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Projments is a project management workspace for agencies, consultancies and professional service firms. Clients, projects, tasks, time tracking, expenses and sales, files, chat and calls live in one place, so the work and the conversation about the work sit side by side. This page explains how the pieces fit together and the controls you meet on every screen — the sidebar, the top bar, the look of the app, the floating timer and the banners.

How your work is organised

Everything lives inside a workspace — your company's own space with its own members, settings and data (see Workspaces). Inside it, work is organised in levels, and logged hours roll up from each entry to its task, submission, project and client.

Clients

The organisations you work for. A project can belong to a client or to none.

Projects

Engagements with budgets, contracts and timelines.

Submissions

Delivery phases or milestones inside a project, each with planned hours.

Tasks

Individual pieces of work, each assigned to one person — inside a submission, or directly under the project.

Time entries

Hours logged against a project, and usually a task or submission — from the timer, by hand, from the Desktop App or the Android app.

First steps

1. 1On the Projments home page click Start Free or Get Started Free and create your account with your name, email and a password (details in Profile). A workspace named after you (for example "sara's Workspace") is created automatically — rename it in Settings → General.
2. 2Once you are signed in, the big Projments button on the home page opens your workspace, on the first page your permissions allow.
3. 3Invite your team from Settings → Members and give each person a permission set and an access scope (see Team & Members and Permissions).
4. 4Add your clients (Settings → Clients), then create a project for each engagement.
5. 5Break the project into submissions (phases) and tasks (the work), and assign the tasks.
6. 6Track time: start the timer on the Time Tracker, log hours by hand, or let the Desktop App track for you.

The home page

The public Projments home page has links along the top (Desktop App, Android App, Sample Workspace, Sheets, Comparison, Pricing, Plans, Storage, Features, How it Works), a Products menu (the 3D Room Scanner, Sheets, the Desktop App and the Android App), the colour wheel, a ? menu (Your Support Requests and Help Center), and Login / Start Free — or your avatar once you are signed in. The main buttons are Get Started Free (or Projments when signed in), View Pricing, Open Showcase, Desktop App and Android App. The footer links to the Help Center, the Desktop App download page and the legal pages.

The legal pages are public: Privacy, Terms, Refunds, Cookies, Data & Deletion and the Monitoring Notice.

The sidebar

The sidebar on the left lists the workspace's pages: Notifications, Chat, Time Tracker, Attendance, Dashboard, Projects (Collaboration, List, Timeline), Sheets, Files, Submissions (List, Timeline), Tasks (List, Board, Flow), Expenses, Sales, Checklists, Contracts, Reports (Overview, Time Reports, Tasks & Submissions, Expenses & Sales, Attendance) and Calendar. Attendance and its reports appear only once the owner switches Attendance on. Clients, Tags and the member pages are in Settings, not in the sidebar.

• Collapse and expand. The sidebar opens as a narrow rail of icons with short labels. Click the small arrow on its edge (Expand navigation / Collapse navigation) to widen it. It opens collapsed again when you reload the page. Inside Settings it opens wide by itself and the arrow is hidden.
• Sub-pages. When the sidebar is wide, click Projects, Submissions, Tasks or Reports to show their views underneath (▼). When it is collapsed, clicking one of them opens its first view, and a thin strip of vertical tabs appears beside the rail listing that section's views (for example List, Board, Flow).
• Menu on hover. Rest the mouse on a group — Projects, Submissions, Tasks or Reports — and a small menu of its pages opens beside the sidebar; click one to go there. It works with the sidebar collapsed, and with it wide while the group is closed (an open group already lists its pages). Pages your plan doesn't include show a 🔒. Touch screens don't get it: a tap opens the group as usual.
• The selected button. The page you are on is marked in the sidebar — a soft tint by default; the workspace can pick another look.
• Badges. A number on Chat counts your unread messages in this workspace; a number on Notifications counts unread notifications (both show 99+ above 99). A pulsing green dot on Dashboard means someone has a timer running on a project you can see — hover it to see how many. It updates about once a minute.
• Notifications doesn't open a page: it slides a notification panel out beside the sidebar. Click it again to close.
• The logo at the top takes you to the Projments home page.

The page tabs beside the collapsed sidebar, the menu on hover, dragging to reorder and the look of the selected button are set for the whole workspace in Settings → Left Sidebar (see Settings).

Rearrange the sidebar

1. 1Widen the sidebar and point at an item — the ⋮⋮ handle shows it can be dragged.
2. 2Drag it up or down and drop it where you want it.
3. 3To reorder sub-items (for example Tasks → Board above List), open the group and drag inside it. Sub-items can only move within their own group.

Your order is remembered in this browser only — another browser or computer shows the default order. Two items are kept in place whatever you do: Sales always sits right below Expenses, and Sheets right below Projects (after a reload).

No ⋮⋮ handle? The workspace has turned off Drag to reorder buttons in Settings → Left Sidebar. The buttons then stay where they are, and everyone keeps the order they already had.

Hidden and locked pages

• Hidden — a page whose level is None in your permission set is not shown in the sidebar at all (a group such as Tasks disappears when none of its views is allowed). The workspace owner always sees every page. Opening such a page by link usually shows Access Denied. See Permissions.
• Locked (🔒) — the page exists but your plan doesn't include it. It appears greyed out with a padlock; opening it shows Unlock … with a Get Starter Now or Get Professional Now button and Compare Plans. Files stays unlocked when the workspace owner has bought extra storage. See Billing & Subscription.

The top bar

Workspace switcher (left)

The red button with the current workspace's name. Click it to see every workspace you belong to and switch; with more than five, a Search workspace... box appears. Switching keeps you on the same page in the other workspace. See Workspaces.

Gear (Workspace Settings)

Opens Settings. Shown to the workspace owner and to members with at least View on Workspace Settings. Inside Settings a Close Setting button appears next to it and takes you back to the Dashboard.

Products

Lists Projments (marked Current), the 3D Room Scanner (room scans to 2D plans and 3D models) and Sheets (drawings, markups and PDF comparison as a separate product). Picking one of the other two opens it. Below them, Desktop App (the Projments timer and screenshots on Windows) and Android App (tasks, chat and calls on your phone) open their download pages. Under Built for clients, Custom Apps opens the apps we have built for other people and a form to request your own, which is filed as a support request (sign-in required).

Colour wheel (Theme Settings)

Opens Customize Experience — see below.

? (Help)

Home, Open Showcase, Desktop App (download page), Your Support Requests (see Support Requests) and, last, Help Center.

Your avatar (right)

Shows your name and email, then My profile, Billing & Subscription (with a badge showing the plan that applies to you in this workspace: free, starter or professional) and Log out. See Profile.

There is no global search box in the top bar; each list page has its own search and filters. The Help Center has its own search for guides and FAQ.

Customize Experience: theme, dark mode and coloursWatch this part · 0:13

Click the colour wheel in the top bar (or on the home page) to open Customize Experience. It opens on two cards, Light and Dark, each with a small preview; click one to switch. Everything else sits behind More options — click it to show the tabs below, and again (Fewer options) to hide them. Changes apply instantly, to you only, and are saved in this browser — another browser or computer keeps its own look. Reset to defaults (at the bottom of More options) puts everything back to the default, Light mode included.

General

Brand Color (ten preset accent colours used for buttons, links, highlights and their tints everywhere; indigo is the default), Icons (Colour, or Black & White for every icon in the app: the Projments and 3D Room Scanner logos and emoji people type in Chat and Collaboration keep their colour), Typography Size (a slider from slightly smaller to slightly larger text, 85% to 115%) and Corner Roundness (0 px for square corners up to 24 px; the default is 16 px).

Colors

Main Backgrounds (Dashboard App, Card Surfaces, Navigation Sidebar, Top Header) and Text Palette (Primary Text, Secondary/Labels, Muted/Placeholders).

Tables

Table Surfaces (Body Background, Header Row) and Table Elements (Grid/Borders, Header Text, Content Text) for every table.

Advanced

Global Borders; the Status Indicators colours (Success, Warning, Error, Info), which also colour every status chip, badge and alert; and the colour of the Create New rows at the top of each list (the brand colour until you pick one).

Each colour row shows the current colour and its code. Click it for a grid of Basic colors, or Define Custom Colors... to pick any colour.

The floating timer

While your timer is running, a small card floats over every page except the Time Tracker itself: a pulsing red dot, the task name (or Running timer when there is no task), the description and the running time.

• Stop timer (red square) stops it and saves the time.
• × (Hide (timer keeps running)) hides the card for this timer; it comes back when you reload the page or start another timer.
• Drag the card anywhere on the screen — its position is remembered in this browser.
• A timer started on another device shows up within a few minutes, or when you come back to the tab.

More in Time Tracker. An open checklist also floats over every page — see Checklists.

Tables and shortcuts

Tables (and the Calendar) have a Maximize table button that expands them to fill the screen; click Restore table or press Esc to bring it back. Many tables also let you drag column edges to resize, choose and reorder columns from the column menu, and pick how many items per page to show.

Keyboard use is light: in most boxes Enter sends or saves and Esc cancels; Ctrl+click selects several files in Files; arrow keys move through @mention suggestions and Help Center search results.

Banners you may see

These follow your own subscription, so they appear in every workspace you open:

• Your subscription expires in N days (or today / soon) — shown when a payment has failed, or in the last seven days of a cancelled subscription. It says the workspace will drop to the Free plan and that your data is not deleted. Renew Subscription Now opens Billing.
• Your subscription has ended — you are on the Free plan — Nothing has been deleted; paid features are locked and new uploads are paused until you renew. Renew Subscription opens Billing.

Try it before you set anything up

The sample workspace (the Showcase) is a full workspace filled with example clients, projects, tasks, hours and reports. Anyone can open it without an account — from Open Showcase on the home page or in the top bar's ? menu. Every sidebar page and every paid feature is unlocked so you can see the whole product.

• It is read-only: a banner reads SANDBOX MODE — READ ONLY, NO EDITING OR DELETING ALLOWED, a 🧪 Sandbox Mode label sits in the bottom-left corner, and nothing you click can change it.
• The workspace button reads Sample_Workspace and can't be switched. Team members' names are shown as Team Member.
• Personal pages — Settings, your profile, the full notification list — are not part of it, and without an account the top bar shows Login and Sign Up instead of your avatar. There is no floating timer and no incoming calls there.
• EXIT SANDBOX takes you back to the home page.

Projments on every screen

• Web app — everything described in this Help Center.
• Desktop App for Windows — a tray timer with screenshots, idle alerts and your checklists. Download it from ? → Desktop App. See Projments Desktop App.
• Android app — tasks, time, expenses, chat and calls on your phone. See Android App.

One account signs in everywhere.

The Dashboard is a live read of the team's time: who is tracking right now, what each person last worked on, and how many hours the workspace logged over the period you choose. Open it from Dashboard in the sidebar. It is included in every plan.

Who can see it

The Dashboard needs Full Access on Dashboard in your permission set (the page only has None or Full Access); without it the page answers Access Denied and is hidden from the sidebar. Hours are only counted from projects inside your access scope, so two people can see different totals for the same period. See Permissions.

Filter by date and projectWatch this part · 0:49

The page title shows today's date. The row under it holds two filters, and everything on the page — the three totals and the table — follows them. Both are remembered for each workspace in this browser until you change them. The first time you open the Dashboard it shows the current month. Today and All Time always mean today and all time; a week, month, quarter or calendar range is saved as those exact dates, so it does not move forward on its own — pick it again when a new month starts.

1. 1Click the date box (📅) to open the picker.
2. 2Today and All Time apply at once. Week, Month and Quarter (and Period → Monthly Period / Weekly Period) fill in the current week, month or quarter; weeks start on the day set in Settings → General.
3. 3Or click a start day and an end day on the two calendars (use ‹ and › to move between months); the From: and To: boxes show your choice. Picking a single day shows just that day.
4. 4Click Apply. Applying with no dates picked means All Time; Cancel closes without changes.
5. 5Next to it, the All Projects picker narrows everything to one or more projects (it also has Select all). Ticking every project is the same as no filter. The box then shows All Projects, the project's name, or N projects.

The three totalsWatch this part · 0:41

Total Hours (period)

All hours logged in the period by everyone shown in the table — exactly the sum of its Total column.

Entries (period)

How many time entries were logged in the period.

Active Projects (period)

How many projects had time logged on them in the period.

The period is printed in each title, for example Total Hours (Today) or Total Hours (1 Oct – 31 Oct) (the year is added for other years). A time entry logged for a range of days (an Add Hours entry with From and To dates) counts an equal share towards each of its days, so only the days inside your period are counted. All Time counts every entry in full.

Team ActivityWatch this part · 0:12

One row per person — workspace members (including people invited who haven't signed up yet), the owner, and anyone else who logged time — most recently active first; people who have never logged time are listed last, alphabetically. Only people who logged time in the period (and on the chosen projects) are shown — except All Time with all projects, which lists everyone, including members who have never logged a minute.

Team Member

Row number, profile photo (when the member has one) and name; this column is always shown. ● Online under the name means the person has a timer running right now.

Description

The description of their latest entry ((No Description) when it has none), with a ● LIVE tag while it is running, or No time logged yet.

Project / Sub / Task

The project of that entry, and under it the submission and task (General when the entry has no task).

Duration

How long that entry lasted, or a live clock while it runs.

Last Logged

How long ago they last logged time — Just now, 3 hours ago, 5 days ago, 2 months ago — or Never. Hover for the exact date and time.

Total

Their hours over the selected period and projects (h:mm:ss).

• Running timers and today's figures refresh about every minute, totals for longer periods about every three minutes, and both refresh when you come back to the tab.
• Drag a column's edge to resize it.
• The grid button at the right of the header (Column Visibility & Order) opens Visible Columns & Order (Drag to Reorder): tick columns on or off and drag them into a new order. Your layout is saved in this browser.
• Use the arrows (Previous Page / Next Page, with a counter such as 1-20 of 45) and items per page (10, 20, 50, 100, 200 or All; 20 by default) at the bottom to page through long teams.
• When nobody matches, the table says so: No account logged time today., No account logged time in this period. (ending on this project or on these projects when the Projects filter is on), or No team members yet.

The sidebar's Dashboard icon shows a green dot whenever someone has a timer running on a project you can see, so you can tell without opening the page.

Stop a running timerWatch this part · 1:31

1. 1Find the person marked ● Online and click the red stop button at the end of their row.
2. 2Stopping a teammate's timer asks first (Stop … 's timer?) and shows what it is running on: It will end now and the time tracked so far will be saved. Confirm with Stop Timer. Your own timer stops straight away.
3. 3The timer ends at once and the time so far is saved. A Timer stopped window then shows the Member and the time Logged, so you can correct the Description (What was worked on?) and click Save — or Close to keep it as it is.

In the Showcase

The public sample workspace shows the Dashboard read-only, without the Projects filter or stop buttons, with every person shown as Team Member, and its third card reads Total Projects. See Overview & Getting Started. For detailed breakdowns by person, project or task, use Reports.

A workspace is a fully separate space with its own members, clients, projects, settings and chat. Nothing is shared between workspaces, so use separate ones for different companies, brands or departments whose data must not mix. You can belong to several — your own and the ones others invite you to — and switch between them at any time.

Your first workspace

When you sign up, a workspace named after your first name (for example "sara's Workspace", or "My Workspace" when your name can't be used) is created and you are its owner. The owner always has full access to everything in it. Other people join when an admin adds them in Settings → Members — see Team & Members.

Switch workspaces

1. 1Click the red workspace button at the top left of the top bar — it shows the current workspace's name.
2. 2Pick a workspace from the list (the current one is highlighted with a ✓). With more than five, type in Search workspace... to filter; No workspaces found means nothing matches.
3. 3You stay on the same page, now in the other workspace — for example Tasks in one opens Tasks in the other, and from Settings you land in the other workspace's Settings.

The workspace you were last in is saved to your account: the Projments button on the home page opens it next time, on any computer. The workspace's name (lower-case, without spaces) is the first part of every address in it, so links you share open in the right workspace.

Create another workspace

1. 1Open Settings → General (the gear in the top bar).
2. 2Click + New Workspace at the bottom of the form.
3. 3In the New Workspace window, type a Workspace Name and click Create Workspace (or press Enter). You are taken to the new workspace's settings, and you are its owner.

• A name can be up to 100 characters: letters and digits in any language, spaces and - _ . , ( ) ' &. Anything else is refused with Workspace name can contain letters, digits, spaces and - _ . , ( ) ' & only.
• Two workspaces of the same owner can't share a name (capitals don't count): A workspace with this name already exists. This applies when creating and when renaming.
• The button is shown to people with Manage or Full Access on Workspace Settings in the workspace they are in. The new workspace belongs to whoever creates it and counts against their plan.

