Projects
Use Projects to set up client and internal work, assign managers and team members, and manage project details such as tasks, timesheets, and settings.
Overview
Projects is where your organization plans and delivers work. You can create client projects or internal projects, assign people, and open Project Details to manage day-to-day delivery.
Project types
| Project type | Client required | Typical use |
|---|---|---|
| Flat Rate | Yes | Client work billed at a flat rate |
| Hourly | Yes | Client work billed at an hourly rate |
| Internal | Not shown on Internal details | Internal company work |
Project status and list views
On create or edit, project status can be New, Active, Completed, or Closed.
On the project list, you manage lifecycle with:
| List view | Purpose |
|---|---|
| Active | Projects in day-to-day use |
| Archived | Projects moved out of Active |
| Deleted | Projects removed from Active or Archived |
Billability (Billable or Non-Billable) is separate from Flat Rate, Hourly, and Internal.
How to access
Main Menu → Projects
From the Active list you can:
- Choose New Project → Flat Rate Project, Hourly Project, or Internal Project
- Open a project to view Project Details
- Use Edit, Archive, Restore, or Delete
Users with access to this feature can open it from the main menu. If Projects is missing, ask your administrator to review your access.
What you can do
Project list
- Search, filter, and multi-select projects
- Export to PDF or Excel
- Create Flat Rate, Hourly, or Internal projects
- Archive, restore, or delete projects
Assigning members
On Flat Rate and Hourly projects you typically:
- Assign at least one Project Manager
- Optionally assign a Program Manager
- Add Team Members with project role, billing rate, start and end dates, and weekly minimum and maximum hours
Rate and hours columns on the Team tab are hidden for Employee and Contractor roles.
Project Details
Open a project to work with these tabs when they are available to you:
| Tab | What you can do |
|---|---|
| Team | Review and manage the project team |
| Allocation | Manage allocation for the project |
| Tasks | Review, search, and export project tasks |
| Task Categories | Maintain task categories for the project |
| Activities | Review project activity |
| Timesheets | Review project timesheets |
| Settings | Manage project settings (assigned Program Manager or Project Manager only) |
| Non-billability reasons | Maintain reasons on billable projects when this tab is available |
Tasks
- Review tasks from Project Details → Tasks
- Create and manage tasks from Time Tracking → Add Task
- Client users may also see tasks in the Client Portal
Step-by-step workflows
Create a Flat Rate or Hourly project
- Open Projects from the main menu.
- Choose New Project → Flat Rate Project or Hourly Project.
- Enter the project name and select a client.
- Set status, billability, start date, end date, and project duration.
- Enter the flat rate or hourly rate.
- Assign at least one Project Manager. Optionally assign a Program Manager.
- Add team members with role, dates, billing rate, and weekly minimum and maximum hours.
- Add products or services from your catalog.
- Complete timesheet and time-off approval settings when those sections appear.
- Save, then open the project to confirm Team, Tasks, and Settings.
Create an Internal project
- Open Projects.
- Choose New Project → Internal Project.
- Complete the fields on the Internal project form.
- Save.
Azure DevOps fields may appear on some project forms. Do not share personal access tokens in tickets or screenshots.
Assign or update the team
- Open the project from the Active list.
- Open the Team tab.
- Add or update members with role, dates, billing rate, and weekly hours.
- Save your changes.
Review tasks and related work
- Open the project.
- Use Tasks to review and export task lists.
- Use Timesheets, Activities, or Allocation when those tabs are available.
- Use Settings if you are the assigned Program Manager or Project Manager.
Archive, restore, or delete
- Select one or more projects.
- Choose Archive, Restore, or Delete.
- Confirm when prompted.
Expected results
| Action | What you see |
|---|---|
| Create project | New project added successfully; the project appears in the Active list |
| Edit project | Changes updated successfully |
| Open Project Details | Team, Tasks, and other available tabs load |
| Archive | Project archived successfully |
| Delete | Project deleted successfully |
| Restore | Projects restored successfully |
| Restore needs a later end date | A warning that the project requires an extension of its end date |
| Details fail to load | Error loading data; you return to the list |
After a project is saved, team members can track time and submit timesheets against it when they are assigned and the project is available.
Create the client first for Flat Rate and Hourly projects. Keep project names unique, and make sure team member dates fall within the project start and end dates.
Only the assigned Program Manager or Project Manager for that project sees Settings. If the tab is missing, confirm the project assignment.
Common validation messages
| Situation | Message or behavior |
|---|---|
| Project name missing | Project name is mandatory |
| Client missing on Flat Rate or Hourly | Client is mandatory |
| Past dates on create | Project start/end date cannot be in the past |
| End date before start | End date must be greater than start date |
| Duplicate name | Project name already exists |
| Missing flat or hourly rate | Flat Rate is mandatory / Hourly Rate is mandatory |
| Missing Project Manager | Project Manager is mandatory |
| Missing team members | Team Members are mandatory |
| Missing products or services | Products/Services are mandatory |
| Incomplete team row | Please complete team member role, dates, billing rate, and weekly hours |
| Duration too low | Project Duration should be greater than teams working hours |
| Weekly minimum greater than maximum | Weekly minimum hours should be less than or equal to weekly maximum hours |
| Incomplete timesheet approval settings | Please complete timesheet approval settings |
| Incomplete commercial details | Please complete project commercial details |
| Nothing selected for a bulk action | Prompt to select projects |
| Duplicate task name | Task name already exists |
| Leave with unsaved changes | Confirm before leaving |