Projects

The Project Management module provides tools for managing projects, tasks, timesheets, milestones, and bug tracking. It helps teams deliver projects on time and within budget.

Projects Overview

Projects opens a portfolio view built for project managers: what is late, what is at risk, and where the budget and hours go.

Summary cards

Six cards sit at the top. Click any card to filter the list:

Filters and sorting

• Search by project name, tag or client.
• Status and Health chips, Client, Team member and Due (overdue, this week, 30 days, no end date).
• Sort by nearest deadline (default), health, lowest progress, highest budget use, name or newest.
• By default the list shows In progress and On hold projects. Filters stay in the address bar, so you can bookmark or share a view. Reset clears them.

What each row shows

How health is decided

Health is calculated for projects In progress; other statuses just show their status.

• Off track — the end date has passed, spending is over budget, or the project is more than 30 points behind schedule (time used % minus tasks done %).
• At risk — there are overdue tasks, it is more than 15 points behind, 90% or more of the budget is used, or it ends within 7 days at under 80% progress.
• On track — none of the above.

Project Setup

Creating a Project

1. Navigate to Projects > Projects
2. Click + Create Project
3. Fill in project details

Project Status

Adding Team Members

1. Open the project
2. In the Members card, click + (or use Invite User from the project's ⋮ menu)
3. Pick the users to add

Only members can log time on a project. Long member lists scroll inside the card.

Task Management

Task Stages

Configure task workflow in Projects > Task Stage:

• To Do
• In Progress
• Review
• Done

Creating Tasks

1. Open project
2. Go to Tasks tab
3. Click + Create Task
4. Enter: Task Name, Priority, Assigned To, Due Date, Description

Task Board (Kanban)

View tasks in Kanban format:

• Columns represent stages
• Drag cards between columns
• Quick view of workload

Task Details

Each task includes:

• Subtasks/Checklist: Break down into smaller items
• Comments: Team discussions
• Files: Attach documents and screenshots
• Time Logged: Hours worked on task

Milestones

Milestones mark significant project checkpoints.

Creating a Milestone

1. Open project
2. Go to Milestones tab
3. Click + Create Milestone
4. Enter: Milestone Name, Due Date, Description

Milestone Progress

Milestone: Beta Release
Progress: 75% (6/8 tasks completed)
├── [x] Feature A
├── [x] Feature B
├── [x] Feature C
├── [ ] Bug fixes
└── [ ] Testing

Timesheet & Time Tracking

Time Entry Methods

Method 1: One entry

1. Go to Projects > Timesheet (or a project's Timesheet page) and click Add Timesheet / Log time
2. Choose the task, the date and the time spent, and add a description
3. Save

Method 2: Mobile app

Log one day or a whole range from your phone: Mobile app › Projects and timesheet.

Method 3: Fill Several Days (split between tasks)

Use this to log a whole period at once, for example a month, and share the days between one or more tasks by percentage.

1. Go to Projects > Timesheet, choose the employee and month
2. Click Add Multi Timesheet
3. Pick the date range
4. Select a task and its percentage. Click Add task for more tasks (up to 10), or Split evenly to share 100% equally
5. Check the Estimate table: days, hours and dates each task will get
6. Click Save

How the days are split:

• Only days the employee attended are used. Friday and Saturday are skipped, and so are days before the joining date or after resignation
• Percentages must add up to 100%, and each task can be chosen once
• Days are split as whole days in date order: the first task gets the first days, the next task the following days, and so on
• Each day is logged with that day's attendance hours, so a task's hours can differ slightly from its percentage when daily hours vary
• If a day already has timesheet entries, they are replaced
• Project costs are recalculated automatically after saving

Example: 20 attended days of 8 hours, split 25% / 25% / 50%:

Project Timesheet

Open it from a project (Timesheet button) or from the ⋮ menu in the projects list. It shows who logged what, on which task, for any period.

• Period: This week (Sunday–Saturday), Last week, This month, Last month, or a custom range of up to 5 years.
• Filters: members and tasks.
• Grid tab: one row per member and task; columns are days, weeks (ranges over a month) or months (ranges over about six months), with totals.
• Summary tab: hours by member (with share, days, tasks and labour cost), by task (all-time hours against the task estimate) and by week.
• Entries tab: every entry with edit and delete.
• Export downloads the entries shown as an Excel file; Log time adds an entry.

