How to add a new project

Adding a project is a pretty simple but very important step. You can either import all the information, check here how, or you can follow the next steps:

  1. Go to Management section from menu.
  2. Click on the Add button from the bottom right corner.
  3. Choose the option – Add project.

The client page has 7 sections and relevant details related to client can be added:

1.LOGO

Drag & Drop the logo of your project, this way you will be able to easily identify the project in the project list.

2.GENERAL

  • Code*: Add a unique code that’s related to the project. The code helps you identify the project in the system. If you don’t use the project codes in your company, so you don`t already have one, you can either create one now or let the field empty and it will be filled in automatically.
  • Name*: Name of the project.
  • Client*: All projects must be linked to a client, so choose a client from the drop-down list.
  • Status*: Project status
  • Start date* and End date
  • Description: Add information about the project
  • Going live date: The date when the project will be live.
  • PO number: Purchase Order number from the Client
Add general information on project

 

3. VISIBILITY & TIMESHEET

  • Visibility: edit visibility or block the allocation for this project in the Resourcing planner view; block the visibility of the project in Timesheet and Tasks modulle
  • Timesheet: set the visibility of suggested hours from allocation (Resourcing planner)
   Visibility and timesheet details

 

4. BILLING

The information from Billing will be used in calculating reports, statistics and for invoicing the client.

  • Project type*: There are 3 types of project in the drop down list
  • Budget in hours: It is not a mandatory information but it will help in calculating quick stats and charts
  • Budget in money: As mention above, not a mandatory information but helpful for keeping track, in a visual way
  • Expenses budget: Not mandatory, but if there is a separate budget for expenses, it will be nice to have a visual track of it.
  • Billing type:  There are 2 types of billing, hourly or daily rate
  • Default hourly/daily rate: Not mandatory but it will be considered in reports, when you do not have a specific rate set per employee
  • Default hourly/daily remote rate: Rate considered for the calculations of hours from timesheet and allocations flagged as “working remote”
  • Currency: The set currency will be considered in all the reports, quick stats, invoicing, expenses, etc. You can have a client with multiple projects and each project can have different currencies.
   Billing information on project

 

5. PROJECT MANAGEMENT

Set the course of the submitted hours – the hours can be submitted and approved automatically, without a prior check from the project manager (PM) or – they can be submitted and wait for an approval from the PM.

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Also, you can decide, for each project, if you allow any employee to log hours on the project or only the allocated employees.

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By default, the PM is the person who creates the project, but you can change it or add other PMs.

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You can add a project manager from the client`s side using the drop down list. To add PMs /contacts to a client, go here

Project manager from client side

For each project, you can decide if the PM has the freedom to allocate any employee in the company, allocate only the project team or the PM needs approval, from a Project Director (PD)/superior for any kind of allocation.

Allocation workflow for PMs

 

By default, the tasks on a project can be accessed by everybody; if you want to tailor the access and editing of the tasks for each project, you can do it from here.

Who can see and edit tasks on the project

 

6. TEAM & CUSTOM RATES

For every project you can create a project team and you can add hourly/daily rates per role.
It is not a mandatory step, in creating projects, but if you choose to add the information, you can have a closer and detailed overview of the budget of your project (hours and money)

Setting a project team is pretty simple using the plus, you will have a drop-down list with all the employees, in the Name field. After selecting the name, the user will come with the role from their profile, but you can select another role for each project. Also, there can be more than one PO per project, that is why you can add the POs per person, in the project team.

Set the project team

Sometimes, the rate per project is not applicable for all the team members, that is why you can create rates per roles. Having different rates per roles will give you a clear and accurate budget track and you will be able to correctly invoice the clients. The remote hourly rate can be considered the default one, set per project or you can set remote hourly rates per role. When you set rates per role, the default ones, set per project will be ignored.

Project roles rates

 

7. CUSTOM FIELDS

You can add custom fields to Clients, Projects, People, by clicking on the link in the page (Settings/Custom fields) and then add the needed fields.

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All the new fields will be applicable only for your account and will be visible to all your Projects.

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