Rename a workspace and set its defaults

In Settings → General (General Settings), change the Workspace name — and the workspace-wide Currency, Date Format, Week Starts On, Time Zone and Time Format (12-hour or 24-hour) — then click SAVE CHANGES.Settings saved successfully! confirms it. Editing needs Manage or Full Access on Workspace Settings (or being the owner); with View the fields are read-only. Renaming changes the workspace's address and takes you to the new one, so old bookmarks to it stop working. More in Settings.

Leave a workspace

1. 1Open Settings in the workspace you want to leave.
2. 2At the bottom of the Settings menu on the left, click Leave Workspace.
3. 3Confirm with Leave ("Are you sure you want to leave this workspace? You will lose access to all its data."), or Cancel.

• You lose access to its projects, tasks, chats and files straight away, and you are removed from its chats.
• Your past time entries stay in its history — they belong to the project, not to your membership.
• Projects you managed lose you as their project manager, and a paid seat you held in that workspace is released.
• The owner can't leave their own workspace — the button isn't shown to them; they can only delete it.
• The gear only appears for members with at least View on Workspace Settings. If you can't open Settings in that workspace, ask an admin to remove you from Settings → Members instead.

Delete a workspace

Only the workspace owner can delete it — Full Access on Workspace Settings is not enough — because it removes the work of the whole team.

1. 1Open Settings → General and click Delete Workspace (bottom left). The window says how many projects the workspace contains.
2. 2Choose what happens to the projects. Delete workspace, files, and all data permanently: type delete <workspace name> exactly (the box turns green) and click Confirm Permanent Deletion.
3. 3Or Move projects to another workspace before deletion (offered when you have another workspace): pick the target under Choose target workspace and click Move and Delete Workspace.
4. 4You are taken to the Dashboard of another of your workspaces.

Moved (move option)

Every project with its submissions, tasks, logged time, files and sheets; the clients those projects use (joined to a client of the same name in the target, if there is one); and the workspace's expenses and sales.

Gone either way

Members, teams, permission sets, checklists, meetings, the tag list, settings, and files that don't belong to a project. The workspace's chats can no longer be opened. Moved projects lose their project manager, since that person belonged to the deleted workspace.

Which features a workspace has

In a workspace you own, your own plan applies. In someone else's workspace, what you can use comes from the seat (licence) the owner assigned you there; without a seat you have the Free features. Within that, each member's permission set and access scope decide what they can see and do. See Billing & Subscription and Permissions.

Notifications collect the events that need your attention: someone mentioned you or replied to you, reacted to your message, called while you were away, approved or rejected your expense, or a task has gone over its planned hours. New ones arrive instantly, without reloading. Notifications are part of the Starter plan and up; on Free the panel shows an Unlock Notifications prompt instead.

Open your notificationsWatch this part · 1:51

• Click Notifications at the top of the sidebar. A red number on it counts your unread notifications.
• A panel slides out beside the sidebar. Click Notifications again, the × in the panel's header, or anywhere outside it to close.
• See All Notifications at the bottom of the panel opens the full Notifications page.

You need Full Access on Notifications in your permission set (the page has only None or Full Access); at None the item is hidden from the sidebar. See Permissions.

What sends you a notificationWatch this part · 1:51

Mentions

Name mentioned you — someone typed @ and your name in a post in a project's Collaboration room.

Replies

Name replied to message — someone replied to your Collaboration post.

Reactions

Name reacted with 👍 — someone reacted to your Collaboration post or your chat message.

Missed calls

Missed voice call or Missed video call — a call rang and you didn't answer. See Calls & Meetings.

Chat messages

New Message from <workspace>, with From: name — a new chat message for you. See Chat.

Approvals

The people who can approve get Approval Needed when someone adds an expense or sale they can't approve themselves, and Expense modification requires approval (or Sale …) when one is edited. The person who sent it then gets … approved your expense (or sale) or … rejected your changes. See Expenses and Sales.

Support

Replies and updates on your support requests.

Overruns

Automatic alerts, only when they are switched on for the workspace (below): Task Overrun and Submission Overrun — logged hours went over the planned hours ("+2h 30m over plan (12h 30m / 10h)"); Project Overrun — a project's logged hours went over the hours of its confirmed contracts.

Task assignments and edits don't send notifications. You only see notifications about projects you still have access to; overrun alerts cover tasks, submissions and projects whose status is Open or In Progress, inside your access scope. The list keeps your 50 most recent saved notifications.

The red number

The number on Notifications counts the unread saved notifications in its list: the ones for the workspace you are in, plus the ones that belong to no workspace. It does not count chat messages in the workspace you are in (those raise the Chat badge instead) or overrun alerts. What is unread in your other workspaces — their notifications and chat messages — shows as a red number next to the workspace name at the top, and beside each workspace in the workspace switcher; open that workspace to see it. The Android app shows the same numbers on its workspace pill and switcher.

Work through the listWatch this part · 2:22

• Notifications are grouped into Today, Yesterday and Earlier, each with how long ago it arrived. Unread ones are bold, tinted and marked with a dot. No notifications found means the list is empty.
• Click a notification to mark it read and jump to the post, chat, expense or task it is about.
• Unread (top of the panel) shows only the ones you haven't read yet; click again to show all.
• × removes a notification. On the Notifications page it appears when you hover a row (Remove Notification).
• On the Notifications page, right-click a notification and choose ✉️ Mark as unread to keep it for later.
• Drag the panel's right edge to make it wider or narrower; the width is remembered in this browser.

Workspace notification settingsWatch this part · 2:37

Settings → Notifications (Notification Settings) controls the overrun alerts and highlighting for everyone in the workspace. Opening it needs View on Workspace Settings; changing it needs Manage or Full Access. Each change saves on its own. In a new workspace the overrun bells are off and the highlighting is on: tasks show an overrun as red Duration text, submissions and projects as a light red row.

All Notifications

The master switch for the automatic overrun alerts and the overrun colours in lists. Off stops both for everyone; in the panel, mentions, replies, reactions, missed calls, approvals and support updates still arrive.

Task Overruns / Submission Overruns / Project Overruns

One card for each. Notification Alerts → Bell Notifications (the bell button) turns that alert on or off.

Visual Highlighting

Its own switch on each card, on until someone turns it off. Colours work that is over its hours: projects in the Projects list, submissions in the Submissions list and on a project's Submissions tab, and tasks on the Tasks page and under their submission. Pick the Highlight Color and a Display Style: Row (colour the row's background) or Text (colour the duration figure). Tasks start as red Text; submissions and projects as a light red Row. Off means no colour at all.

Notifications on your phoneWatch this part · 2:58

The Android app shows push notifications for new chat messages, incoming calls, and expense and sale approvals (new requests, changes, approvals and rejections). Mentions, replies, reactions, missed calls, support updates and overrun alerts are not pushed to the phone. Mute Notifications on a chat stops its phone notifications only — its unread count still shows in the web app. See Android App.

Chat keeps quick conversations with your teammates next to the work: one-to-one messages and group chats, with emoji reactions, read indicators and one-click voice and video calls. Open it from Chat in the sidebar. Chat is part of the Starter plan and up; calls need Professional (see Calls & Meetings).

Who you can chat withWatch this part · 0:17

• Chats belong to a workspace. You see the chats of the workspace you are in; switch workspace to see the others.
• You can start a chat with any member of the workspace who has a Projments account. People who were invited but haven't registered yet don't appear.
• Chat has two levels in a permission set, None or Full Access. Members at None don't see Chat in the sidebar. See Permissions.

Start a chatWatch this part · 0:34

1. 1Click New at the top of the chat list.
2. 2Find people with Search team members... and tick them.
3. 3One person makes a direct chat. Two or more make a group — you can give it a Group Name (Optional); without one, the chat is named after its members.
4. 4Click Start Chat. If you already have a direct chat with that person, it simply reopens.

A chat holds up to 50 people including you; the window counts as you pick ("12 of 49 members selected"). Group names are up to 100 characters.

The chat listWatch this part · 1:34

• Each row shows the name, the last message (You: when it was yours) and when it was sent. A number shows how many messages you haven't read; the row turns bold.
• Search conversations... filters by name; All and ⭐ Favorites switch between every chat and your starred ones (each shows a count).
• The Chat item in the sidebar shows your total unread messages in this workspace.

Click the ⋯ on a row for:

Move to Favorites / Remove from Favorites

Stars the chat (⭐) so it appears under Favorites.

Hide

Takes the chat off your list until someone sends a new message in it.

Mark as Unread

Keeps an unread badge on the chat until you open it again.

Mute Notifications / Unmute

Stops phone notifications for this chat (🔕). Unread counts still show in the web app.

Delete

Deletes the chat — see the warning below.

Send, edit and reactWatch this part · 0:55

• Type in the box at the bottom and press Enter to send; Shift+Enter starts a new line. A message can be up to 10,000 characters — a counter appears as you get close. Messages are text and emoji only; to share files use Files or a project's Collaboration room.
• Hover a message and click React (😊+) to pick an emoji — six favourites at the top, or search the full set. Reactions show under the message with a count; hover one to see who reacted, click it to add or remove yours. The author gets a notification.
• Hover one of your own messages for Edit (Enter saves, Esc cancels; it is marked edited) and Delete. Deleting happens at once, without asking, and everyone sees This message was deleted. There is no time limit on editing or deleting.
• An eye icon beside your message turns blue once someone else in the chat has read it.
• Messages are grouped by day (Today, Yesterday, then the date). Calls leave a line in the chat too — a missed call, or 📞 Call ended with its length.

Group chatsWatch this part · 1:17

• Click the pencil next to a group's name (Rename Group) to rename it — any member can.
• The header shows how many participants the chat has.
• Add people (in the header) opens New Chat with the current members already ticked. Starting it creates a new group chat; the original chat and its history stay as they are.
• Every meeting created in the Calendar gets its own group chat with its attendees, named after the meeting.

Calls from a chat

The phone and camera buttons in the chat header start a voice or video call with everyone in the chat, and the Calls tab beside Chat lists your call history. Both are explained in Calls & Meetings.

Chat notifications

New messages arrive live and raise the Chat badge in the sidebar; opening a chat marks it read. Chat has no @mentions — to mention someone and notify them, post in a project's Collaboration room. On Android, new messages arrive as phone notifications unless the chat is muted. See Notifications.

Calls let you talk to teammates by voice or video — with screen sharing — straight from a chat, without leaving Projments. Meetings add a scheduled call with its own chat and join link. Calls are a Professional feature; on other plans the call buttons show a 🔒 and the Calls tab offers an upgrade.

Start a call

1. 1Open Chat and select the conversation with the people you want to talk to (see Chat).
2. 2Click the phone (Voice call) or the camera (Video call) in the chat header.
3. 3Everyone else in the chat starts ringing. The call opens full screen for you with Calling … and Ringing…, and a Cancel button to give up.
4. 4When someone picks up it changes to … answered and Connecting…, then the call starts and its timer runs.

• Nobody answers within 45 seconds: the call stops on its own and shows No answer. A call that is answered but never connects shows Call could not connect.
• A call that can't be started — for example on a plan without calls, or when the month's allowance is used up — shows Call Failed with the reason, and nobody is rung.

Answer a call

An incoming call pops up on whatever workspace page you have open — and on your phone if you use the Android app — with the caller's name and a ringtone. Click Accept to join or Decline. A call that isn't answered within 30 seconds is declined automatically. Answering in one tab or device stops it ringing on the others.

During a call

• The top bar shows who you are talking to, the call's length and whether it is a voice or video call. The length starts counting when someone else is actually in the call, not while it rings.
• The buttons at the bottom turn your microphone and camera on and off (a red icon means off), share your screen, open a side chat for the call, and Leave.
• Screen sharing becomes available once someone else has joined, and only one person can share at a time.
• Pop out (top bar, Chrome and Edge on a computer) puts the call in a small window that stays on top of every tab and program: who you are talking to, mute, camera, share, Leave, and the shared screen and whiteboard with the drawing tools. Switch to another tab during a call and it opens by itself. Close it to bring the call back to its tab.
• Messages in the in-call chat are not saved — post anything you need to keep in the regular chat.
• Calls are not recorded.

Draw and explain

Once the call has started, tabs in the top bar switch between the Call itself, the Shared screen (while someone shares) and a Whiteboard. On the last two everyone in the call can draw, and everyone sees it as it is drawn.

• When a share starts, its tab opens by itself: Shared screen for someone else's, with their screen large and room to draw over it, and My screen for your own — what others draw lands on it, and you can draw too. When the share ends you are back on Call.
• Tools: Pen (P), Highlighter (H) — ink that fades by itself after a few seconds, Laser pointer (L), Arrow (A), Rectangle (R), Ellipse (O), Text (T — click, type, Enter) and Eraser (E). Pick a colour and one of three sizes.
• Undo (Ctrl+Z) and Redo (Ctrl+Y) take back your own drawing only. The bin clears everything on that tab for everyone, after asking.
• A red dot on a tab means someone drew there while you were looking elsewhere.
• Everyone sees who is drawing: a small tag with the person's name, in their ink colour, follows their pen and their laser pointer, and stays beside a finished shape for a few seconds. Your own ink is never tagged on your screen. It shows on the whiteboard, the shared screen, the floating window and the Desktop App's ink on your screen.
• Opening the Whiteboard asks the others to join you: they see … opened the whiteboard with Open whiteboard and Not now (it goes away by itself after a while). Anyone can also open it from the tab at any time.
• On the whiteboard and the shared screen, everyone's camera stays in a column beside it, so a video call stays face to face while you draw.
• Drawings are not saved: they last until the call ends. A new screen share starts with a clean page; the whiteboard keeps its drawings for the whole call, and someone who joins late is sent what is already there.
• Draw on my screen (Windows): while you share your entire screen, this button in the top bar puts everyone's ink right on your desktop through Projments Agent (version 1.3 or later). Your programs keep working under it; press Draw in its toolbar or Ctrl+Shift+D to draw yourself, Esc to stop. The first time, the browser asks whether the site may look for and connect to devices on your local network — choose Allow (it only reaches the Desktop App on your own computer). Refused it by mistake? Click the icon left of the address → Site settings → Local network access → Allow. The ink layer is kept out of the shared picture, so nobody sees it twice. After it has worked once, it starts by itself with your next whole-screen share.
• In the Desktop App's own Chat & Calls window it is simpler still: share a screen from its picker and the ink is on that screen straight away — no button, no browser question (see Desktop App).
• Without the agent, or when you share a window or a tab, you see the ink in the call window's My screen tab instead.
• The Android app has the same tabs, just above the call buttons: it shows the shared screen and the whiteboard with everyone's drawing, and you can draw on both with your finger (Text opens a small box to type in; the phone's Back button returns to the call). Other people's ink carries the same name tags as on the web. The phone can share its own screen too: tap the share button among the call buttons and allow it when Android asks. The call then shows You are sharing your screen · Stop instead of the phone's own screen, and the My screen tab (it does not open by itself on the phone) shows a small copy with what the others draw on it. Stop with Stop, the share button again, or Stop sharing in the notification; leaving the call stops it too. While someone else shares, the button waits.

Add people to a call

Once the call has started, Add people in the top bar lists the people of the workspace. Ring calls one of them straight away — on the web and on their phone, like any call — and they show Ringing…, then In call once they join. Anyone in the call can add people. Somebody added who is not in this chat joins only this call: they don't get the chat, and if they don't answer, only they are told about the missed call. Their minutes count towards the allowance of the person who added them.

When a call finishes, a short summary shows for a moment — Call ended, Call declined, Call cancelled or No answer, with the name and the call's length — then closes by itself (or click Close).

The chat keeps a record: one 📞 Call ended line with the length for an answered call, or a missed-call line when nobody answered. Each person who missed it also gets a Missed voice call or Missed video call notification. A call that was answered never leaves a missed-call line or notification.

Call history

The Calls tab next to Chat on the Chat page lists the calls you made and received in this workspace. A red number on the tab counts calls you missed since you last opened it.

• Filter with all, missed, incoming or outgoing, or type a name in Search calls....
• Each row shows the other person, voice or video, the result — Incoming, Outgoing, Missed, No answer, Declined or Cancelled — how long it lasted, and when.

Meetings

Meetings are scheduled in the Calendar. Creating, editing or deleting one needs Manage (delete: Full Access) on Meeting in your permission set.

1. 1In the Calendar, create a New Meeting: Meeting Title, Date, Start Time, End Time, a Description and the attendees (search by name or email; up to 50). Click Create Meeting.
2. 2The meeting gets its own group chat with the attendees, named after the meeting, and a join link.
3. 3When it starts, attendees see a Meeting Started bar under the top bar with a Join button (it stays until the end time or until dismissed).
4. 4Or open the meeting in the Calendar: Join starts the video call, the arrow beside it offers Join meeting and Copy join link, and Chat opens the Chat page, where the meeting's chat is listed under its title.

