small groups of related and linked Tasks. When creating a new Sprint, you can define it’s title, description, due date, and assigned Tasks. Once a Sprint has been created, Tasks can be assigned and unassigned from a Sprint freely.

To create a new Sprint, simply click the + button from the “Sprints” tab.

SprintAddNewButton

This will display a form in the right side-pane, with several fields to fill out.

SprintAddNew

Title

This will be the name of the Sprint, which will be displayed in various places throughout the installation. All users who are able to view a Sprint will be able to see the title.

Description

This will be the description of the Sprint, which will be displayed in various places throughout the installation. All users who are able to view a Sprint will be able to see the description.

Due Date

Use this field to communicate a desired due date for the Sprint. A Sprint’s due date will not affect the due date of the individual Tasks that are assigned to a Sprint, but it will help to have a “goal post” to work towards for each Sprint. All users who are able to view a Sprint will be able to see the due date.

Once a Sprint has been created, you will be able to manage it’s assigned Tasks, along with other details, using the Options dropdown.

SprintOptionsDropdown

View

Viewing a Sprint allows you to get a quick look at it’s details in the right side-pane, including the assigned tasks, due date, etc. You can use this option when you simply want to verify a detail about a Sprint.

Edit

Editing a Sprint allows you to modify all of the original Sprint settings and details, including it’s title, description, and due date.

Manage Tasks

You can assign/unassign the Tasks inside a particular Sprint using the “Manage Tasks” option. This option will bring up a grid of Tasks in this right-side pane, allowing you to check/uncheck Tasks to change their assignment to a particular Sprint.

Delete

Deleting a Sprint will completely remove it from the app. There is no undo for this action, so you will want to make absolutely certain you want to delete a Sprint before confirming this action.

FILES

From the Files menu inside a Project, you will be able to manage and upload files associated with the particular Project. Files that are uploaded here will automatically be available for download/viewing for any users who are assigned to this Project (including clients). Files that are visible from this menu will also be displayed (for the appropriate permissioned users) from the main “Files” menu (under the “Project Management Files” tab). You can download or delete any file in this menu, as well as upload a new file using the upload button in the top-left.

ProjectFiles

TEAM TALK

Team Talk is essentially an individual Project message board, where Teammates, Project Managers, and Admins can discuss details of a Project. This is in contrast to “Client Talk” which is only for communication between Clients and Admins/Managers. The essential difference here is who can access which tab.
-Clients will have access to Client Talk only.
-Teammates and Salespersons will have access to Team Talk only.
-Project Managers and Admins will have access to both Team Talk AND Client Talk.
-Freelancers do not have access to either Team Talk OR Client Talk.

From this menu, you will be able to create a new Team Talk message by clicking the + button. Additionally, you can view and reply to existing messages using the Options dropdown next to the desired message.

ProjectTeamTalk

CLIENT TALK

Client Talk is essentially an individual Project message board, where Clients, Project Managers, and Admins can discuss details of a Project. This is in contrast to “Team Talk” which is only for communication between Teammates and Admins/Managers. The essential difference here is who can access which tab.
-Clients will have access to Client Talk only.
-Teammates and Salespersons will have access to Team Talk only.
-Project Managers and Admins will have access to both Team Talk AND Client Talk.
-Freelancers do not have access to either Team Talk OR Client Talk.

From this menu, you will be able to create a new Client Talk message by clicking the + button. Additionally, you can view and reply to existing messages using the Options dropdown next to the desired message.

ProjectClientTalk

Project Templates

Project Templates essentially allow you to “pre-create” a Project, complete with Tasks and Sprints, and then optionally “apply” that template whenever you create a new Project. When a template is applied on a new Project, the predefined Tasks and Sprints are automatically generated, assigned to the appropriate user, and due dates are dynamically generated based on your settings.

To create a new Project Template, simply navigate to Planning–>Project Templates, and click the + button.

ProjectTemplatesButton

When you create a new Project Template, you will simply name it and save, and then you will be able to further manage it using the “Manage” option in the Options dropdown button, or by simply clicking the table row containing the desired Project Template.

