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Projects: Configure projects

Panel visible only for the product Project management software

The first step to linking your activity to the corresponding project is to start configuring work projects.

Settings > Projects > Configure projects

Click on the "Create project" button.

On the right, a window will open with various options for configuring the project:

Project name: Enter the name of the project.
Project description: Provide a brief description of the project.
Color: Choose a color to represent the project visually.
Time limit: Define if you want to set a maximum number of minutes per day for the project. For example, if you select 60 minutes, time will be deducted from the project as you work on it until the daily limit is reached. Once consumed, the project will disappear from the WorkProject dropdown.
Schedule: Set a time range during which the project can be selected from the application icon. For instance, if the schedule is limited to 10:00 AM to 5:00 PM, the project cannot be reported before 10:00 AM or after 5:00 PM.
Planned time (hours): Represent the estimated hours you plan to dedicate to the project. This helps calculate deviations between your initial estimates and the actual results recorded by WorkProject, as shown in the "Forecasts" panel. Enter the planned hours.
Estimated Completion date: Specify a delivery or end date for the project. Like planned time, this helps calculate deviations later on.
Billable hourly rate: Enter the rate you will bill for each hour dedicated to the project. This aids in easily calculating the project's billing. It is used to calculate costs and benefits in the "Financial Data" panel. Enter an amount in your currency (€, $, etc.). IMPORTANT: If you fill in this field, the information will take precedence when calculating the project's margins and benefits. In this case, the billable hourly rate entered in the employee configuration will not be considered. If left blank, the tool will use the employees' billable hourly rate to calculate profitability and margins.

Note: When a project or task is assigned to a user or workgroup, it will be inherited downward, meaning both the task and its subtask will be included.

How to assign projects to employees and/or workgroups

Once you have created the projects, you need to assign them to the corresponding employees or groups.

Select the project you are interested in (if you have many projects, you can use the search bar to filter results in real time).
Click on the icon to add individual employees, or click on the icon to add an entire workgroup.

3. Depending on what you choose, all the employees in the organization or all the created work groups will be displayed.

4. Manually select the employees or groups you want to assign the task to (changes are saved in real time).
Remember to use the employee search bar to filter results.
We can find the Project Packages option, which allows you to create Project Assignment Rules (APS) and assign them to groups to centralize the rules.

Cerrar/abrir proyectos

Los proyectos creados pueden abrirse y cerrarse según las necesidades del grupo/empleados que estén asignados a este.

Si un proyecto va a dejar de utilizarse de forma temporal y no queremos perder su configuración, o las reglas asignadas para su activación, en vez de eliminarlo y perder todos estos históricos, podemos simplemente cerrarlo y reabrirlo cuando vuelva a ser necesario.

In the case of wanting to create a project, click the cross icon.

Tasks and subtasks

WorkProject allows you to add tasks and subtasks to the work projects you have already created. Tasks are housed within projects and can help you break down those projects into smaller actions or processes. Additionally, you can add different subtasks to your tasks.

To edit or add groups, it is necessary to activate the projects module.

This functionality is particularly useful when a single project involves various tasks or processes that you want to analyze in detail. It enables better tracking of your project activities as well as a more thorough analysis.

Here’s an example to illustrate:

The main project is "Social marketing".
It includes 3 tasks dependent on it: Facebook, LinkedIn, and Twitter.
Within each of these tasks, there are different subtasks named "Ads campaigns" and "Content creation".

Create tasks or subtasks for a project

Go to Settings > Projects > Configure projects.
Click on the icon of the project where you want to add a task (if the task is for a new project, you must create the project first) or a subtask (by expanding the project and selecting the icon of the corresponding task).
Enter the name of the task or subtask. As you type, autocomplete will show existing tasks that you can select to avoid duplication. This helps with analyzing data later if a task is repeated across different projects.
Optionally, fill in additional information (description, color, planned time, billable hourly rate, etc.).
Click save to save the task or subtask.

Your task will be created immediately, and you will be able to select it in your project list. If you want to edit an already created task, simply click on the icon to modify the information.

Assign tasks or subtasks to users or groups

Go to Settings > Projects > Configure Projects.
Locate the task/subtask you want to assign by expanding the list of tasks for the project you are interested in. Use the search bar to filter results for both projects and tasks/subtasks, if needed.

Click on the employee icon to add individual employees or on the group icon to add an entire workgroup.
Depending on your selection, a list of all employees in the organization or all created workgroups will be displayed.
Manually select the employees or groups you want to assign the task or subtask to. Changes are saved in real-time.

Note: When a task or subtask is assigned to a user or workgroup, it will be inherited upward, meaning the new task will be assigned along with the entire project.

Select and switch between projects or tasks

In WorkProject, selecting the projects or tasks you are working on is very easy. Simply right-click on the WorkProject icon and select the one you need by clicking again.

If you need to report on a specific task/subtask, first locate the project it is associated with, then hover over it until the list of tasks for that project appears. Select the one you are interested in and click again to save the changes.

You can edit projects and activities separately. To learn how to do this, go to "Settings > General Options".

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