Projects

Project Setup

Creating a Project

1. Go to Projects > Projects → Create.
2. Name – Project name (e.g. "Website Redesign").
3. Privacy:

• Followers Only – Only invited users see it.
• Internal – All internal users see it.
• Portal – Portal/customer users can also see it.

• No billing (tracking only).
• Task rate (fixed per task).
• Timesheets rate (hourly billing).
• Milestones (bill a fixed amount when each milestone is reached).

Project Stages

Go to Projects > Configuration > Stages. Create stage templates. Each project can use its own stages or inherit from the template. Configure per stage:

• Fold (collapse) when empty.
• Auto-set deadline.
• Require email notification on entry.

Task Types & Domains

Projects > Configuration > Task Stages can be restricted per project so a "Development" project's stages (Backlog, In Progress, Code Review, Done) don't clutter a "Marketing Campaign" project that needs a different flow (Brief, Draft, Client Review, Published).

Project Reporting

Project Analysis

Go to Projects > Reporting > Project Analysis. Pivot with:

• Dimensions: Project, Task, Assignee, Stage, Customer, Milestone.
• Measures: Number of Tasks, Task Done, Planned Hours, Timesheet Hours, Delay (days).

Timesheet Analysis

Go to Projects > Reporting > Timesheet Analysis. See hours logged by employee, project, task, and date. Track billable vs non-billable hours. Calculate utilization rate (billable hours ÷ total hours available).

Profitability

For billable projects, Projects > Reporting > Profitability compares invoiced revenue against timesheet cost (hours × employee cost) and any purchase/expense costs booked to the project's analytic account — the single clearest view of whether a project actually made money.

Project Dashboard

Go to Projects > Dashboard. Overview of all active projects:

• Tasks count per stage (like a mini-kanban).
• Overdue task count.
• Timesheet summary.
• Progress bar (tasks done / total tasks).

Best Practices

• Use tags consistently across projects for cross-project reporting.
• Keep the number of open tasks per assignee under a reasonable limit.
• Review Gantt dependencies weekly.
• Track planned vs actual hours to improve estimation on future quotes.

Project Planning

Gantt View

Switch to Gantt view in any project. Tasks are displayed as bars on a timeline.

• Drag task bars to reschedule start/end dates.
• Zoom to Day, Week, Month, Quarter.
• Dependencies – Link tasks. A task cannot start until its predecessor is done.
• Critical Path – Auto-highlighted if enabled.
• Group By – Assignee, Stage, Milestone.

Milestones

Go to Projects > Milestones. Create key deliverables:

• Name, date, project.
• Allow task creation directly from milestone.
• Milestones appear in Gantt view as diamonds.
• If the project bills by milestone, reaching one can trigger an invoice automatically.

Resource Planning

With the Planning module installed, you can:

• Assign specific time slots to employees per task.
• View resource availability in the Planning view — booked hours vs an employee's working schedule.
• Avoid over-allocation: the view flags an employee scheduled for more hours than they have available that week.
• Publish the plan so employees see their own upcoming slots on their personal dashboard.