PROJECT TEMPLATE – TASKS

When creating a new Task inside a Project Template, you will have several fields to fill out, and the form will be very similar to creating a standard Project Task, with 2 notable exceptions:

ProjectTemplateAddNewTask

Due Date

Instead of the normal datepicker, this field will instead be a numerical text field, along with a dropdown for selecting “Days” or “Weeks”. This will be used for setting a “conditional” due date for the Task, which will be based on the creation date of the Project. For example, if you set the due date to “10 days”, and create a new Project using this template, then this Task will automatically be given a due date that is 10 days after the creation date of the Project.

Assigned User

The assigned user for the Task will not be a specific person, but rather one of two user “types”: Project Leader or Client. If the Task is assigned to the “Project Leader”, when a new Project is created using this template, this Task will automatically be generated and assigned to the user who is set as the Leader of that new Project. Similarly, if the Task is assigned to the “Client”, the newly generated Task will be assigned to that new Project’s Client when created.

PROJECT TEMPLATE – SPRINTS

When creating a new Sprint inside a Project Template, you will have several fields to fill out, and the form will be very similar to creating a standard Project Sprint, with 2 notable exceptions:

ProjectTemplateSprintAddNew

Start/End Intervals

Instead of the normal datepickers, these fields will instead be numerical text fields, along with a dropdown for selecting “Days” or “Weeks”. This will be used for setting a “conditional” start and end date for the Sprint, which will be based on the creation date of the Project. For example, if you set the Start date to “10 days”, the End date to “20 days”, and create a new Project using this template, then this Sprint will automatically be given a Start date that is 10 days after the creation date of the Project, and an End date that is 20 days after the creation of the Project.

USING PROJECT TEMPLATES

Once you have one or more Project Templates created and populated, you will have the option to use them when creating a new Project, via the “Template” dropdown on the “Add Project” form.

ProjectTemplateNewProject

MyTask Description

The MyTasks menu is where you will see all of the tasks that are assigned to you. This will include tasks from Projects, as well as any tasks and reminders you create for yourself. When creating new tasks from this menu, you will have the option to associate the task with a particular Project. In all cases, any task created from this menu will only be assigned to you, and no one else. The process for creating a new task within the MyTasks menu is nearly identical to creating a task within an individual Project.

Archived Projects

Any Project that is archived from the main “Projects” tab will be moved to the “Archived Projects” tab. Archived Projects can be viewed, edited, or deleted in the same manner as a normal Project. Additionally, archived Projects can be “restored”, which will return the Project to “active duty” in the main “Projects” tab. Any changes or edits that are made while a Project is archived will be carried over if the Project is restored. While a Project is archived, users will not see any assigned Tasks that they have inside that Project.

Team Description

A Team is essentially a grouping of internal users, such as Teammates, Project Managers, and Freelancers. Many times when working on Projects, you will be assigning the same group of users to the same types of Projects. For example, if the Project is a new website, you know that Bob from the art department, Shelly from programming, and Project Manager Tim will all be involved. By creating a Team, you can easily group these users together, allowing you to assign all of them to a Project at one time, without the need to assign them separately.

Creating A New Team

To create a new Team, you will want to navigate to Planning–>Teams, and click the + button.

TeamsAddNewButton

This will display a form in the right side-pane, with several fields to fill out.

TeamsAddNew

Name

Use this field to designate a convenient name for the group of users. Some examples might be “Art Department”, or “Web Design Team”. Only admins and managers will be able to see the name of a Team (or the Team menu in general).

Description

Use this field to optionally provide a description for the Team. Only admins and managers will be able to see the description of a Team (or the Team menu in general).

Color

Use this field to optionally assign a color for the Team. This color will be utilized in a few places in the installation, such as for use of the border color when assigning/unassigning users from a Team.

Assign Users

Use this field to assign your desired users to the Team. Any non-client and non-admin user who has access to Planning can be assigned to a Team. This would include the Project Managers, Teammates, Salespersons, and Freelancers.

Once a Team is created, you can manage it by using the “Options” dropdown.