Call allowance

Professional includes up to 20 hours of calls per user each month. The time counted is that of calls you start, counted for each person who answers, from the moment they answer until the call ends — so a one-hour group call answered by three people uses three hours of your allowance. It resets on the 1st of each month (UTC). Once the month's hours are used up, new calls you start are refused with Your monthly Voice & Video Calls allowance (20 hours) has been used. until the next month; you can still answer calls from others. See Billing & Subscription.

The Time Tracker (⏱ in the sidebar) is your personal timesheet. The bar at the top runs a live timer on a task; the list underneath shows every time entry you have recorded in this workspace — from this page, the Desktop App, the Android app or hours logged by hand on a task. Finished time counts towards the task's Duration, the project's totals, the Dashboard, Reports and labor payments in Expenses.

Two ways to log time

• Live timer. Pick a task in the bar at the top and click START (below). The Desktop App and the Android app run the same timer.
• By hand. The Time Tracker itself has no "add entry" form. To record time you didn't time, log hours manually: click the task's Duration on the Tasks page (on Submissions, its Total Duration) to open Log Hours. The Hours tab adds an amount over a date range, within the task's plan; the From / To tab adds a day with a start and end time. Those entries then show here. Full details, including logging for someone else, are in Tasks. A task whose Manual hours switch is off shows a lock on its Duration instead.

Get the apps

Two buttons beside the page title, Download for Windows and Download for Android, open the download pages of the Desktop App and the Android app, which track time from your computer and your phone.

Until you have logged any time in the workspace, the list is replaced by a getting-started panel, Start tracking your time: three steps (describe the work, pick the project and task, press Start) and the same two download buttons. If you can only view the Time Tracker it just says No time logged yet. Once there is an entry, the list takes its place; a filter that finds nothing still shows No time entries found.

Start a timer

1. 1Type what you are doing in What are you working on? (optional, up to 2,000 characters). It becomes the entry's description.
2. 2Optionally narrow the task list with the All Projects dropdown.
3. 3Click Select Task and pick a task. The list is grouped by project, then by submission (↳); tasks that sit straight under a project come after its submissions. Use Type to search task... to find one — with no project chosen only the first tasks are listed ("type to search all, or choose a project").
4. 4Optionally choose a tag in Select Tag. Picking a task fills in its tag; tags used on that project's tasks are listed first, then the rest of the workspace's tags.
5. 5Click START. The clock next to it starts counting and the button turns into STOP.

• A task is required — Please select a Task first. The entry takes the task's project and submission automatically.
• The timer always starts now. To record time that already happened, log it by hand on the task (see Two ways to log time above).
• The tag you start with is also copied onto the task itself. That copy needs Tasks at Manage or Full Access; without it the task keeps its old tag, nothing is said, and the timer still starts with your tag.
• The task list holds the tasks you can see on the Tasks page. If your Tasks permission is None, it is empty and you can't start a timer.

Stop a timer

Click STOP in the bar (or the red stop button on the floating timer). The entry gets its end time and the bar clears, ready for the next task. Stopped time appears in the list at once.

One timer at a time, on every device

• You can have only one running timer — across all your workspaces, the website, the Android app and the Desktop App. Starting a new one (here, with ▶, or on another device) stops the one that was running.
• The timer runs on the server, not in the browser tab. Reloading the page, closing the tab or losing your connection does not stop it; when you come back the bar shows it still running with the right elapsed time.
• A timer started on your phone or the Desktop App shows here too, but not instantly: on this page the bar checks every 2 minutes and the list every minute; on other pages the floating timer checks every 5 minutes. Switching back to the browser tab, or reloading, checks at once. Nothing is checked while the tab is in the background.
• If you stop a timer on another device, the bar here can keep counting until it next refreshes. Pressing STOP then changes nothing: you see "This timer was already stopped." and the bar clears, and the entry keeps the end time it was stopped at.

When a task refuses the website timer

Every task has Time Tracking switches that decide where its timer may run (Website, Android app, Desktop app) and whether hours may be typed in by hand (Manual hours) — see Tasks → Time Tracking. If a task's Website switch is off:

• START refuses it with a notice such as Time on this task can't be tracked from the website. Track it from the Android app or Desktop-projments.
• ▶ on its entries is greyed out with the same reason.
• You can't move an entry onto it from the Task column (Not tracked from the website).

If a task's Manual hours switch is off, you can still time it with START or ▶, but nobody — the workspace owner included — can change its entries' times by hand: the Period and Start – End cells stop being clickable, and Edit date & time says Manual hours are off for this task: only a timer records time on it. Typing a new Duration, or moving a finished entry onto such a task, is refused with Hours can't be added by hand on this task.

Detailed or Summary

The Detailed / Summary buttons at the right of the filters switch between one row per time entry and one row per task. Your choice is remembered in this browser. Both views split their rows by day: a light header names the day (Today, Yesterday or the weekday, then the date), and a Total row under the day's rows gives your time on that whole day — in the Duration column in Detailed, in My time in Summary — even when part of the day is on the next page.

Columns in the Detailed view

Description

What you typed in What are you working on?. Always the first column; click it to edit.

Project

Pick another project to move the entry. A project cannot be cleared; a submission or task from the old project is cleared with it.

Submission

Offers only the submissions of the entry's project. Changing it clears a task that sits under another submission.

Task

Offers only the tasks of the entry's project. Choosing a task also sets its project and submission. A task whose Website switch is off can't be chosen here.

Tags

One tag per entry. Changing it here also tries to set that tag on the entry's task (this silently does nothing without Tasks at Manage or Full Access).

Period

The day the entry falls on, or From → To when it spans several days.

Start – End

The clock times (e.g. 09:15 → 11:40) with the date underneath; a running timer reads → now. Hours added with Log Hours → Hours have no clock and read Logged hours.

Duration

Hours:minutes:seconds, or Running... for a running timer. Type a new length (1:30:00, 1:30, 1h 30m or 1.5) to change it: the start stays and the end moves.

Times use the workspace's Time Format (12-hour or 24-hour, set in Settings → General) and your browser's time zone.

Arrange the columns

• Click the grid icon at the right end of the header (Column Visibility & Order) to open Visible Columns & Order: untick a column to hide it, drag the rows to reorder. Description can't be hidden or moved.
• Drag the edge of a column header to resize it.
• Click a header to sort by it; click again to reverse. With no column chosen the newest entries come first.
• The day headers show only while the list is in time order (no column chosen, or Start – End); sorted by any other column they step aside.
• Widths, order and hidden columns are remembered in this browser.

The Summary view

Grouped by day, newest day first; under each day, one row per task worked on that day, the most recently worked-on first — a task worked on over several days has a row under each: Task (with its submission underneath), Project, Entries, First start, Last end (Running… while a timer runs on it) and My time. Entries with no task are grouped per project as No task. Click a row to expand it and see its entries — description and tag, Start – End and duration. An entry that runs past midnight stays under the day it started; hours added with Log Hours → Hours sit under the first day of their period. The footer counts the days and adds up My time.

• My time adds up the entries loaded on the page (and matching your filters). When older entries aren't loaded yet the view says My time covers the N most recent entries, with a Load 500 more link.
• Summary is for reading: edit, delete and select entries in the Detailed view.
• The grid icon at the right end of the Summary header (Column Visibility & Order) opens the same Visible Columns & Order menu as Detailed, with its own list: hide or drag Project, Entries, First start, Last end and My time. Task can't be hidden or moved. With My time hidden, each day's total sits beside its Total label. Remembered in this browser, separately from Detailed.

Continue a task with ▶

The ▶ button on a finished entry (Detailed) or on a task row (Summary) starts a new timer on the same task, with the same description and tag — in Summary, those of the task's newest entry. Any timer you have running stops first. It is greyed out, with the reason in its tooltip, when you have read-only access, the task has its Website switch off, or the task is no longer available to you. Entries without a task have no ▶.

Change an entry's date and time

1. 1Click the entry's Period or Start – End cell, or open the row menu (⋮) and choose Edit date & time.
2. 2For a timed entry, set the Start and End date and time. The Duration under the fields follows as you type.
3. 3For hours added with Log Hours → Hours, the window shows From and To dates only ("Logged hours have no clock"): you move them to other days and their length stays the same.
4. 4Click Save (or press Enter). Escape or Cancel closes without saving.

• End time can't be before the start time. and End time can't be in the future. — and for logged hours, The To date cannot be before the From date.
• A running timer can't be edited this way — the menu item says Stop the timer first.
• On a task with planned hours, making an entry longer than the plan allows is refused with a message such as This entry can be at most 2h — the task is planned for 20h and its other entries already use 18h. Shortening an entry is always allowed. The same applies to moving an entry onto another task and to typing a longer Duration.
• Overlapping entries are not checked: neither editing nor logging hours looks at your other entries, so two entries can cover the same time. Only a running timer is limited to one at a time.
• If a change in a cell is refused, the cell goes back to its old value and a Change not saved or Duration not saved message gives the reason; in the Edit date & time window the reason shows in the window.

Search and filter

• Search by description matches the description text only.
• All Projects, All Submissions and All Tags narrow the list to one of each. All Submissions lists every submission, whatever project you picked. With nothing in the list: No time entries found.
• There is no date filter on this page; sort by Period or Start – End, or use Reports for date ranges.
• The page loads your 500 most recent entries first. When there are more, Load 500 more appears at the end of the list — search and filters only cover what is loaded ("Search and filters cover what is loaded").
• Choose 10, 20, 50, 100, 200 or All items per page at the bottom, in both views — in Summary the items are task rows. All shows at most 2,000 rows at once.

Delete entries

1. 1One entry: open its row menu (⋮), choose Delete and confirm Delete Time Entry.
2. 2Several: tick their checkboxes (the header checkbox ticks every entry on the page). A bar appears at the bottom — N entries selected — with Deselect All and Delete N.
3. 3Confirm Delete Time Entries. The hours disappear from the task's Duration, the Dashboard, Reports and labor totals.

The floating timer

While you have a timer running, a small card floats on every workspace page except the Time Tracker itself: a pulsing red dot, the task name, the description and the elapsed time.

• Drag it anywhere; its position is remembered in this browser.
• The red square button (Stop timer) stops the timer from any page.
• The × (Hide (timer keeps running)) hides the card for this timer only — the timer keeps running, and the card comes back for your next timer or when you reload the page.

Who can do what

The Time Tracker follows the Time Tracker page of your permission set (see Permissions). The Tasks (Time Tracking) level does not change anything on this page.

None

Time Tracker is hidden from the sidebar; opening it says Access Denied.

View

Read-only: you see your entries, but the timer bar (START and STOP included), ▶ (“Read-only — you cannot start timers here.”) and every cell are disabled. The floating timer’s stop button still works.

Manage

Start, stop and continue timers, edit memos, links, tags, durations and times. No delete.

Full Access

Everything Manage does, plus Delete and bulk delete.

The workspace Owner always has Full Access. Which projects your entries and tasks come from is decided by your access scope.

Plan

The Time Tracker is part of the Starter plan and up. On Free, the sidebar item shows a 🔒 and opening the page shows Unlock Time Tracker with Get Starter Now and Compare Plans — see Billing. Desktop App screenshots need Professional.

Screenshots

The Time Tracker page doesn't show screenshots. When the Desktop App captures them (Professional), they are viewed on a project's WORKLOG tab (see Projects) and under Settings → Projments Agent → Manage Screen Shots. Deleting a screenshot also removes the tracked time it covers.

Billable time

The website records every time entry as billable and has no switch to mark an entry non-billable, so the Billable filters in Reports and in Pay for logged hours include all of your time.

Turning hours into money

In Expenses → Pay for logged hours you can price finished entries at each member's rate and raise the payment as a single expense (Professional). Only finished entries count — a timer that's still running isn't money yet.

Attendance records when people start and finish work, with their breaks, and compares it with the time they track on tasks in the Time Tracker. It is off until the workspace owner switches it on in Settings → Attendance; until then nobody sees a Clock in button and timers work exactly as before.

Clocking in and outWatch this part · 1:08

1. 1Open Attendance in the sidebar and click Clock in on the card at the top (on the Android app, open its Attendance page, or use the same card at the top of the Timer screen).
2. 2If you work hybrid, pick Office or Remote first.
3. 3While you are in, the card shows your running time, with Break and Clock out next to it.

My attendance lists your sessions for any period — this month to start with, up to All Time — with the period's session count and net time, and items per page under the table. If a workspace requires a clock-in before task timers and you start one without it, the message offers Go to Attendance.

Who is at work: the Team tabWatch this part · 3:45

The workspace owner and people with Attendance at Full also get a Team tab: everyone who can clock in, one row each, for today or any period up to 93 days.

Counts

Clocked in, On a break now, Not clocked in and Day off, across the top. Click one to list only those people; people not clocked in come first.

Status

At work now, On a break, Clocked in (already gone home), Not clocked in, or the day off they are on — a holiday, leave or sick leave.

In → Out

Their first clock-in and last clock-out of the day. For a longer period it shows how many days they clocked in.

Breaks, Net and Where

Breaks taken, net time (attendance minus breaks), and whether they worked from an office or remotely.

Below the table, Sessions lists every session of the period.

Attendance profilesWatch this part · 0:39

Everything about how someone takes attendance comes from their profile, set up in Settings → Attendance: whether attendance is required at all, the working hours, the work mode, which offices count, the location checks, the breaks and the timer rules. One profile is the default and applies to everyone; to give someone another, pick it in the Attendance Profile column of Settings → Members. Only the owner, Attendance Full or Workspace Settings Manage can do that, and nobody but the owner can change their own. A profile with Attendance required off is for people who never clock in — they are never late or absent, and their timers never wait for a clock-in.

Office, remote and hybridWatch this part · 0:13

Office

Always recorded as office. If the workspace checks locations, the clock-in is compared with the offices.

Remote

Clock in from anywhere. Your location is never asked for or kept.

Hybrid

You pick office or remote each time you clock in. Picking office applies the office location checks; picking remote never asks for your location.

LocationWatch this part · 1:41

Your location is read once, at the moment you tap Clock in or Clock out — never in the background, never in between. A location is evidence, not proof: an imprecise fix proves nothing either way, and a phone that reports a simulated location is flagged. If your location cannot be confirmed, the workspace's policy decides whether the clock-in is accepted, flagged, sent to a manager for review, or refused. Clocking in from an office's internet address (set on the office's row in Settings → Attendance → Offices) helps a doubtful clock-in go to review instead of being refused, but never confirms it on its own.

• Exact coordinates are kept for the workspace's retention period (30 days unless the owner changes it), then deleted. Whether you were at an office is kept.
• Only the owner, people with Attendance at Full, and you can see your coordinates.

Breaks and the task timerWatch this part · 2:55

Breaks are taken out of net attendance; paid breaks still count as payable time. The owner decides what a break does to a running task timer — stop it and block new ones, only block new ones, or nothing. A workspace may also require you to be clocked in before any task timer starts. Hours typed in by hand are never affected.

Forgot to clock outWatch this part · 4:13

A session nobody closes is closed automatically — a while after your shift ends, or after the longest allowed session — at a time fixed when you clocked in. The time after your last sign of work (a timer, a break, the Desktop App) is kept but not counted until a manager confirms or corrects it, and it never counts as overtime.

CorrectionsWatch this part · 4:13

1. 1Open Attendance → Corrections, say what happened (forgot to clock in or out, a wrong time, a GPS or connection problem) and the right times.
2. 2A manager with Attendance at Manage or Full approves or rejects it under Corrections & review → Requests waiting, where Sessions to review also lists sessions closed automatically or whose location could not be confirmed, to Confirm as is or Edit times. Nobody approves their own request, except the workspace owner.
3. 3Every change — requests, manager edits and confirmations — is kept with the times before and after, who asked and who decided. Managers find it under Change history, closed until opened; every table there has items per page.

Schedules, holidays and leaveWatch this part · 2:27

Late arrivals, early departures and absences are only counted against your profile's working hours — the days worked, from and to, in the workspace's time zone, with its grace minutes. Changing a profile's hours applies from the day they are saved; earlier days keep the hours they had. The days are listed from the workspace's Week Starts On (Settings → General), and a day ticked on takes the hours last typed on another day, so a week of the same hours is typed once. Nobody is counted absent on a holiday that covers them, on their leave, before Attendance was switched on, or before they joined the workspace.

