Setting Up Projects

When your employees record their time and expenses, those entries can be linked to projects from the The Projects List. Access to Projects can be limited to reduce data entry errors and protect sensitive data. Accordingly, projects can be assigned to specific customers and limited for use by specific employees.

Timesheet records can also be assigned default bill rates setup by project on the Project List. If a default bill rate is assigned, any time records linked to that project will use the default bill rate unless an override rate is specified at the user level (see this article for more information).

There are two ways to create new projects:

Add a Single Project

  1. Click Projects in the left menu.
  2. Enter the project name in the New Project field. (You may wish to add an optional description for the project using the Optional Description field.)
  3. If desired, set an optional minimum time increment using the Minimum Time Increment drop-down menu.
  4. If desired, set the default bill rate for the project. If individual users have a different bill rate for the project, set the value to the most common rate, or leave this value set to $0.00 and use override rates instead (see “Projects Tab” in the Account Settings: User section of our Help Pages for more information).
  5. If you wish to restrict the use of the project to specific customers, un-check the box next to Allow this project to be used with any customer and make specific selections.
  6. If you wish to restrict thus use of the project to specific employees, un-check the box next to Allow this project to be used by any employee and make specific selections. Note: This can also be accomplished on a per user basis in employee settings.
  7. Click the Add Project or Job button to save the new project.

Note: The default project (Unassigned) cannot be deleted, but its name can be edited. 

Import a Project List

  1. Click Projects in the left menu.
  2. Locate and click the blue add many projects link.
  3. On the following page, click the blue Download Template File With Header link to download the formatted import file.
  4. Follow the instructions on the web page for populating the import file with your project list, making sure to place the data into the appropriate columns exactly as listed. Then, save the file to an easily accessible location on your computer.
  5. Check the box next to Check for duplicate projects before adding if you already have projects in your list in order to avoid creating duplicate entries.
  6. If applicable, check the box next to Check if file includes header row.
  7. Click Browse, navigate to your saved file, and click Open.
  8. Click the Add Projects button.

Note: The system may reject your import due to errors in the formatting and/or data of the spreadsheet. Please do not hesitate to contact us for assistance with the process. We are here to help!

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