TeamsManageDropdown

View

Viewing a Team allows you to get a quick look at the Team details in the right side-pane, including the assigned users. You can use this option when you simply want to verify a detail about a Team.

Edit

Editing a Team allows you to modify all of the original Team settings, except for the assigned users. Use this option if you want to edit a Team’s name, description, or color.

Manage

Managing a Team brings up a user assignment functionality in the right-side pane. Managing a Team allows you to quickly assign or unassign users to and from a Team, using an easy drag-n-drop interface.

Delete

Deleting a Team will completely remove it from the app. There is no undo for this action, so you will want to make absolutely certain you want to delete a Team before confirming this action.

Business Sector Description

Business Sectors are essentially Project “categories”, that allow you to get a quick glance of your business, and see exactly where your business is coming from. For example, an advertising agency might have Business Sectors for logo designs, television commercials, radio commercials, etc. Each Project can be categorized under a Business Sector, and the assignments can be viewed from the “Business Sectors” tab here. This will allow you to see what types of Projects are generating the most business, and where the majority of your Team’s workload is originating.

Creating A New Business Sector

To create a new Business Sector, simply navigate to Planning–>Settings–>Business Sectors, and click the + button.

BusinessSectorAddNewButton

This will display a form in the right side-pane, with several fields to fill out.

BusinessSectorAddNew

Name

Use this field to designate a name for the Business Sector. If a Project is assigned to a particular Business Sector, any user who has access to that Project (including the client) will be able to see the assigned Business Sector.

Description

Use this field to optionally provide a description for the Business Sector. Only admin-level users (who have access to the Business Sectors menu) will be able to see a Business Sector description.

Assigned Projects

Use this field to optionally assign existing Projects to this new Business Sector. If no suitable Projects exist yet, you can always come back and assign them later.

Once a Business Sector is created, you will manage it using the “Options” dropdown.

BusinessSectorManage

View

Viewing a Business Sector allows you to get a quick look at the Business Sector’s details in the right side-pane, including the assigned Projects. You can use this option when you simply want to verify a detail about a Business Sector.

Edit

Editing a Business Sector allows you to modify all of the original Business Sector settings, including it’s name, description, and assigned Projects.

Delete

Deleting a Business Sector will completely remove it from the app. There is no undo for this action, so you will want to make absolutely certain you want to delete a Business Sector before confirming this action.

Sprint Description

A Sprint is a grouping of Tasks, that in turn make up a Project as a whole. Sprints can be used to break up your Projects into smaller, more easily tracked segments, consisting of small groups of related and linked Tasks. When creating a new Sprint, you can define it’s title, description, due date, and assigned Tasks. Once a Sprint has been created, Tasks can be assigned and unassigned from a Sprint freely.

Creating A New Sprint

To create a new Sprint, simply navigate to Planning→[Manage Project]–>Sprints, and click the + button.

SprintAddNewButton

This will display a form in the right side-pane, with several fields to fill out.

SprintAddNew

Title

This will be the name of the Sprint, which will be displayed in various places throughout the installation. All users who are able to view a Sprint will be able to see the title.

Description

This will be the description of the Sprint, which will be displayed in various places throughout the installation. All users who are able to view a Sprint will be able to see the description.

Due Date

Use this field to communicate a desired due date for the Sprint. A Sprint’s due date will not affect the due date of the individual Tasks that are assigned to a Sprint, but it will help to have a “goal post” to work towards for each Sprint. All users who are able to view a Sprint will be able to see the due date.

Once a Sprint has been created, you will be able to manage it’s assigned Tasks, along with other details, using the Options dropdown.

SprintManage

View

Viewing a Sprint allows you to get a quick look at it’s details in the right side-pane, including the assigned tasks, due date, etc. You can use this option when you simply want to verify a detail about a Sprint.

Edit

Editing a Sprint allows you to modify all of the original Sprint settings and details, including it’s title, description, and due date.

Manage Tasks

You can assign/unassign the Tasks inside a particular Sprint using the “Manage Tasks” option. This option will bring up a grid of Tasks in this right-side pane, allowing you to check/uncheck Tasks to change their assignment to a particular Sprint.