Public holidays are kept a year at a time: add the year, then its holidays under it (a year stays once it has a holiday). A holiday is for everyone, or only for the members whose Team (the Team column in Settings → Members) is one you pick — members on other teams, or on no team, work as usual that day. Personal leave (annual, sick or other) is a separate list, one person at a time. The Offices card is hidden while a Remote profile is on screen, since nobody on it clocks in at an office.

Attendance reportsWatch this part · 4:46

The Reports page has an Attendance tab (also under Reports → Attendance in the sidebar) with ten reports: Daily, Monthly, Late Arrivals, Early Departures, Absences, Break Time, Attendance vs Tracked Time, Office vs Remote, Attendance by Office, and Auto Closed & Corrections. They work like the other reports: click Create on a card, pick the period and filters (person, team, project, work mode, office), then Save it to the Explorer or Export it as PDF or CSV. Attendance vs Tracked Time shows net attendance (attendance minus breaks), the time tracked on tasks inside it, the untracked rest and utilization. Overlapping timers count once, and time tracked outside attendance is shown on its own. "Actual idle" comes only from the Desktop App's measured idle time, and is shown as not measured where the app was not running. Logged Time, the Time Sheet and the Executive Project Overview also show attendance beside tracked time for their own period.

A project ties a client, a key, a team's work and its money together. Everything else in Projments hangs off a project: its submissions and tasks, the time logged on them, its files and sheets, its contracts, expenses and sales. The Projects page lists them; opening a project shows all of that in one place, one tab per area.

Where to find projects

In the sidebar, Projects opens with three entries: Collaboration, List and Timeline. The Projects page itself has a List / Timeline switch at the top right, and a Collaboration button next to it for people who can see Collaboration. Click a project's name (or its bar on the Timeline) to open it. A project's address uses its key, for example …/projects/WEB.

The List viewWatch this part · 0:14

A table of every project you can reach in this workspace. The first row is + Create New Project. With Manage or Full Access on Projects most cells can be edited in place; with View they are read-only.

Project Name

Always shown and pinned on the left. Click it to open the project. Rename a project in its Settings tab.

Client

Pick a client from the dropdown; the blank Select Client option clears it.

Key

The project key, e.g. WEB. Editable here — see Change a project key below.

Created By

Who created the project. Read-only.

Start Date / Due Date

Date pickers. The due date can't be before the start date.

Priority

Low, Medium or High.

Status

Open, In Progress or Done by default.

Total Duration / Planned (Submissions)

Time totals — see the next section. Only for people with Projects (Advanced).

Project Manager

Read-only here. Set it in the project's Settings tab or with bulk edit.

Custom parameters

Any project parameters defined in Settings → Parameters appear as extra columns, each with its own filter.

Totals in the List view

Total Duration

The time the whole team has logged on the project's tasks, including timers that are still running.

Planned (Submissions)

The planned hours of the project's submissions, added up.

Both columns, on screen and in the export, need the Projects (Advanced) permission: members with View, Manage or Full Access on it see them, and so does the workspace owner. Without it they are hidden entirely, whatever the member's level on Projects.

• Total Duration counts only time logged on a task of the project, shown like 1h 30m. It needs the Time Tracker, so on the Free plan it reads 0m.
• Planned (Submissions) shows - when nothing is planned. It turns orange when the project has submissions but none of them has planned hours; hover it to see how many submissions it has. Planned hours are entered on submissions — see Submissions.

Overrun highlighting

When a project's Total Duration is more than its Planned (Submissions), the list flags it: by default the project row turns light red. Instead, the row can take another colour, or only the Total Duration text can be coloured. Choose in Settings → Notifications → Project Overruns (Visual Highlighting, Highlight Color, Row or Text, and Bell Notifications). With highlighting switched off — or All Notifications off — overruns are not coloured at all.

Search, filter and sortWatch this part · 0:54

• Search projects matches the project name.
• Filters sit in the same order as your columns. With the default layout: All Clients, All Keys, All Creators, All Start Dates and All Due Dates (Today, This Week, This Month, This Year or Custom Range, which adds from/to dates), All Priority (Low, Medium, High), All Status (Open, In Progress, Done), All Planned (Planned / Not Planned), All Managers, and one per custom parameter. All but the date and Planned filters let you pick several values.
• The Status and Priority filters offer only the three standard values, even if your workspace has added others.
• Hiding a column also hides its filter. A start or due date range leaves out projects that have no date of that kind.
• Click a column header to sort by it; click again to reverse. Name, Client, Key, Priority, Start Date, Due Date and Status sort. The list otherwise keeps your manual order: drag a row by its handle on the left to move it (Manage or Full Access).
• Filters and search apply to the Timeline view too.

Arrange columns and pages

• Click the grid icon at the right end of the header row (Column Visibility & Order) to tick columns on or off and drag them into order. The button at the top of that menu puts the default layout back.
• You can also drag a column header to move it, and drag its edge to resize it.
• The layout is remembered in this browser, for you only.
• The footer pages the list: 10 per page by default, or 50, 100, 200 or All items per page.

Create a projectWatch this part · 0:35

1. 1On the List view, click + Create New Project (needs Manage or Full Access on Projects).
2. 2Type the Project Name (required, up to 100 characters, unique in the workspace).
3. 3Check the Project Key. While the key box is empty, one is suggested as you type the name — the first letters of its first two words, or its first three letters, with a number added if it is taken — and you can change it: 2–10 letters A–Z and digits, starting with a letter. It is used in submission and task keys (e.g. WEB-1, WEB-2).
4. 4Optionally pick a Client, then click Create Project. Until a name and key are filled in the form shows Please fill in Project Name and Project Key to continue. and the button stays disabled; an invalid key shows its reason under the field.

A new project starts Open with Medium priority and no dates, and gets a General room in Collaboration. If the name or key is taken, the form re-opens with the reason: Project name "…" already exists in this workspace, or This project key is already in use. — keys must be unique across all of Projments, not only your workspace.

Project limits by plan

Free

1 project.

Starter

100 projects.

Professional

Unlimited.

The limit counts every project in the workspace, whoever created it. At the limit the first row turns into Upgrade for More Projects (with a lock icon) and takes you to Settings → Billing & Subscription, and a create or import is refused with, for example, Your Free plan allows 1 project. Upgrade to Starter for 100 projects. Deleting a project frees its place. See Billing.

Bulk edit and bulk deleteWatch this part · 1:45

Tick the checkbox on each row (Shift-click to tick a range; the header checkbox ticks the projects on the current page). A bar appears at the bottom: N projects selected with Deselect All, Edit N (Manage or Full Access) and Delete N (Full Access).

• Edit opens Bulk Edit Projects: choose a Field to Edit — Status, Priority, Client, Project Manager, Start Date or Due Date — and a New Value, then Update Selected. If some projects refuse the change (for example a due date before their start), you see Partial Update with how many were updated and why.
• Delete asks Delete Selected Projects ("Are you sure you want to delete N projects? Related tasks and submissions may be affected. This action cannot be undone.") and, on Delete All, deletes them with everything in them. Bulk delete cannot move work elsewhere — to keep a project's work, delete it on its own (below).

Delete a project and keep its workWatch this part · 1:22

1. 1In the List view, click the ⋮ menu at the end of the row and choose Delete Project (needs Full Access on Projects; greyed out otherwise).
2. 2The dialog Delete Project: name shows what the project contains: N Tasks, N Submissions and N Files & Assets.
3. 3Choose Delete project and all its content, type DELETE and click Confirm Permanent Deletion — or choose Move its work to another project, pick the target project and click Move and Delete Project.

When you move its work to another project, its tasks, submissions, logged time, expenses, sales, files, sheets (with their folders), collaboration rooms (with their posts) and desktop-agent screenshots all move to the project you chose, then the project is deleted. The move and the delete happen together: if the move fails, the project is not deleted. The target must be in the same workspace, and the option only appears when there is another project to move to.

Export and import projectsWatch this part · 2:03

The Export and Import buttons sit on the create row. Export (any level) offers EXCEL (.xlsx) or CSV (.csv), each as Current Filter (the projects matching your search and filters, with your visible columns in your order) or All Projects (every project, every column). Exported columns: Project Name, Client, Key, Created By, Start Date, Due Date, Priority, Status, Total Duration (in seconds), Planned (Submissions) and Project Manager. Custom parameter columns are not exported.

1. 1Click Import (Manage or Full Access) and Download Template. It has dropdowns for Client, Project Manager, Priority and Status, plus a Client List and a Team List sheet.
2. 2Fill one row per project: Project Name and Project Key are required; Client, Project Manager (name or email), Priority (LOW, MEDIUM, HIGH), Status, Start Date and Due Date (YYYY-MM-DD) and Description are optional.
3. 3Upload the file (.xlsx, .xls or .csv; up to 500 rows and 10 MB). The preview marks each row with its warnings and errors; rows with errors are left unticked.
4. 4Click Import N Projects.

• A client or manager that isn't found is a warning: the field is left blank.
• A key or name already used — in the workspace or twice in the file — is an error. If any ticked row breaks a rule, Nothing was imported. Fix these rows first.
• Projects are created one by one. If one is refused (for example at your plan's project limit), the import stops there and says which row; the rows before it stay imported.

The Timeline viewWatch this part · 2:50

A Gantt-style chart: one row per project (key, name and a status dropdown), one bar from its start date to its due date, coloured by status — amber for Open, blue for In Progress, green for Done. The red vertical line is today. The Timeline needs the Starter plan; on Free its button shows a 🔒 and an upgrade prompt.

• The buttons under the chart set the scale: Custom, Today (days), Weeks, Months (the default) and Quarters. Custom shows FROM / TO dates, or fits every project when they are empty.
• Click a project's name or bar to open it. Drag the edge of the Projects column to widen it.
• With Manage or Full Access on Projects: drag a bar to move both dates, drag either end to change the start or due date, or hover a bar and click a date label to pick a date. While dragging, bars snap to other projects' start and due dates (a dashed red line shows the snap).
• A project with no dates shows a one-month outline where you hover; click to give it those dates.
• With View only, bars open the project but can't be moved.

Activity historyWatch this part · 0:24

All Activities in the list footer opens the Activities page — every create, change and delete across the projects of the workspace you have open. Its filters sit in one row: Project, Content (project details, contracts, submissions, tasks, expenses, sales, time entries), Date (All Dates, Today, This Week, This Month, This Year or Custom Range), Action (Created, Changed, Deleted) and User; all but Date let you search and pick several. Search by name or description, page through with items per page, and export the page as CSV. The ⋮ menu on a row opens the same page with that project picked. Inside a project the footer button is called This Project's Activities: the same page for that project alone, starting on the tab's own content, with no Project filter.

• Records are grouped under Today, Yesterday and earlier dates, 10 to 200 per page. Each one says who did what and when, and lists each changed field as old value → new value (an empty value reads None).
• Export CSV at the top right downloads the records on the page (Date, User, Action, Entity, Project, Item, Description).
• A project's history is deleted with the project.

The whole page, record by record, is in All Activities.

Inside a projectWatch this part · 3:09

The header reads PROJECTS / NAME; click Projects to go back to the list. Below it is a row of tabs. The last five sit in a box labelled Advanced. You only see the tabs your permissions allow, and the Status and Forecast tabs also need a plan that includes them. Each tab keeps its name in the address (?tab=forecast), so you can share a link straight to it.

Submissions

Submissions at View or above.

Tasks

Tasks at View or above.

Files

Files at View or above.

Sheets

Sheets at View or above.

Contracts

Contracts at View or above.

Expenses

Expenses at View or above.

Sales

Sales at View or above (when Sales is None, it follows the Expenses level).

Worklog (Advanced)

Projects (Advanced) at View or above, and Time Tracker at View or above.

Status (Advanced)

Projects (Advanced) at View or above, and the Starter plan.

Forecast (Advanced)

Projects (Advanced) at View or above, and the Professional plan.

Description (Advanced)

Projects (Advanced) at View or above; Manage or Full Access to edit.

Settings (Advanced)

Projects (Advanced) at View or above; Manage or Full Access to edit.

Drag a tab to change the order. Your order is remembered in this browser; if you can edit the project it is also saved with the project as the order other people start from. On a plan without Status or Forecast those tabs are not shown at all; opening one by its link shows an upgrade prompt (Status Management — Starter, Forecast Planning — Professional).

Submissions and Tasks tabs

These are the Submissions and Tasks lists narrowed to this project, with the same cells, filters, bulk actions, export and import, but without the Project column and without custom-parameter columns. Their column layout is remembered per project, in this browser. Submissions has a List / Timeline switch (click a bar to open its side panel), and expanding a submission shows its tasks. Tasks has List, Board and Flow; in the List you log hours from a task's Total Duration. These switches have no plan lock here, unlike on the Submissions and Tasks pages. Dragging a submission row by its handle does not change the order on this tab — reorder on the Submissions page. What you can change follows your Submissions and Tasks levels. See Submissions and Tasks.

Files, Sheets and Contracts tabs

• Files — the project's files and folders; uploading needs Manage on Files. See Files.
• Sheets — the project's drawing sheets, folders, versions and markups. See Sheets.
• Contracts — cards show Total Budget (Approved + Pending), Approved Budget, Pending Budget, Estimated Hours, Actual Hours (time logged on the project) and Total Contracts, above a filterable list you can add to (Manage), edit, delete (Full Access), export and import. The contracts' hours are the project's budget in the Status and Forecast tabs. See Contracts.

Expenses and Sales tabs

The Expenses and Sales lists for this project only (no Project column). A switch at the top filters ALL EXPENSES / ALL SALES, APPROVED or PENDING APPROVAL. Adding, approving, duplicating, converting between expense and sale, bulk edits, export and import work as on the Expenses and Sales pages.

Worklog tab

The desktop agent's activity screenshots for this project. A month calendar on the left (weeks start on Monday) marks the days with screenshots, and the Weekly Total card adds up the selected week. The main area lists that week, one row per day with its hours and a bar measured against an 8-hour day. Click a day to open its Work Diary: the day's Tracked total and its screenshots grouped into sessions (a gap of 20 minutes or more starts a new one), each headed by its time span and memo or task name (General Work when there is none). Each thumbnail shows the time, an activity percentage and bar, and on hover the key and click counts (Input not measured when the agent could not count them). Click a thumbnail for the full screenshot with its active window, member, task, memo and activity level, and Previous / Next. The tab refreshes every minute. The workspace owner sees everyone's screenshots here; everyone else, including managers, sees only their own. See Projments Desktop App.

• Tick screenshots one by one, a whole session (Select all) or the whole day (Select All), then Delete N Snapshots. The warning says the screenshots are deleted for good and the tracked time they cover is removed from the timesheet. A progress bar runs while they are deleted, then a summary says how much time was removed and how many could not be deleted.
• You can delete your own screenshots; the project's creator and the workspace owner can delete anyone's. Others are refused and counted as could not be deleted.
• The calendar's legend lists Manual and Overtime, but only tracked days are marked.

Status tabWatch this part · 3:25

Project Performance Overview: the project's numbers on one page, for all time or for a date range you pick (Clear resets it). Income here means sales plus contracts.

• Financial Approval Breakdown — Approved Income, Pending Income, Approved Expenses and Pending Expenses, then Total Income (Approved + Pending), Net Profit (Approved) (approved income − approved expenses) and Profit Margin (net profit ÷ approved income).
• Tasks — total, Open, In Progress, Done, High Priority and the % complete.
• Submissions — completion rate, total, completed, remaining and their planned hours.
• Time Tracking — hours logged against the contracts' hours (Usage vs Contracts) and against the submissions' planned hours (Usage vs Planned), and the average per task. Running timers count up to now.
• Financial Status — contracts, expenses and sales, each split approved / pending, then Confirmed Balance (approved contracts + approved sales − approved expenses) and Projected Final Balance (contracts + sales − expenses).

With a date range, tasks and submissions count by the day they were created, time by the day it started, expenses and sales by their date, and contracts by their start date (else due date, else creation date). Pending here means everything not approved, so rejected expenses and sales count as pending. The Tasks, Submissions and Time Tracking cards, and the contracts, expenses and sales figures, only appear if you can see that module; Total Income (Approved + Pending), Net Profit and Profit Margin are always shown. Needs the Starter plan.

Forecast tabWatch this part · 3:46

Where the project is heading, for all time or a date range. Needs the Professional plan.

Project Health

On Track, At Risk (80% or more of the contracts' hours used) or Over Budget (more hours logged than the contracts allow).

Contracted Hours (Approved + Pending)

The hours sold in all of the project's contracts (the date range does not narrow it), with how many of them are in approved and in pending contracts.

Planned (Submissions)

The planned hours of the submissions in the range, placed by due date, else start date.

Actual Hours / Remaining / Usage

Finished time logged on the project, what is left of the budget, and the share used (capped at 100%).