Monthly Timesheet (Daily Log)

Projects > Timesheet shows one employee's month: required hours (from attendance), logged hours, remaining and the status of every day — Complete, In Progress or Missing.

• A day is complete once the logged time reaches the required time.
• Hours logged on weekends or vacation days are listed too.
• Each entry shows its project and task; click it to edit.
• With control timesheet you can pick any employee of your company.

Timesheet Report

Projects > Timesheet Report compares attendance with logged time for every timesheet employee over a range of payroll months: attendance hours, timesheet hours, project vs non-project hours, the difference and a coverage percentage. Export Excel downloads the same rows with net salary. It needs the project expenses permission.

Project Cost Tracking

The system tracks all costs associated with projects, including labor costs from timesheets, direct expenses, and overhead allocation.

How Timesheet Costs Work

Each timesheet entry contributes to the project's total cost:

1. Employee logs hours to a project
2. System calculates employee's hourly rate from their payslip
3. Cost = Hours worked × Hourly rate

Hourly Rate Calculation

Hourly Rate = Employee Net Salary / Total Work Hours in Month

Example:
Employee Net Salary: 10,000
Total Work Hours: 160 (8 hours × 20 days)
Hourly Rate: 10,000 / 160 = 62.50 per hour

Cost Distribution Example

Employee works on 3 projects in a month:

Project Alpha: 40 hours → Cost: 40 × 62.50 = 2,500
Project Beta:  80 hours → Cost: 80 × 62.50 = 5,000
Project Gamma: 40 hours → Cost: 40 × 62.50 = 2,500
─────────────────────────────────────────────────
Total:        160 hours → Cost: 10,000 (= Net Salary)

Project Expenses

Track additional costs beyond labor:

Direct Expenses

Expenses linked to specific projects:

• Software licenses
• Equipment purchases
• Travel costs
• Contractor fees
• Materials

Adding an Expense

1. Open project
2. Go to Expenses tab
3. Click + Add Expense
4. Enter: Name, Amount, Date, Description
5. Attach receipt if needed

Overhead Expenses

Company-wide costs not tied to specific projects (rent, utilities, admin costs). These are allocated proportionally across all projects:

Project Overhead = Total Overhead × (Project Cost / Total Company Cost)

Example:
Total Overhead: 5,000
Project Alpha Cost: 10,000
Total Company Cost: 50,000

Project Alpha Overhead = 5,000 × (10,000 / 50,000) = 1,000

Total Project Cost Formula

Total Project Cost = Timesheet Costs (labor)
                   + Direct Expenses
                   + Payslip Allocation
                   + Overhead Allocation

Project Income

Track revenue received from projects:

1. Open project
2. Go to Income tab
3. Click + Add Income
4. Enter: Amount, Date, Description

Profitability Analysis

Project Profit = Total Income - Total Cost

Example:
Total Income:  50,000
Total Cost:    35,000
─────────────────────
Profit:        15,000 (30% margin)

Timesheet-Payslip Integration

Payslips can be linked to projects for cost allocation:

• When generating payslips, employee time is distributed across projects
• Each project gets a portion of the payslip cost based on hours worked
• Monthly cost aggregation shows total labor cost per project

Cost Reports

Viewing Project Costs

1. Go to Projects > Project Expenses
2. Select date range
3. View breakdown by:
   • Timesheet expenses (labor)
   • Direct expenses
   • Overhead allocation
   • Total cost
4. Export reports in Excel format

Bug Tracking

Bug Statuses

Configure in Projects > Bug Status:

1. New
2. Open
3. In Progress
4. Resolved
5. Closed
6. Reopened

Reporting a Bug

1. Open project
2. Go to Bugs tab
3. Click + Create Bug
4. Enter: Title, Assigned To, Priority, Status, Description

Bug Details Include

• Steps to Reproduce: Numbered list
• Expected Result: What should happen
• Actual Result: What happens instead
• Screenshots: Visual evidence

Bug Workflow

Won't Fix · Reopened

Reports & Analytics

Project Dashboard

Overview metrics:

• Progress: Overall completion %
• Hours: Logged vs estimated
• Budget: Spent vs allocated
• Tasks: Completed vs total

Progress Calculation

Project Progress = (Completed Tasks / Total Tasks) × 100
Hours Progress = (Logged Hours / Estimated Hours) × 100
Budget Progress = (Expenses / Budget) × 100

Available Reports

The project page's Total project time spent and Last 7 days hours count every member's time, compared with the project estimate.

Quick Reference