Delete

Deleting a Sprint will completely remove it from the app. There is no undo for this action, so you will want to make absolutely certain you want to delete a Sprint before confirming this action.

Team Talk Description

Team Talk is essentially an individual Project message board, where Teammates, Project Managers, and Admins can discuss details of a Project. This is in contrast to “Client Talk” which is only for communication between Clients and Admins/Managers. The essential difference here is who can access which tab.
-Clients will have access to Client Talk only.
-Teammates and Salespersons will have access to Team Talk only.
-Project Managers and Admins will have access to both Team Talk AND Client Talk.
-Freelancers do not have access to either Team Talk OR Client Talk.

ProjectTeamTalk

Client Talk Description

Client Talk is essentially an individual Project message board, where Clients, Project Managers, and Admins can discuss details of a Project. This is in contrast to “Team Talk” which is only for communication between Teammates and Admins/Managers. The essential difference here is who can access which tab.
-Clients will have access to Client Talk only.
-Teammates and Salespersons will have access to Team Talk only.
-Project Managers and Admins will have access to both Team Talk AND Client Talk.
-Freelancers do not have access to either Team Talk OR Client Talk.

ProjectClientTalk

Timer Description

A Timer, in it’s simplest form, is a way for a user to keep track of how much time they are spending on a particular task, project, job, etc. This can be automatic, in the form of what is essentially an online stopwatch that you start when you begin your work, and stop when you complete the work, or it can be a manually entered amount (in hours and minutes) that you have previously tracked and just need to record. In either instance, completed Timers can then be transferred into invoices in the form of “billable hours”, and your client can be automatically billed for the time you spent.

Creating A New Timer

You can create a new Timer by navigating to Planning–>Timers and clicking the + button.

TimersAddNewButton

From there, you will be presented with a form in the right-side pane, with several required fields to fill out.

TimersAddNew

Standard Timer / Manual Time Entry

Use these radio buttons to select whether you want to have the Timer automatically track your time (Standard Timer), or if you would like to manually enter an amount in hours and minutes (Manual Time Entry). If Standard Timer is selected, the Timer will begin when it is saved using the “Add” button, and it will continue to count until it is either paused or completed. If Manual Time Entry is selected, you will be able to fill out the hours and minutes for the Timer, and when you save the Timer it will automatically be saved in “Completed” status.

Title

This is the title of the Timer, which will appear in a few places. Most importantly, when a completed Timer is added to an invoice, the Timer’s title will be what is displayed as the corresponding invoice Item title, and therefore will be visible to the invoice’s assigned client.

Hourly Rate

Use this field to define what you plan to charge per hour for this Timer. This is what will be used to calculate the total cost of the Timer once it has been completed and is ready to be added to an invoice. Hourly Rate amounts should be entered in plain numerals with no currency symbols, optionally with a decimal point included (EX: 26.50).

Related Item

Use this section to assign the Timer to a particular Project, and/or a Project and specific Task with that Project. This assignment will determine which Client the Timer will be associated with, which will subsequently be used when creating/assigning invoices related to the Timer.

Managing Timers

To manage an existing Timer, simply navigate to Planning–>Timers, and use the Options dropdown box to select the desired action.

TimersManage

Timers are grouped into various “statuses”, based on what actions have been taken with Timer.

Counting

A Standard Timer that is currently active will have this status. In this status, a Timer is actively counting, and will continue to do so until either paused, completed, or deleted.

Paused

A Standard Timer that has been paused will have this status. In this status, a Timer is not actively counting, but it can be resumed at any time using the “Resume” option from the Options dropdown box.

Completed

Timers that are finished counting, and have been marked complete, will have this status. Timers in this status can be added to invoice, viewed, or optionally deleted. All Manual Time Entry Timers will automatically be created in “Completed” status.

Billed

Timers in this status have been completed, and have been already added to an invoice.

Depending on the status of the Timer, you will be able to select from one or more of the below options.