Burn Rate / Est. Completion

Hours per day since the first time entry, and the date the budget runs out at that pace.

Expenses / Income / Net Profit (Approved + Pending)

Pending money included, rejected left out; each card shows how much of it is approved and how much pending. Net Profit = Contracts + Sales − Expenses. Figures that count pending in are drawn a shade lighter.

The Forecast Chart draws cumulative lines over time: Actual (Completed) hours, Planned hours (from submissions, or from tasks when the project has no submissions), two flat Contracted Hours ceilings — Approved (the hours the client has confirmed) and Approved + Pending (what that rises to if the pending contracts are approved; lighter and dashed, shown only when something is pending) — and, on a second axis — Income and Expenses, each split into an Approved and a Pending line (pending is the lighter, dashed one). Below it, Budget Consumption shows hours used against the budget, with the hours remaining or Over budget by …, and the projected finish date.

Description tab

A free-text description of the project, up to 20,000 characters. With Manage or Full Access on Projects (Advanced) it shows (Auto-save enabled) and saves about a second after you stop typing; if a save is refused, the reason appears under the box. With View it shows (Read-only).

Settings tab

Project Settings, saved together with Save Changes. With View on Projects (Advanced) the page shows 🔒 Read-only (View permission) and nothing can be changed. A successful save says Project settings saved successfully; a refused one shows the reason in a browser message. After a key change the page reopens at the new address.

General Information

Project Name (required, up to 100 characters), Key (a key used by another project in this workspace shows Key exists), Color (a colour picker; the colour marks the project in places such as Collaboration and Sheets), Client, Workspace (move the project to another workspace you belong to) and Project Manager (Team members with access to this project).

Regional Settings

Currency, Date Format and Week Starts On. Each defaults to Inherit from workspace; a value here applies only inside this project.

Storage & Retention

Days of Retention for this project's desktop-agent screenshots: inherit the workspace's Screen Shots setting, or Set for this project (1 to 3,650 days).

Permissions at a glance

Projects: View

Open the Projects page, List and Timeline, open projects, export, see activity.

Projects: Manage

Also create, edit cells, reorder, reschedule on the Timeline, bulk edit and import.

Projects: Full Access

Also delete projects, one at a time or in bulk.

Projects (Advanced)

The Worklog, Status, Forecast, Description and Settings tabs, and the list totals. View reads them; Manage or Full Access edits Description and Settings.

All Activities is the history of your projects: every time someone adds, changes or deletes a project's details, a contract, a submission, a task, an expense, a sale or a time entry, it is written down with who did it, when, and — for a change — each field's old and new value. The Activities page shows that history for the workspace you have open, newest first.

Open the Activities pageWatch this part · 0:13

• Projects, Tasks and Submissions lists: the All Activities button at the right of the items-per-page bar under the table. From Projects it opens everything; from Tasks it opens on Tasks only, from Submissions on Submissions only.
• A project row's ⋮ menu → All Activities: the page with that project picked in the Projects filter.
• Inside a project, the same button is called This Project's Activities. It opens the page for that project alone (Every change in project "…"), starting on the open tab's own content — Tasks, Expenses, Sales or Contracts, for example — and with no Projects filter, since there is nothing to pick.

The ← button next to the title goes back to where you came from. The Projects and Content choices are kept in the page address, so Back and a shared link land on the same view.

Read a recordWatch this part · 0:46

Records are grouped by day under Today, Yesterday and then the full date (for example Saturday, October 24, 2026). Each one is a card:

Icon

What it is about: 📁 project, ✅ task, 📤 submission, 💰 expense, 🛒 sale, ⏱️ time entry. The ring is coloured by the action: teal for added, blue for changed, orange for moved to another project, red for deleted.

Headline

Added, Changed or Deleted, the kind of item and its name, and "in <project>" when the page shows more than one project. A task or submission moved to another project also reads Changed.

When

How long ago, on the right (e.g. "17 minutes ago", "1 day ago").

Description

The change in one line, e.g. Changed task "Lobby ceiling details" to DONE, or Logged 2h 30m for task "Fire escape plan" on Oct 26, 2026.

Changed fields

Each field the change touched, as old value → new value (the old one struck through). An empty value reads None; dates show as e.g. Oct 26, 2026. A project's contract changes list Added contract, Removed contract, or the contract field that changed.

Who

The person who did it, with their picture or initial.

Search and filter activitiesWatch this part · 1:01

The filters sit in one row above the records. Every change of a filter starts again from page 1.

Search by name or description...

Finds records whose item name or description contains the text. Results follow your typing after a short pause.

All projects

One or more projects, with a search box and Select all. Not shown on This Project's Activities.

All content

Project details, Contracts, Submissions, Tasks, Expenses, Sales and Time entries — pick one or several. Contracts are the project changes that name a contract.

All Dates

Today, This Week, This Month, This Year or Custom Range (From and To dates appear). Days are counted in your own time zone.

All actions

Created, Changed (edits and status changes) and Deleted — pick one or several.

All users

One or more people, from those who appear in the records loaded so far.

When nothing matches, the page says No activities found — Try adjusting your filters or search term.

Pages and Export CSVWatch this part · 1:27

• Under the records, page through with the arrows and choose 10, 50, 100 or 200 items per page; the count (e.g. 1-10 of 24) is the total that matches your filters.
• Export CSV, at the top right, downloads the records on the page you are looking at, with the columns Date, User, Action, Entity, Project, Item and Description. It is greyed out when there are no records. To export more at once, choose a bigger page size first.

One task's or submission's historyWatch this part · 1:53

1. 1On the Tasks or Submissions list, open the row's ⋮ menu.
2. 2Choose All Activities. The Activity Log: <name> card opens with that item's history alone.

The card has its own search, an All Actions and an All Users menu, and Export CSV; it shows the latest 200 records of that item. Close takes you back to the list.

Who sees which activities

• The page shows the projects of the workspace you have open that you can see; a project you can't open never shows up, even from a shared link.
• Contracts, Expenses and Sales records appear only where those tools are in use — they are on the Professional plan.

Collaboration gives every project its own rooms — channels such as "General", "Design" or "Site". Each room is a feed of posts; under every post the team can reply in a thread, add emoji reactions and @mention teammates. Posts and replies are plain text (line breaks are kept, there is no bold or other formatting) and can carry one image each.

Where to find Collaboration

• In the sidebar, open the Projects group and click Collaboration (the first entry above List and Timeline). While you are on it, the Projects item stays highlighted. In the narrow icon sidebar, clicking Projects opens the first entry of the group — Collaboration, unless you have reordered it.
• On the Projects page, click the Collaboration button in the header.
• From a notification — a mention, reply or reaction opens the room and scrolls to the post (see below).

A project's own page has no Collaboration or chat tab: rooms live only on the Collaboration page. Collaboration is on the Professional plan, and what you can do in it is set by the Collaboration page of your permission set.

Page layout

Projects panel (left)

Every project you can reach, A to Z, under "Projects and rooms". Click a project to open or close its list of rooms; click a room to open it. Rooms are listed A to Z, each with an icon for its type.

Room area (right)

The room name with two tabs: Posts (the feed and the composer) and Files (the project's files).

Composer (bottom)

The "Start a new post" box with a picture button, a smiley button and the round send button.

When the page opens, the first project in the Projects page's own order (by default the oldest project) is expanded, so it may not be the top project of the A-to-Z panel. Its first room in the list is selected. Every project has a General room, created automatically the first time the project's rooms are loaded. The number next to a room is how many posts and replies it holds (it is hidden while the room is empty).

Find projects in the panel

• Search projects (magnifier icon) opens a Search projects... box that filters the panel by project name. It searches project names only, not rooms or posts. Press Esc or click the icon again to clear and close it; the ✕ in the box clears it.
• Favorites: hover a project and click its ★ to Add to favorites (click again to Remove from favorites). The star icon in the panel header switches to Show favorites only and the list heading becomes Favorite projects; click the star again, or the Favorites chip (with ✕), to switch back. Favorites are remembered in this browser only.
• Empty results read No projects match your search or No favorite projects yet.
• Drag the panel's right edge to make it wider or narrower. Drag it almost closed and it collapses to a slim Projects strip; click the strip to bring it back. The width is remembered in this browser.

Create a room

1. 1In the Projects panel, click the ⋯ next to the project and choose Add Room.
2. 2In Create a room, type a Room name (required, up to 100 characters), e.g. "Design".
3. 3Pick a type under Choose a room type: Standard (the default), Shared or Private (see the warning below).
4. 4Click Create Room (or press Enter; Esc or Cancel closes the dialog). The room appears under the project.

The hint under the name says "Letters, numbers, and spaces are allowed", but other characters are accepted too. Room names don't have to be unique within a project.

Rename or delete a room

1. 1Click the ⋯ next to the room and choose Manage Room, then the Settings tab (it opens on Members).
2. 2Under Room Settings, click Rename, change the name in Rename Room and click Save (or press Enter).
3. 3To delete, use Delete Room in the Danger Zone (or Delete in the room's ⋯ menu) and confirm Are you sure you want to delete the room "…"?. Deleting a room permanently deletes every post, reply and reaction in it.

The General room can't be renamed or deleted, so it has no ⋯ menu. The Members tab of Manage Room shows Coming Soon — rooms have no members of their own yet. Click any room in the panel to leave the Manage Room view. The Rename button and the room's ⋯ Delete show for everyone, but only Manage or Full Access can rename and only Full Access can delete: for anyone else a rename shows the refusal in the dialog, and a delete simply leaves the room where it was.

Write a post

1. 1Open the room and click in Start a new post at the bottom.
2. 2Type your message. Press Shift+Enter for a new line; type @ to mention someone; use the smiley button to insert an emoji at the cursor (the picker has tabs: Recent, Smileys, Gestures, People, Animals, Food, Travel, Objects, Activities, Symbols and Flags. Recent is a fixed set of popular emoji, not the ones you used last, and the Find something fun box only finds an emoji you paste into it, not words such as "smile").
3. 3Optionally add one image (next section).
4. 4Press Enter or click the round send button. The post appears at the bottom of the feed.

A post can be up to 10,000 characters. A counter appears as you get close, and the send button is disabled while you are over. If a post can't be saved, your text stays in the box with the reason underneath (for example Your post could not be saved.).

Add an image to a post or reply

• Click the picture button next to the composer or reply box, or simply paste an image (Ctrl+V) into it.
• Allowed: PNG, JPEG, WebP or GIF, up to 10 MB. Other files (PDF, Word, drawings…) can't be attached here — put them in the Files tab instead. A refused file shows a message such as Failed to upload image: Storage quota exceeded.
• One image per post or reply. A preview shows under the text; click its ✕ to remove it before sending. A post may be just an image with no text. A waiting image shows in the post box and in any open reply box at the same time, and goes with whichever you send first.
• In the feed, click an image to open it full size in a new tab.
• Images count towards the workspace's storage as soon as they are uploaded — even one you remove before sending. If storage is full the upload is refused.
• Every image uploaded in a project's rooms also shows, read-only, in a Collaborate folder at the top level of that project in Files.

Reply in a thread

1. 1Under the post, click Reply in thread.
2. 2Type in Type a reply... — mentions, pasted images and the picture button work as in a post (replies also have the 10,000-character limit). The smiley in the reply box doesn't open a picker at the moment; use your keyboard's emoji panel instead.
3. 3Press Enter or click the send arrow. The reply is added under the post, and the post's author is notified.

Threads are one level deep: you reply to a post, not to a reply. If a reply can't be saved, the reply box reopens with your text and the reason (for example Your reply could not be saved.).

Mention a teammate

• Type @ followed by part of a name. A list of up to five matching workspace members appears (you are left out).
• Use the arrow keys and Enter or Tab to pick, or click a name. Esc closes the list. Names with spaces are inserted as @[Full Name]; a one-word name as @Name. A name typed by hand only notifies someone if it matches their name exactly (capital letters don't matter).
• Mentions show highlighted in the post. Hover a mention, or a person's name or picture, for about a second to see a card with their name, role (or Team Member) and email. The rest of the card — the team and location lines, the Send a quick message box, the icons, Contact > and Show more — doesn't do anything yet; use Chat to message someone.
• Each person you mention gets a mention notification when the post or reply is sent. The suggestion list doesn't appear while you edit a post, and mentions added by editing don't notify anyone.
• Only members of this workspace can be notified. A mentioned member whose access scope doesn't include the project, or who has no Collaboration access, gets the notification but can't open the post.

React with emoji

• Hover a post or reply: a toolbar shows 👍 ❤️ 😂 😲 and a smiley-plus button that opens the full emoji picker.
• Reactions appear as chips with a count under the message. Your own reactions are highlighted; click a chip to add or remove yours.
• Hover a chip to see a Reactions list of who reacted.
• Each person can use each emoji once per message. The author is notified each time someone adds a reaction (not for their own).

Edit or delete your own post

Hover your own post or reply — the toolbar then also has a pencil (Edit) and a ⋮ menu with Delete. You can't edit or delete other people's messages from the page.

1. 1Edit: click the pencil, change the text and click Save (or press Enter); Cancel keeps the original. The text can't be left empty (so an image-only post can't be saved without adding text) and the image can't be changed. Edited messages show (edited at …) next to the time.
2. 2Delete: choose ⋮ → Delete and confirm ("Are you sure you want to delete this? This action cannot be undone."). Deleting a post also deletes all its replies and reactions, the post's image, and the mention and reply notifications that pointed to them. Reaction notifications stay in people's lists, and images attached to the replies stay in the Collaborate folder.

Older posts and updates

• The feed runs oldest at the top to newest at the bottom and opens scrolled to the newest post.
• A room opens with its 50 most recent posts (each with all its replies). Click Load earlier posts at the top to add 50 more, up to 500 posts.
• The feed checks for new posts every 5 seconds and the room list every 15 seconds while the tab is visible. It catches up when you come back to the tab. New posts scroll the feed down only if you are already near the bottom.
• Times show the day of the week and the time of day (e.g. "Mon 10:42"), without the date.
• An empty room says Say hello to start the conversation in …

Notifications from Collaboration

Mention

"<name> mentioned you" — when someone @mentions you in a new post or reply.

Reply

"<name> replied to message" — when someone replies to your post. If the reply also mentions you, you get the mention only.

Reaction

"<name> reacted with <emoji>" — when someone adds a reaction to your post or reply.

Each one shows the start of the message and Project > Room. Clicking it opens the room, scrolls to the post and briefly highlights it, loading older posts if needed. See Notifications.

The Files tab

Next to Posts, the Files tab shows the selected project's files and folders — the same files as the project in Files, shared by all its rooms. The tab appears with View on Files; uploading, creating folders, renaming, cutting, copying, pasting and deleting there need Files at Manage or Full Access, not Collaboration. Double-click a folder to open it and the ← button to go back.

Create, rename or delete a project from Collaboration

• New project (+ in the panel header) opens Create New Project with Project Name, Project Key (suggested from the name) and Client. After Create Project you land in the new project's General room. A workspace with no projects shows No projects available for collaboration yet. and a Create your first project button. Both need Projects at Manage or Full Access.
• Rename: ⋯ next to the project → Manage Room → Settings → Rename. This renames the project everywhere and needs Projects at Manage or Full Access.
• Delete: ⋯ → Delete (or Delete Project in the Danger Zone) opens the same dialog as on the Projects page: Delete project and all its content (type DELETE) or Move its work to another project, which also moves the rooms. The option shows to members with Full Access on Collaboration, but the deletion itself needs Full Access on Projects; otherwise the project simply stays.

Which projects you see

The panel lists the projects inside your access scope (Settings → Members). A project outside it — with all its rooms and posts — doesn't appear, and a link to one of its posts won't open. Within a project you reach, you see all of its rooms. The list also needs Projects at View or higher: with Projects at None the page shows No projects available for collaboration yet., and the whole Projects group (Collaboration included) is missing from the sidebar.

Who can do what in Collaboration

These are the levels of the Collaboration page in the member's permission set (see Permissions):

None

Collaboration is hidden from the sidebar and the Projects page; opening it directly shows "Access Denied".

View

Read every room, post, reply and reaction. No composer, no Reply in thread and no Add Room. The reaction buttons still show on hover, but a reaction is refused and disappears again within a few seconds; renaming a room is refused.

Manage

Everything View does, plus write posts and replies, attach images, react, edit your own posts, add rooms and rename rooms. Cannot delete anything.

Full Access

Everything Manage does, plus delete rooms and delete posts and replies (from the page, only your own).

• The workspace Owner (and anyone with the Owner role) has Full Access here whatever the permission set says.
• Nobody can edit another person's post or reply — not even the owner — and the page only offers Delete on your own messages.
• Creating, renaming and deleting projects from here follows the Projects permission, and the Files tab follows Files.

Plan for Collaboration

Collaboration is part of the Professional plan. On Free or Starter the sidebar entry shows a 🔒 but can still be clicked: the page opens behind an Unlock Collaboration prompt with Get Professional Now and Compare Plans. See Billing & Subscription.

Collaboration or Chat?

They are separate features. Collaboration rooms belong to a project and everyone who can reach the project sees them — good for decisions and updates you'll want to find later. Chat is for direct messages and group conversations between people, not tied to a project. Posts never appear in Chat, and chat messages never appear in a room.

Sheets is where a project's PDF drawings live. You upload a drawing set, Projments turns each page into a sheet with its own number and name, and every later upload of the same sheet number becomes a new version of it. You can open any sheet in a full-screen viewer, compare two versions (or two different sheets) in several ways, draw markups on them, and turn those markups into tasks for your team.

Where to find Sheets

• Sheets in the sidebar (just below Projects) lists the projects you can reach. Click a project to open its sheets. The Back button returns to the list.
• Inside a project, the SHEETS tab shows the same sheets and tools for that project. See Projects.

Which projects appear depends on your Access Scope (see Project access: the access scope).

The Sheets project listWatch this part · 0:12

The Sheets page has a List and a Grid view (switch at the top right). Projects that already have sheets show a badge with the number of sheets.

Columns (List view)

Project Name, Client, Key, Created By, Start Date, Due Date, Priority and Status. Click a column header to sort (click again to reverse). Drag a header's edge to resize it. The grid icon at the right end of the header row (Column Visibility) opens Visible Columns, where you can hide any column except Project Name.

Cards (Grid view)

Each card shows the project name, sheet count, key, client, creator ("By …"), priority and status.

Search projects

Matches the project name, key or client name.

Filters

All Clients, All Keys, All Creators, All Start Dates, All Due Dates, All Priority (Low, Medium, High) and All Status (Open, In Progress, Completed, On Hold, Cancelled). The list filters allow several values at once. The date filters offer Today, This Week, This Month, This Year and Custom Range (pick a from and to date). A filter is hidden when you hide its column.

Has sheets

Shows only projects that already contain sheets. Click again to show all projects.

Paging

Both views page their results: choose 10, 20, 50, 100 or All items per page.

+ Create New Project

Opens the new-project form (name and project key are required, and the key must be unique). This needs Projects at Manage or Full Access.

Inside a project: the sheet browser

A project's sheets page has three parts: the Explorer folder tree on the left, the sheets in the middle, and the Sheet Info panel on the right.

• List View shows a table with Number, Name, Versions, Date and Actions. Click Number, Name, Versions or Date to sort. Folders inside the current folder are listed first, on every page.
• Grid View shows a thumbnail of each sheet's newest version, its name and description, the number of versions, and who uploaded the latest one ("v3 by …").
• Click a sheet to show it in Sheet Info. Double-click it (or use the Open action in List view) to open the viewer.
• A page control at the bottom pages through the sheets in the current folder.
• An empty folder says No sheets in this folder.

Sheet Info panel

The panel on the right shows the sheet you last clicked. Hide it with Hide Sheet Info and bring it back with Open Sheet Info. It has two tabs:

Details

Sheet Number, Sheet Title, Description, Total Versions and Created At.

Versions

Every version (v1, v2, …) with its upload date and who uploaded it. The current version is marked Current. Other versions have Set Current and a delete button (Delete Version). Every version has a Download Version button that opens that version's PDF in a new tab.

Upload sheetsWatch this part · 0:38

Upload Sheets opens Smart Upload Sheets, a three-step wizard: Upload PDF, Mark Regions, Review & Upload.

1. 1Open the project and click Upload Sheets. New sheets always land in Home, whichever folder is open; drag them into a folder afterwards.
2. 2Drag PDF files onto the box or click it to browse. Upload a single multi-page PDF (each page becomes its own sheet) or several PDF files (each file becomes one sheet). Click Next: Mark Regions.
3. 3On Mark Regions, click Sheet Number and draw a box on the preview around where the number sits in the title block. Do the same with Sheet Name. The same boxes are used on every page. Use the page arrows to check other pages, and the zoom buttons (or the scroll wheel) to place the boxes precisely. When zoomed in, drag to pan.
4. 4Click Extract & Review to read the number and name from inside each box, or Manual Review to skip reading and type them yourself.
5. 5On Review Detected Sheets, correct any number or name, and untick the sheets you don't want. The Source column shows the page or file each sheet came from.
6. 6Click Upload N Sheets. A progress screen shows each sheet as Waiting, a percentage, Done or Failed.

• How the text is read: Projments reads the text stored in the PDF. Scanned drawings (pictures of paper) have no stored text, so nothing is found. When nothing is found, the sheet gets a placeholder you can edit: numbers like SH-001, and names like Sheet 1 (or the file name).
• Templates: after marking the boxes, Save as Template stores them with a Template Name and an optional description. Next time, pick it under Use Template. With a template selected you can overwrite it with the current boxes, clear it, or delete it. Clear Template only unselects it (the boxes stay). Templates you save are visible only to you, and only in the workspace you saved them in; the refresh button reloads the list.
• Existing sheet numbers: if a sheet number exactly matches a sheet already in the project, the upload is added to that sheet as a new version (it stays in that sheet's folder) instead of creating a second sheet.
• Checks before upload: every ticked row is checked first; the first problem shows as Sheet <number>: <reason> and nothing is sent. Empty rows give Some sheets have empty number or name. Please fill them in before uploading. If the batch won't fit in the remaining storage you see Not enough storage for this batch — …. If some rows fail during the upload, the window closes with N uploaded, M failed.
• A "sheets" folder in Files: the first sheet upload creates a folder named sheets in the project in Files. It looks empty there, but it holds the sheet PDFs, so Files refuses to delete it (or any sheet drawing in it) — delete sheets in Sheets instead.

Versions and the current versionWatch this part · 0:52

Each sheet keeps every version you upload. Version numbers count up (v1, v2, v3…). One version is the sheet's current version. It is the version that opens first in the viewer and the one that is exported.

• Until someone picks a current version, the newest upload counts as current. After someone uses Set Current, that choice stays, even when newer versions are uploaded. Set the new one as current when it's approved.
• To upload a new version of one sheet, open it in the viewer and click the upload button next to the version picker (Upload a new version). PDF only, up to 150 MB. The new version opens straight away. You can also add versions through Upload Sheets by reusing the sheet's number.
• To change the current version, use Set Current in Sheet Info → Versions, or pick the version in the viewer and click the star (Set as Current Version). A tick (This is the current version) appears when you're looking at it.
• To delete a version, use Delete Version in Sheet Info → Versions and confirm. This permanently deletes that version and all of its markups. The current version has no delete button, and a sheet's last remaining version can't be deleted. To get rid of it, delete the whole sheet.

Organise sheets in foldersWatch this part · 1:03

• The Explorer tree starts at Home. Click a folder to open it, and use the arrow beside it to expand or collapse its subfolders. The grid button switches the tree to a narrow icon strip (Switch to Icons / Switch to Tree).
• New folder: click + (New Folder) at the top of the Explorer, or right-click and choose New Folder. The folder is created inside the folder you have open. Folder names can be up to 100 characters.
• Move sheets: drag a sheet onto a folder in the Explorer, or onto Home to move it to the top level. If you drag a ticked sheet, every ticked sheet from the same folder moves with it.
• Rename or delete a folder: in List view use the pencil (Rename) or bin (Delete) on its row, or right-click it in the Explorer. Deleting a folder also deletes its subfolders, but no sheets: every sheet that was in them moves back to Home.
• Folders in the list: in List View, subfolders of the open folder are listed above the sheets — double-click one to open it. Grid View shows no folders; use the Explorer.

Edit or delete sheetsWatch this part · 1:03

• Edit (pencil) opens Edit Sheet: Sheet Number, Sheet Name and Description (up to 2,000 characters). Save Changes refuses a number that another sheet in the project already uses.
• Delete (bin) asks you to confirm, then permanently deletes the sheet with all its versions and markups.
• To act on several sheets, tick their boxes (in Grid view, click the top-left corner of a card; the box shows once it's ticked). The box in the List view header ticks every sheet on the current page. A bar appears with Clear, Export as PDF (n) and Delete All (n). Delete All asks you to confirm (Bulk Delete).
• Right-clicking a sheet opens a menu with Export to PDF, New Folder, Rename and Delete. It also lists Export list of sheets to Excel and Move to, which don't do anything yet (to move sheets, drag them onto a folder).

Open and navigate the viewerWatch this part · 1:30

The viewer fills the screen. The top bar shows the sheet number and name, a version picker (the current one is marked "(Current)"), and the version buttons described above. The X (Exit Sheet Viewer) returns to the sheet browser.

• Zoom: scroll the mouse wheel (it zooms toward the pointer), pinch on a touch screen, or use Zoom In, Fit (Fit to Page) and Zoom Out in the bottom bar. The drawing re-renders sharply a moment after you stop zooming.
• Pan: drag the drawing.
• Pages: if a version's PDF has more than one page, use ‹ and › (Page 1 / 3) to move between pages.
• Other sheets: the buttons either side of the zoom controls open the previous and next sheet in the same folder.
• The bottom bar also counts the version's markups and the sheet's versions.

Compare two versions with Compare SheetsWatch this part · 1:42

The Compare Sheets button (the A/B icon in the dark strip on the left of the viewer) opens a floating panel that lays drawing B over drawing A:

• A is the sheet you're viewing and its VERSION. Choosing another sheet for A opens that sheet.
• B can be any sheet in the project and any of its versions. It starts on the version before the one you're viewing.
• Reveal fades between the two drawings: drag the slider from A (blue) to B (red).
• Color Diff (Highlight lines in A only) shows lines found in both drawings in black. Lines that are in A but missing from B are shown in blue. Content that is only in B isn't highlighted. To see it, swap the versions picked for A and B.
• AI Diff Clouds (Auto-detect version changes) compares A and B in your browser and draws red dashed boxes around areas that changed. You'll see Analysis complete: found N change areas or No changes detected between these versions. The boxes update when you change either version.

Split View side by sideWatch this part · 1:59

When a sheet has at least two versions, Split View in the top bar shows two drawings next to each other. Click Exit Split (or the red X) to leave.

• Choose any sheet and version for the LEFT and RIGHT sides. They start on the version you were viewing and another version of the same sheet.
• Zooming and panning move both sides together. A marker on one side shows where your pointer is on the other.
• Tint Versions recolours the lines of the LEFT drawing blue and the RIGHT drawing red, so you can tell the two apart. Normal View turns this off. AI Diff Clouds works here too and marks the changed areas on both sides.
• Markups are shown on the left side only, and you can't draw in Split View.

Markups belong to tasksWatch this part · 2:15

Every markup you draw is attached to a task, so each redline has someone responsible for it. You work with markups from the Tasks panel (the Tasks button at the top right of the viewer):

• The panel (Project Tasks) lists the project's tasks with their status and priority. All Tasks shows every task in the project. Sheet Tasks shows only tasks that have markups on the version you're viewing.
• The drawing shows one task's markups at a time. Opening the panel selects the first task in the list; click another task to show its markups, or click the selected task again to hide them (with no task selected, no markups show). Double-click it to open its details (Title, Description, Status, Assignee, Priority, Deadline, Start Date, Reporter). Use the pencil next to a field to edit it.
• Markups belong to one version and one page. They don't carry over to a new version.
• The pencil button in the left strip (Hide Markups / Show Markups) hides or shows markups.

Create a task from a markupWatch this part · 2:24

1. 1Open the sheet, then click Tasks and New Task. The panel changes to Create Task and the drawing tools appear in the left strip.
2. 2Draw the markups that show the problem (see the tools below).
3. 3Fill in Task Title (required), Description, Priority (Low, Medium, High, Critical), Status (Open, In Progress, Done), Assign To (members who can reach this project) and Due Date.
4. 4Click Create Task. The task is created in the project, and the markups you drew are saved and linked to it. If you leave the description empty, it becomes the sheet number and name.

Back to List cancels and discards the markups you drew. The new task also appears in Tasks.

Add markups to an existing taskWatch this part · 2:36

1. 1Open Tasks and click the task.
2. 2Click Edit Markups in the top bar. The drawing tools appear.
3. 3Draw. Each markup is saved as soon as you finish it.
4. 4Click Done Editing.

Markup toolsWatch this part · 2:15

Selection Tool / Pan Tool

Drag to move around the drawing without drawing on it. Markups can't be selected, moved or edited once drawn. Erase one and draw it again.

Pen Tool

Freehand line.

Cloud/Highlight

A wide, see-through highlighter stroke for marking an area.

Text Tool / Callout Tool

Click where the note should go and type. Press Enter (or click elsewhere) to save, or Esc to cancel. Up to 500 characters.

Arrow Tool

Drag from the tail to the point of the arrow.

Rectangle Tool

Drag to draw a box.

Eraser Tool

Click a markup to delete it. Only the markups showing (those of the task you're editing) can be erased.

Colour and width

While a drawing tool is active, the top bar shows 9 colours (red, orange, yellow, green, blue, purple, pink, white, black) and a width list: 1px (Thin), 2px, 4px, 8px, 12px and 20px. The default is red at 2px.

Export and download sheets

• Several sheets: tick them, click Export as PDF (n), and choose an Output Format (when more than one sheet is ticked): Combined PDF (one file, sheets_export.pdf) or Separate PDFs (one file per sheet, named by sheet number). Then choose Without Markups (original drawings) or With Markups (markups drawn onto the PDF). Click Export.
• Exports use each sheet's current version. With Markups includes every markup on that version, from all tasks.
• One sheet: right-click it and choose Export to PDF to open its current version in a new tab. From there you can save or print it.
• A specific version: use Download Version in Sheet Info → Versions.

Who can do what in Sheets

Access is set by the member's level on the Sheets page of their permission set (see Permissions), only for projects in their Access Scope. The workspace owner can do everything.

None

The Sheets page says Access Denied, and the project's SHEETS tab is hidden.

View

Browse folders and sheets, open the viewer, see markups and the Tasks panel, use Compare Sheets, Split View and AI Diff Clouds, export and download.

Manage or Full Access

Everything above, plus upload sheets and versions, set the current version, create, rename, move and delete folders, edit sheets, delete sheets and versions, and draw or erase markups.

• Creating a task from the viewer, and editing a task's details there, also needs Tasks at Manage or Full Access. Without it, New Task is hidden and the task fields are read-only.
• Creating a project from the Sheets page needs Projects at Manage or Full Access.

Files works like a desktop file explorer for your workspace. Open Files in the sidebar: the top level shows one folder for each project you can reach, and inside a project you keep your own folders and files. The same files appear in the project's FILES tab, so it doesn't matter where you upload them.

Find your way aroundWatch this part · 0:13

• Top level — every project in your access scope, A–Z, shown as a File Folder. Click one to open it.
• Inside a project — your folders and files, sorted by name (folders and files mixed; sort by Type to put folders first). One click opens a folder; one click selects a file.
• The address bar shows Workspace › Project › Folder; click any part to jump back to it. The ← and ↑ buttons go back and up one level, and ⟳ refreshes.
• Search (right of the address bar) filters the folder you are in by name. It works inside a project, not on the top-level list of projects.
• Two views: Details (a list with Name, Date modified, Type and Size — click a header to sort; Date modified is when the item was uploaded or created, and Type reads File Folder, Image, PDF Document or Asset File) and Medium Icons (a grid, no checkboxes).
• The status bar at the bottom shows how many items are in the folder, how many are selected, and storage used.
• A project whose Collaboration posts contain images also shows a Collaborate folder with those images. It is read-only here: you can open and download them, but not upload, rename or delete.
• A folder named sheets appears after the first upload on the Sheets page. It looks empty, but it holds the sheet PDFs, so it can't be deleted from here: deleting it, or a drawing in it, says This folder holds the drawings of N sheet versions. Delete those sheets in Sheets instead.

Upload a file

1. 1Open the project, and the folder inside it, where the file belongs.
2. 2Click Upload in the toolbar — or right-click an empty area and choose Upload File.
3. 3Pick the file. A progress card at the bottom right shows the bytes sent and the percentage; "File uploaded successfully!" confirms it.

• Files are uploaded one at a time. Upload is not available at the top level or inside the Collaborate folder.
• Accepted types: PDF, ZIP, PNG, JPG/JPEG, WEBP, GIF, TXT, CSV, XLS/XLSX, DOC/DOCX, and the engineering formats DWG, DXF, RVT, RFA, IFC, NWC and NWD. Each file can be up to 100 MB. DWG, DXF, IFC, RVT and RFA files are also checked inside: one whose contents don't match its extension is refused (… doesn't look like a valid .dwg file …).