Pause

Timers in “Counting” status can be paused at any time, at which point they will temporarily stop counting until they are resumed.

Resume

Timers in “Paused” status can be turned back on at any time by selecting “Resume” from the Options dropdown. When a Timer is resumed, the status will return to “Counting”, and the Timer will actively begin counting again until either paused, completed, or deleted.

Complete

Use this option to convert either a Paused or Counting Timer into Completed status. Once a Timer is complete, it can be added to an invoice.

Invoice

Use this option to add a Completed Timer to an invoice of your choosing, or optionally you can create a new invoice with the Timer as the first item.

Delete

Timers in Counting, Paused, or Completed status can be deleted, which will remove the Timer from the table and database. It is important to note that there is no undo for this action, so you will want to make absolutely certain you want to delete a Timer before confirming this action.

View

Viewing a Timer will open a details window in the right side-pane, which will allow you to view more information regarding the Timer, such as the total time, hourly rate, etc.

Adding Completed Timers To Invoices

To manage an existing Timer, simply navigate to Planning–>Timers, and use the Options dropdown box to select the desired action.Once a Timer has been completed, and is no longer actively counting, the completed Timer can be added to an invoice. To accomplish this, first navigate to Planning–>Timers and locate the desired completed Timer. From there, select “Invoice” from the Options dropdown box next to the desired Timer.

TimersInvoiceButton

Once this is selected, a separate overlay window will appear with a few dropdown boxes to select from.

TimersInvoiceModal

You will have the option to add the Timer to a new Invoice, an existing Invoice, a new Accumulating Profile, or an existing Accumulating Profile. If either of the “existing” options are chosen, and second dropdown box will appear, in which you can select your desired existing Invoice or Accumulating Profile. It is important to note that if you choose to add a Timer to an existing Invoice or Accumulating Profile, the second dropdown box will only be populated with existing Invoices/Profiles that are related to the same client who is related to the Project/Task that the Timer is associated with.

When the desired option is chosen, simply click the “Invoice” button to continue. You will then be redirected to the Billing page, with the new or existing Invoice/Profile open, and the Timer will already be added as an item.

Work Requests Overview

In in it’s simplest form, a Work Request is a way for a client to get the ball rolling on an Estimate, Invoice, or Project. Instead of an Estimate, Invoice, or Project being created by you (the admin), a client can instead submit a Work Request. Their submitted Work Request will contain all of the initial information you need to get started, and you can then easily convert the Work Request into either an Estimate or Invoice, as well as a Project.

Receiving New Work Requests

A client can submit a new Work Request either from the widget on their Dashboard, or via the menu at Planning–>Work Requests

WorkRequestsButton

Either method will bring them to a new page containing a form they can use to create and submit a new Work Request.

WorkRequestsAddNew

Included on this form will be several fields for the client to fill out:

Name

This will be the name of the Work Request, which will be displayed in various menus/tables, and will also be the default name that is carried over when the Work Request is converted to an Estimate, Invoice, or Project.

Description

This will be the description of the Work Request, which will be displayed in various menus/tables, and will also be the default description that is carried over when the Work Request is converted to an Estimate, Invoice, or Project.

Items

Items are the core function of Work Requests, and they operate in a similar manner to items inside Estimates/Invoices. To that end, when a Work Request is converted to an Estimate or Invoice, the Items are directly transferred as billable items. When a Work Request is converted to a Project, Items are created as Tasks inside the Project.

Once a new Work Request is submitted, the admin will receive an email notification, and the Work Request will be visible to any admins and managers (as well as the client) in the menu at Planning–>Work Requests

Work Request Items

Items are the core function of Work Requests, and they operate in a similar manner to items inside Estimates/Invoices. To that end, when a Work Request is converted to an Estimate or Invoice, the Items are directly transferred as billable items. When a Work Request is converted to a Project, Items are created as Tasks inside the Project.

You can create new items for use in Work Requests from the menu at Settings–>Content–>Categories, and navigating to the “Work Request Items” tab.