Open and downloadWatch this part · 0:49

• Double-click a file, or right-click it and choose Open, to open it in a new browser tab.
• Right-click → Download saves it under its own name. Select several files and click Download in the toolbar to download each of them.

Organize with foldersWatch this part · 0:31

1. 1Inside a project, click New in the toolbar (or right-click empty space → New Folder).
2. 2Type the Folder name (up to 100 characters, no / or \) and click Create. Names must be unique within the folder.

Select, move and copyWatch this part · 1:07

• Click a file to select it, Ctrl+click to add more, or use the checkboxes (the header checkbox selects everything shown).
• Cut then Paste moves the selection into the folder you are in — also into another project's folder.
• Copy then Paste makes copies of files (folders are skipped; if only folders were copied you see "Cannot copy folders, only files"). A copy uses storage like the original.
• Move files, not folders, between projects: a folder cut into another project arrives empty and its contents can't be reached any more. Don't paste a folder into one of its own subfolders either — it disappears from view.
• There is no drag-and-drop on this page.
• Cut, Copy and Paste are in the toolbar and in the right-click menu.

Rename and deleteWatch this part · 1:07

• Select one item and click Rename (or right-click → Rename), type the new name and press Enter or ✓; Esc cancels. File names can be up to 255 characters and can't contain / or \.
• Select items and click Delete (or right-click → Delete), then confirm. Deleting a folder deletes everything in it. This cannot be undone. The storage those files used is not given back, so to free space delete the files themselves first.
• At the top level, Rename renames the project itself (needs Projects at Manage). Projects can't be deleted here — use the Projects page.

Who can do what

None

Files is hidden from the sidebar (the page has no Access Denied screen, so a saved link still opens it read-only).

View

Browse, search, open and download. Buttons that change things are greyed out ("Read-only — you do not have permission to edit this").

Manage

Also upload, create folders, rename, cut, copy and paste — on items you uploaded or created.

Full Access

Also delete — again on your own items; the workspace owner can delete any.

You only see projects inside your Access Scope — see Permissions. Files & Storage needs the Starter plan or higher.

The project's FILES tab and Collaboration's Files tab are a simpler explorer: double-click opens a folder or file, there is no Download button (use Open), Cut/Copy/Paste work within that project only, an empty folder says This folder is empty, and Delete needs only Files at Manage (still only on your own items).

Storage usage barWatch this part · 1:57

The toolbar shows Storage Usage — this workspace's usage / the account's whole pool — with a bar that turns amber above 80% and red when full. Buy Extra Storage opens the storage add-ons in Settings → Billing & Subscription, where Storage Management also shows your usage. See Billing.

One storage pool per accountWatch this part · 1:57

Storage belongs to the account that owns the workspace and is shared by every workspace that account owns — usage is added up across all of them. The pool is:

• the plan's allowance (Free 0 GB, Starter 20 GB, Professional 100 GB by default — the pricing page always shows the current figures),
• plus the storage of every paid team seat on the owner's workspaces, assigned or not, until it ends,
• plus any storage add-ons.

Project files, sheets and the other files uploaded in the workspace all count toward it.

Size limits per file

Project files

Up to 100 MB each.

Sheets (PDF drawings)

Up to 150 MB each.

Images in Collaboration posts

Up to 10 MB each.

Upload not working?

• The Free plan has 0 GB, so uploads are refused until the owner upgrades or buys an add-on ("Your workspace storage is full. Please ask your workspace owner to add more storage space to continue uploading files.").
• When the pool is full, uploads stop with "Storage full — … used of …. Please upgrade your plan or buy extra storage." and the Upload button is disabled. Ask the workspace owner to free space, upgrade, or add storage.
• If a subscription ends, nothing already stored is deleted — only new uploads stop.
• Check the file against the size limits and the accepted types above; other types are refused with ""name" can't be uploaded here: .xyz files are not allowed for project files."
• "Your plan does not include file storage. Upgrade to upload files." means the plan includes none of Files, Sheets or Collaboration.
• The bar shows this workspace only; if the owner's other workspaces use the rest of the pool, an upload can be refused with "Storage full" while the bar still shows room.
• Upload is greyed out at the top level and in the Collaborate folder — open a project folder first.
• On this page you need Files at Manage or higher to upload.

A submission is a delivery phase or milestone inside a project — a bundle of work the client expects on a date. Every submission belongs to one project, and each task can be placed in one submission, so the team sees what is in each delivery, how far along it is and how much time it has taken.

Where to find it

• Click Submissions in the sidebar. Its List and Timeline entries (and the toggle at the top right of the page) switch between the two views.
• A project's own page lists that project's submissions too, with the same table minus the Project and custom-parameter columns (its Timeline has no plan lock there, and row dragging does not reorder) — see Projects.
• On a task card in the Tasks Board, clicking the submission name opens that submission here, on the Timeline, with its side panel open.
• You only see submissions of projects inside your access scope.

List and Timeline

List

A table of submissions with their tasks nested underneath. Edit cells in place, sort, filter, select several rows, export and import. Included in every plan.

Timeline (Starter)

Each submission as a bar from its start date to its due date, so you can spot overlaps and reschedule by dragging. On the Free plan the Timeline button shows a 🔒 and the view shows Unlock Submissions Timeline.

Both views show 10 submissions per page by default; choose 10, 50, 100, 200 or All in items per page at the bottom, and move between pages with the arrows. The search and filters above apply to both views.

Columns in the List

Shown by default: Title, Project, Created By, Assignee, Start Date, Due Date, Priority and Status. Description, Planned, Total Duration and Key are hidden until you turn them on (see Choose and arrange columns below).

Title

Always shown and pinned on the left. Click it to open the side panel. When the submission has tasks, a small bar and a done/total count under the title show how many of its tasks are Done.

Project

The project it belongs to. Picking another project moves the submission there (you need access to that project). Only the submission moves: its tasks stay in their old project, still linked to it, and keep their keys — move them yourself in the Tasks list if needed.

Created By

Who created it. Read-only.

Assignee

The member responsible. The list only offers members whose access scope reaches the submission's project.

Start Date / Due Date

Click to pick a date. The due date can't be before the start date.

Priority / Status

Click to choose from the workspace's lists (see Statuses and priorities).

Description

Click to edit in place, up to 20,000 characters.

Planned

The hours planned for the submission. Shows + Add when empty (a dash if you can't edit); click to open Allocate Hours. A thin bar under it shows how much of the project's contract hours is already allocated (red when over).

Total Duration

The time logged on the submission's tasks, added up. On a task row it is that task's own time and the place to log hours — see below.

Key

The submission's reference, e.g. ABC-12: the project key and a running number within the project. A project without a key gets one from its name the first time a submission is created in it; a submission with no key shows SUB- and its number.

Custom parameters

Every custom field defined for Submissions in Settings → Parameters (text, number, date, dropdown or Yes/No) becomes a column you can edit in place. New ones appear as visible columns. The definitions are saved with the workspace, so the whole team sees the same columns; the values you enter are saved on the submission.

Tasks inside a submission

• Click the small arrow at the start of a row to expand it. Its tasks load and appear underneath, highest priority first (High, Medium, Low), then in their manual order.
• The first expanded row is + Create New Task: it opens the task form with the project and submission already filled in. It needs Tasks at Manage or Full Access; otherwise it is greyed out ("Read-only — you do not have permission to create").
• Task rows use the same columns: Assignee, Start Date, Due Date, Priority, Status and Planned can be changed with Tasks at Manage or Full Access; Project, Created By and Description (its first 50 characters) are read-only; Key shows the task's own key. Submission custom-parameter columns show "-" on task rows.
• Click a task's title to open the task side panel, described under Tasks. The ⋮ on a task row (Tasks at Manage or Full Access) has Delete, which needs Tasks at Full Access and asks "Delete task …?" first.
• A member whose Tasks level is None sees the submissions but no tasks under them, no done/total count and no hours.

Create a submission

1. 1In the List, click + Create New Submission, the first row of the table. (On a project's page the same row creates a submission in that project.)
2. 2Enter a Title (required, up to 255 characters) and, if you like, a Description.
3. 3Choose the Project (required). The Assignee list then offers only members who can reach that project, plus Unassigned.
4. 4Set Priority, Start Date and Due Date. Priority starts at the first entry of your priority list (Low by default).
5. 5On the Professional plan, enter Planned Hours (0 to 1,000,000, at most 2 decimals). When the project has contract hours the label also shows (Available: X h of Y h) — the project's contract hours not yet planned for its submissions.
6. 6Click Create Submission. It starts with the first status of your status list (Open by default) and takes the next key number of its project.

• Without a title you get Title Required ("Please enter a title for the submission."); without a project, Project Required ("Please select a project for the submission.").
• A due date before the start date shows "Due date can't be before the start date." under Due Date, and Create Submission stays disabled until it is fixed — as it does for an invalid Planned Hours value or text over its limit.
• If the server refuses the submission, an Error message gives the reason and the form stays open with what you typed.

Edit a submission

• In the List, click any editable cell — Project, Assignee, dates, Priority, Status, Description, Planned or a custom parameter — and change it. A change the server refuses is undone and its reason shown.
• Or open the side panel (click the title, or ⋮ → Edit) to edit the title and every field in one place.
• Editing needs Submissions at Manage or Full Access. At View every cell is read-only.

The side panel

The panel slides in from the right. At the top is the path Projects / project key / submission key (the first two are links) and the title, which saves when you click away. A blank title is not saved ("Title is required."), and a counter warns past 255 characters. Below are the fields:

• Status, Assignee (members who can reach the project), Description (saves when you leave the box), Start Date, Due Date and Priority.
• Planned — shows the hours or Set planned hours; in the List view it opens Allocate Hours.
• Project, Total Duration and Created By — read-only.
• Your custom parameters. Text and number values save as you type; text over 255 characters or a number beyond ±1,000,000,000,000 stays in the box with a message and is not saved.

The ⋮ button in the panel header has Reorder Fields (drag the fields, then Done) and Add/Remove Parameters, which opens Manage Fields to tick the fields the panel shows. Drag the panel's left edge to make it wider. Field order, chosen fields and width are remembered in this browser. Click outside the panel or ✕ to close it. Without edit rights every field is read-only ("Read-only — you do not have permission to edit this").

Statuses and priorities

• The Status and Priority cells, filters and Bulk Edit use the workspace's lists from Settings → Status Setting — the same lists tasks use. By default the statuses are Open, In Progress and Done, and the priorities Low, Medium and High. See Settings.
• The side panel's Status field and the Timeline's status menu offer only Open, In Progress and Done. Use the List for any other status you have added.
• The done/total count under a title counts tasks whose status is Done.

Planned hours and the project budget

Clicking Planned (in the List, or in the side panel opened from the List) opens Allocate Hours. It shows the Budget — the total hours of the project's contracts — a bar of what other submissions already have plus this one, Used as a percentage and Remaining. Type the Hours to Allocate (or click MAX to take everything left), then Save Changes or press Enter.

• You can't allocate more than what is left of the project's contract hours. A project with no contract hours leaves nothing to allocate here.
• On a task row the budget is the submission's own Planned hours, less what its other tasks already have.
• Typing hours in the create form (Planned Hours) is part of Planning Hours, a Professional feature; on lower plans the field is not in the form.
• Changing Planned needs Submissions (or, on a task row, Tasks) at Manage or Full Access.

Total Duration and Log hours

Total Duration is the one hours column (the older Duration and Log Time columns were folded into it — a saved layout that showed them now shows Total Duration).

• On a submission row it adds up the time logged on its tasks, including timers still running, and refreshes every couple of minutes. When it passes the submission's Planned hours it is flagged with the overrun highlight described below.
• On a task row it is the task's own time (shown as hours:minutes:seconds, red when over the task's planned hours) and a Log hours button (the time with a +). It opens the same Log Hours window as on the Tasks page, with the same rules — see Tasks.
• When the task's Manual hours switch is off, the time shows a lock instead ("Manual hours are off for this task: only a timer records time on it.") and nothing opens.
• All of this follows Tasks (Time Tracking): None hides Total Duration from the table, the column list and the side panel; View shows the times without the button; Manage adds Log hours; Full Access can also delete logged hours in the window.

Overrun highlighting

When a submission's Total Duration is over its Planned hours, the row (or just the Total Duration text) can be highlighted. Choose the Highlight Color and the Display Style (Row or Text) under Settings → Notifications → Submission Overruns; until someone changes it, the row is tinted light red. Task rows follow the Task Overruns card on the same page (red Duration text until changed). With a card's Visual Highlighting off — or All Notifications off — those overruns are not coloured. See Notifications.

Search and filters

• Search submissions matches submission titles.
• Next to it, each visible column gets a filter, in column order: Key (All Keys), Project (All Projects), Assignee (All Assignees), Status (All Status), Priority (All Priorities), Created By (All Creators), Planned (All Planned, Planned, Not Planned), Due Date and Start Date, and one per custom parameter (All …). Most let you pick several values.
• The date filters offer All Dates, Today, This Week, This Month, This Year and Custom Range (with from and to dates). A submission without that date is left out while a date filter is set.
• Filters apply to both List and Timeline and are not saved — reloading the page clears them.

Sort and reorder

• Click a column header to sort by Title, Project, Status, Priority, Due Date or Planned; click again to reverse. An arrow marks the sorted column. Other columns keep the manual order.
• The manual order is the default. With Submissions at Manage or Full Access, drag a row by the grip at its left edge to move it within the page; the list then returns to the manual order.

Choose and arrange columns

• Click the grid icon at the right end of the header row (Column Visibility & Order). Tick the columns to show and drag them up or down to reorder. Title can't be hidden.
• You can also drag a column header sideways to move it, and drag its right edge to resize it.
• Default at the top of that menu puts back the standard columns, order and widths (custom-parameter columns are hidden again).
• The layout is remembered in this browser, per workspace — other people and other browsers keep their own.

Select several submissions

• Tick the box on a row to select it; shift-click another box to select the range between. The box in the header selects or clears every row on this page.
• A bar appears at the bottom: "N submissions selected", Deselect All, Edit N (Manage or Full Access) and Delete N (Full Access).
• Edit N opens Bulk Edit Submissions: choose a Field to Edit — Status, Priority, Project, Assignee, Due Date or Start Date — and a New Value, then Update Selected. Assignee only offers members who can reach every selected submission's project. Choosing — None — for Assignee, or leaving a date empty, clears it.
• When every row saves you see Successfully updated N submissions. If some rows are refused, Partial Update says how many were updated, how many failed and the first reason.

Delete a submission

1. 1Click the ⋮ at the end of the row and choose Delete (or select several rows and click Delete N).
2. 2Confirm. The message warns that all tasks inside will be deleted; for several rows it adds "This action cannot be undone."

Export to Excel or CSV

• Click Export above the table, then Current Filter or All Submissions under EXCEL (.xlsx) or CSV (.csv).
• Current Filter exports the submissions that match your search and filters, with the export columns you show, in your order. All Submissions exports every submission you can see with every export column.
• Export columns: Title, Project, Created By, Assignee, Start Date, Due Date, Priority, Status, Description, Planned and Key. Total Duration, tasks and custom parameters are not exported; Status and Priority come out as their codes (e.g. IN_PROGRESS).
• Exporting is open to anyone who can see the page.

Import from a spreadsheet

1. 1Click Import next to Export (Submissions at Manage or Full Access). The import screen takes the table's place.
2. 2Click Download Template. The file has drop-downs for Project, Assignee, Priority and Status, plus a Project List and a Team List sheet.
3. 3Fill one row per submission and upload it (click or drag the file in): .xlsx, .xls or .csv, at most 500 rows and 10 MB.
4. 4Check the preview. Each row shows ✅, ⚠️ or ❌ with its reason in Validation; you can fix values in the preview and untick rows you don't want.
5. 5Click Import N Submissions. Every selected row is checked before the first one is sent.

Title

Required.

Project Name

Required; must match an existing project you can reach (a column headed Project works too). Otherwise: Project "…" not found.

Assignee

A member's name or email. Unknown, or without access to the project: a warning, and the row is imported unassigned.

Priority

LOW, MEDIUM or HIGH; anything else becomes MEDIUM.

Status

The template offers OPEN, IN_PROGRESS, REVIEW and DONE; blank imports as OPEN. Use a status that is in your status list — REVIEW is not one of the defaults.

Planned Hours

A number (blank = 0).

Start Date / Due Date

YYYY-MM-DD (other common date formats are read too). A date that can't be read is an error, not skipped.

Description

Optional.

Imported submissions count toward your plan's submission limit.