WorkRequestItemsAddNew

When creating new items, you will be presented with several fields to fill out:

Name

This will be the name of the item, which will be displayed in various menus/tables, and will also be the default item/task name that is carried over when the Work Request is converted to an Estimate, Invoice, or Project.

Description

This will be the description of the item, which will be displayed in various menus/tables, and will also be the default item/task description that is carried over when the Work Request is converted to an Estimate, Invoice, or Project.

Price

This is the price of the item, which will be carried over when the Work Request is converted to an Estimate or Invoice. If the Work Request is converted to a Project, the item price will be added inside the Description field of the task it is converted into.

Once you have the item fields filled out the way you like, simply click “Add” to save the item. This item will be immediately available for clients to use when submitting new Work Requests.

Converting Work Requests

Once a Work Request has been submitted by a client, you will have several options for what to do with it from the admin side of things. For starters, you can view all of your existing Work Requests from your menu at Planning–>Work Requests

WorkRequestsOptions

A new Work Request that has not been modified or converted will have the following options available from the Options dropdown:

View

Viewing a Work Request will expand it’s details into the right-pane of the menu, similar to when you would view a Task inside a Project. From here you can see (and edit, using the pencil icon) all of the details of the Work Request, as well as view and respond to any comments on the request.

Edit

Selecting Edit from the dropdown will take you to a new page, with a layout similar to what a client sees when they create a new Work Request. From here you would be able to edit all of the fields of the request, including Name, Description, and associated Items.

Convert

Converting a Work Request allows you to turn that request into an Estimate, Invoice, or Project. When converting a Work Request, the details of the request will be transferred into an Estimate, Invoice, or Project respectively. It is important to note that the same Work Request cannot be converted into both an Estimate and an Invoice. Once one of those items are selected, conversion to either an Estimate or an Invoice will no longer be an option for that Work Request. However, you will still be able to convert the same Work Request to a Project if desired.

Once “Convert” is selected from the dropdown, a separate box will appear with several options:

WorkRequestsConvertOptions

Add Work Request(s) to New Invoice

Choose this option to create the Work Request as a new Invoice. Once converted, you will be redirected to the Add New Invoice page, where the Work Request details will be automatically transferred, and any Items from the Work Request will be automatically added to the new Invoice as billable Items. From there you can edit and add to the Invoice like normal.

Add Work Request(s) to Existing Invoice

If this option is chosen, another dropdown box will appear, in which you can select your desired existing Invoice to add the Work Request details and Items to. It is important to note that if you choose to add a Work Request to an existing Invoice, the second dropdown box will only be populated with existing Invoices that are related to the same client who is related to the Work Request you are converting.

Add Work Request(s) to New Estimate

Choose this option to create the Work Request as a new Estimate. Once converted, you will be redirected to the Add New Estimate page, where the Work Request details will be automatically transferred, and any Items from the Work Request will be automatically added to the new Estimate as billable Items. From there you can edit and add to the Estimate like normal.

Add Work Request(s) to Existing Estimate

If this option is chosen, another dropdown box will appear, in which you can select your desired existing Estimate to add the Work Request details and Items to. It is important to note that if you choose to add a Work Request to an existing Estimate, the second dropdown box will only be populated with existing Estimates that are related to the same client who is related to the Work Request you are converting.

Add Work Request(s) to New Project

Choose this option to create the Work Request as a new Project. Once converted, you will be redirected to the Dashboard for the new Project, where the Work Request details will be automatically transferred, and any Items from the Work Request will be automatically added to the new Project as Tasks that are assigned to you (the user who converted the request). From there you can edit and add to the Project and Tasks like normal.

Add Work Request(s) to Existing Project

If this option is chosen, another dropdown box will appear, in which you can select your desired existing Project to add the Work Request details and Items to. It is important to note that if you choose to add a Work Request to an existing Project, the second dropdown box will only be populated with existing Project that are related to the same client who is related to the Work Request you are converting.

Delete

Work Requests in Open status can be deleted, which will remove the request from the table and database. It is important to note that there is no undo for this action, so you will want to make absolutely certain you want to delete a Work Request before confirming this action.