Working on the Timeline

• The left column lists each submission with its key, title and a status menu (Open, In Progress, Done). The bar's colour follows the status: amber for Open, blue for In Progress, green for Done; any other status is drawn like Open. A red line marks today.
• Pick the scale at the bottom right: Today (days), Weeks, Months (the default) or Quarters, or Custom with From and To dates — left empty, Custom fits the submissions on the current page.
• Drag a bar to move both dates; drag either end to change the start or the due date. Bars snap to the start and due dates of other submissions on the page (a dashed line shows the snap).
• Hover a bar to see its dates and length in days; click a date label to pick a new date.
• A submission without dates shows a one-month ghost bar under your pointer; click to give it those dates.
• Click a title or a bar to open the side panel. Drag the edge of the left column to widen it.
• Rescheduling needs Submissions at Manage or Full Access; at View the bars only open the panel ("Open — read-only, you cannot reschedule this").

Activity history

Choose ⋮ → All Activities on a row to see that submission's Activity Log, or All Activities at the bottom of the List for the Activities page filtered to submissions. Creating, moving and deleting a submission are recorded, as are changes to its title, status, priority, description, assignee, dates and planned hours.

Who can do what

Submissions — View

Open the page, browse both views, open side panels, export. Every control is read-only. At None the page is hidden from the sidebar and shows Access Denied.

Submissions — Manage

Also create, edit (cells, side panel, Planned, Timeline bars), reorder, bulk edit and import.

Submissions — Full Access

Also delete, one by one or in bulk.

Tasks

View shows the tasks under each submission; Manage or Full Access lets you create and edit them here; Full Access lets you delete them.

Tasks (Time Tracking)

Decides Total Duration and Log hours, as described above.

Access scope

Only submissions of projects in your scope exist for you, and only members who can reach a project can be assigned there.

The workspace owner can do everything. See Permissions.

Plans and limits

• The Submissions page and its List are in every plan. The Timeline needs Starter; typing Planned Hours in the create form (Planning Hours) needs Professional.
• The Free plan allows 50 submissions per workspace, counting every project in it; Starter and Professional are unlimited.
• At the limit, the create row reads Upgrade for More Submissions with a lock and opens Settings → Billing & Subscription. A create or import past the limit is refused with "Your Free plan allows 50 submissions. Upgrade to Starter for unlimited submissions." See Billing.
• Limits on what you type: title 255 characters, description 20,000, planned hours 0 to 1,000,000 with at most 2 decimals, dates between 1900 and 2100.

Messages you may see

That member does not have access to this project

The assignee's access scope doesn't include the project. Pick someone else, or widen their scope in Settings → Members.

That project does not exist or you do not have access to it

You tried to move a submission into a project outside your scope.

Due date can't be before the start date.

Change one of the two dates.

Title must be 255 characters or fewer

Shorten the title; the message also gives the current length.

Upgrade for More Submissions

The workspace has reached its plan's submission limit.

Access Denied

Your Submissions level is None. Ask the workspace owner.

Tasks are the day-to-day unit of work. Every task belongs to a project and, optionally, to one of its submissions, and carries an assignee, priority, status, start and due dates, planned hours, a tag, a description and any custom parameters your workspace has added. The Tasks page shows every task you can reach, across all projects, in three views.

Where to find Tasks

Click Tasks in the sidebar. The switch at the top right of the page picks the view: List, Board or Flow. You can also add tasks from a project's page and from Submissions. You only ever see the tasks of projects inside your access scope.

Three views

List (every plan)

A table you can filter, search, sort, edit in place, select in bulk, export and import. Click a task title to open its side panel.

Board (Starter)

One column per task status. Drag a card to another column to change its status.

Flow (Professional)

A canvas where you lay tasks out as a workflow diagram — start, end, decision points and arrows — and save it as a named flow.

On a plan without Board or Flow, the tab shows a lock and opens an upgrade prompt ("Unlock Tasks Board" / "Unlock Task Flow") instead of the view.

The List viewWatch this part · 0:11

Under the view switch sits the filter bar, then the table. The first row of the table is + Create New Task, with Export and Import on its right. The Title column stays pinned on the left; the grid icon at the right end of the header opens the column picker; and every row ends in a ⋮ menu. Under the table are the page controls and an All Activities button.

Columns in the List

Title

Always shown. Click it to open the task side panel.

Project / Submission

Pick from the list. Submission only offers the submissions of the task’s project ("No Submission" for none).

Created By

Who created the task. Read-only.

Assignee

Only members who can reach the task’s project are offered; "Unassigned" clears it.

Start Date / Due Date

Pick a date. A due date before the start date is refused ("Due date can't be before the start date.").

Priority / Status

The workspace’s priorities and statuses (Low / Medium / High and Open / In Progress / Done unless changed in Settings → Status Setting).

Payment

Whether the hours on the task have been paid through a labor expense — see below. Read-only.

Description

Type to edit, up to 20,000 characters. Hidden by default.

Key

Set automatically: the project key plus T and a number (e.g. B01-T3) for a task outside a submission, or the submission key plus a number (e.g. B01-1-2) inside one. Hidden by default.

Planned

The task’s planned hours, with a bar showing how much of the budget it sits in is used. "Set Plan" when there is none. Hidden by default.

Duration

Hours logged on the task out of its plan (e.g. "7h 45m / 8h"); click it to log hours. Hidden by default, and missing entirely at Tasks (Time Tracking) None.

Tags

Pick a tag from the list ("Add Tag"); tags are made on the Tags page. Hidden by default.

Custom parameters

One column per task parameter, added at the end — see Custom parameters below.

Choose, order and resize columnsWatch this part · 1:05

1. 1Click the grid icon at the right end of the table header. The Visible Columns & Order (Drag to Reorder) menu opens.
2. 2Tick or untick a column to show or hide it, and drag the ⋮⋮ handle to move it. You can also drag a column header sideways in the table.
3. 3Drag the right edge of a header to change its width. The Defalut button (spelt that way) at the top of the menu puts the default columns, order and widths back.

Your columns are remembered in this browser for this workspace; other members keep their own. The filter bar follows them: a filter only appears for a column that is shown, in the same order.

Search and filterWatch this part · 0:19

Search tasks matches task titles (up to 200 characters). The filters next to it let you pick several values each:

• All Projects, All Submissions (narrowed to the projects you picked), All Creators, All Assignees, All Priority, All Status, All Keys and All Tags.
• Start Date and Due Date: All Dates, Today, This Week, This Month, This Year or Custom Range (two date boxes appear). Tasks with no date in that field drop out.
• All Payment: Paid, Partly paid, Awaiting approval, Unpaid.
• All Planned: Planned (has planned hours) or Not Planned.
• One All <parameter> filter per custom parameter (Yes/No for a Yes/No parameter, its options for a dropdown, the values in use for the other types).
• Tags matches a task whose tag is exactly the one picked.

Filters apply to every task, not just the page you are on, and the Board uses the same filters. They reset when you reload the page. Hiding a column hides its filter, but a value already picked there keeps filtering. When you arrive from a Reports link to one task, the list shows only that task until you reload the page. The filter bar is not shown in Flow, which has its own search.

Sort and reorder

• Click a column header to sort by it (▲); click again to reverse (▼). Status sorts in the order the workspace lists its statuses (Open → In Progress → Done); Priority ascending puts the most urgent first (High → Low); Payment ascending goes Unpaid → Awaiting approval → Partly paid → Paid.
• With no column chosen, tasks are in their manual order. Drag a row by the grip on its left to move it; this needs Tasks at Manage or Full Access and works within the page shown. Dragging switches the list back to the manual order.

Pages of tasks

The List and Board load one page of tasks at a time. Pick 10, 50, 100, 200 or 500 in items per page (10 when the page opens) and step with the arrows; the counter reads e.g. "1-10 of 240". Changing a filter, the search or the sort goes back to page 1. Exports are not limited to the page — they fetch every matching task.

Create a taskWatch this part · 0:40

1. 1In the List, click + Create New Task (on the Board: + Add Task under the first column). You need Tasks at Manage or Full Access; otherwise the row is greyed out ("Read-only — you do not have permission to create").
2. 2Fill in Title * and pick the Project * (the first project is preselected). Choose a Submission of that project, or None.
3. 3Optionally set Assignee, Planned Hours, Priority, Status, Start Date, Due Date, Description and the Time tracking switches.
4. 4Click Create Task. The task gets its key and appears in the list.

Create Task form fieldsWatch this part · 0:40

Title *

Required, up to 255 characters. Left empty: "Title Required — Please enter a title for the task."

Project *

Required ("Project Required — Please select a project for the task."). Changing it clears the submission.

Submission

Only the chosen project’s submissions.

Assignee

Only members whose access scope reaches the chosen project. The server refuses anyone else ("That member does not have access to this project").

Planned Hours

Professional (Planning Hours) — on lower plans this field is left out of the form. 0 to 1,000,000 hours, up to 2 decimals; the box shows "Max: Xh" left in the budget.

Priority / Status

Start at the first priority and the first status in the workspace’s lists.

Start Date / Due Date

The due date can't be before the start date.

Description

Up to 20,000 characters.

Time tracking

The five switches, starting from the workspace defaults. Shown at Tasks (Time Tracking) View or above; only Full Access can change them.

While a field breaks a rule, its message shows under it and Create Task stays disabled ("Fix the highlighted fields first"). If the server still refuses, a Creation Failed dialog gives its reason.

Planned hours and the budget

Planned hours are taken out of a budget. A task in a submission draws on the submission's planned hours; a task with no submission draws on the hours of the project's contracts, minus what the project's submissions and its other unsubmitted tasks already plan. So a task can only be planned once that budget exists. Asking for more than is left stops the form with Budget Exceeded ("Planned hours (12) exceed the available Submission budget (8.0h)…").

To change a task's plan later, click its Planned cell (or Planned Hours in the side panel). The Allocate Hours window shows the budget ("Submission: 40.0h" or "Project: 120.0h"), a bar with Used and Remaining, and Hours to Allocate, which cannot go above what is left; MAX takes all of it. Click Save Changes. Planned hours feed the Duration budget below and the planned vs actual figures in Reports.

Edit tasks in the listWatch this part · 1:21

With Tasks at Manage or Full Access, every editable cell saves as soon as you change it: Project, Submission, Assignee, dates, Priority, Status, Tags, Description, Planned and custom parameters. If the server refuses a change, the cell goes back and the reason is shown. At View, cells are read-only and say so when you hover them.

The task side panelWatch this part · 1:32

Click a task title in the List to slide the panel in from the right. Its top shows a path (Projects / project / submission / task key) with links, and the title, which you can edit in place (required, up to 255 characters). Below it is a list of fields:

• Status, Assignee, Description, Start Date, Due Date, Priority and Tags — editable with Tasks at Manage or Full Access.
• Planned Hours — opens Allocate Hours ("Set planned hours" when there is none).
• Project, Submission and Created By — shown only; change project or submission from the list.
• Status here offers only Open, In Progress and Done, even if your workspace has other statuses; use the List cell for those.
• Duration — logged out of planned ("3h of 8.0h") with a + Hours button that opens Log Hours.
• Payment — the payment state, the hours covered and the expenses that pay for them.
• Time Tracking — the task's switches (see below).
• Every custom parameter of tasks.

The ⋮ button at the top offers Reorder Fields (drag fields, then Done) and Add/Remove Parameters, which opens Manage Fields to hide or show each field. Drag the panel's left edge to make it wider. The field order and width are remembered in this browser. Click outside the panel or ✕ to close it. The panel has no comments, subtasks or file attachments.

Board viewWatch this part · 3:05

The Board shows the same page of tasks as the List (same filters and page size), split into one column per status with a count on each (the count is for the page shown). A card shows its priority, its time logged (⏱, once there is some), title, project and submission (as links), assignee and due date — red when it has passed and the task is not done.

• Drag a card to another column to change its status.
• Click the priority badge to pick High, Medium or Low.
• + Add Task under the first column opens the Create Task form.
• All of these need Tasks at Manage or Full Access. Cards don't open the side panel; switch to the List for that, or to delete.

Flow viewWatch this part · 3:30

Flow is a drawing canvas for mapping how tasks follow each other. Nothing you draw changes the tasks themselves.

1. 1The palette on the left lists your tasks a page at a time, with Search tasks..., priority chips (All, High, Medium, Low) and All Projects. Drag a task onto the canvas or click it; tasks already placed are marked In flow.
2. 2Under Drag to Add, add Start, End and Decision nodes. Double-click a decision to type its question; it has Yes and No exits.
3. 3To connect two nodes, click a dot on one node, then a dot on the other (the banner reads Click a port on another node to connect · Hold Shift for right angles; Cancel stops). Each node's ✕ asks Delete Node and removes the node and its links from the drawing, never the task itself; a node whose task was deleted reads Task removed. A task node shows ↓ and ↑ counts of its incoming and outgoing links, and the first step of the flow is marked ENTRY. Right-click a connection for Edit Label, Switch to Straight / Switch to Curve, Add Bend Point, Reverse Direction and Delete Connection. The 90° button makes new connections use right angles.
4. 4Zoom with − / + (or the mouse wheel) and Reset; drag the background to pan.
5. 5Click Save As, name the flow (up to 100 characters) and confirm Save Workflow; once a flow is open the button reads Save and saves over it. New starts an empty canvas; the flow list button opens Saved Flows, where you open, rename or delete them.
6. 6Export downloads the flow As Image (PNG) or As PDF (A4).

Select several tasks

Tick the box at the start of a row, or the box in the header to tick every row on the page. Shift-click a second box to tick every row in between. A bar appears at the bottom of the screen: "N tasks selected", Deselect All, Edit N (Tasks at Manage or Full Access) and Delete N (Tasks at Full Access). The selection covers the page you are on.

Bulk EditWatch this part · 2:39

1. 1Select the tasks and click Edit N. The Bulk Edit Tasks window opens.
2. 2In Field to Edit, pick Status, Priority, Assignee, Project, Due Date or — with Tasks (Time Tracking) at Full Access — Time Tracking.
3. 3Set the New Value. Assignee offers only members who can reach every selected task's project, and — None — unassigns; an empty Due Date clears it. Time Tracking starts from the selected tasks' own switches when they all agree, otherwise from the workspace defaults, and all five switches are written to every task.
4. 4Click Update Selected. One field changes per run; repeat for another field.

You get "Successfully updated N tasks", or a Partial Update dialog that says how many failed and why the first one did (for example a due date before a task's start date).

Delete tasks

• One task: open the row's ⋮ menu and choose Delete, then confirm Delete Task. If the task is drawn in a saved flow in this browser, the dialog names the flow.
• Several: select them and click Delete N, then confirm Delete Selected Tasks.
• Deleting needs Tasks at Full Access; at lower levels Delete is greyed out.

Activity logWatch this part · 2:16

A task's ⋮ menu → All Activities opens its Activity Log; the All Activities button under the table opens the Activities page filtered to tasks. Both list who created, changed, moved or deleted what, with the old and new values, and can be filtered by action (Created, Changed, Deleted), by user, or searched. Changes to the Time Tracking switches are logged too.

Export tasksWatch this part · 2:53

1. 1In the List, click Export (in the Create New Task row).
2. 2Under EXCEL (.xlsx) or CSV (.csv), choose Current Filter — every task matching your filters and search, with the columns you have shown, in their order — or All Tasks — every task you can see, with all the standard columns.

The columns available are Title, Project, Submission, Created By, Assignee, Start Date, Due Date, Priority, Status, Description, Key, Planned (hours), Duration (a number of seconds), Payment and Tags. Custom parameter columns are not exported, and Duration is left out without Tasks (Time Tracking). The file is named like Tasks_<workspace>_Current_<date>. Anyone who can open the page can export.

Import tasks from a spreadsheetWatch this part · 2:53

1. 1In the List, click Import (Tasks at Manage or Full Access).
2. 2Click Download Template. It has the columns below with dropdowns, plus reference sheets listing your projects, submissions, team and tags.
3. 3Fill it in and drop the file on the upload area (or click it). .xlsx, .xls and .csv are accepted, up to 500 rows and 10 MB.
4. 4Check the preview: each row is marked ✅, ⚠️ (imports, with a warning) or ❌ (won't import until fixed). Fix cells right in the table; untick rows you want to skip.
5. 5Click Import N Tasks.

Title (required)

Up to 255 characters.

Project Name (required)

Must match an existing project, ignoring case. Otherwise: Project "…" not found.

Submission Title

Looked up within that project; if not found the row imports without one (warning).

Assignee

A member’s name or email. Not found, or no access to the project: the row imports unassigned (warning).

Priority / Status

LOW, MEDIUM or HIGH (anything else becomes MEDIUM); a status id such as OPEN, IN_PROGRESS or DONE (OPEN when empty).

Planned Hours

A number; text gives "Planned hours must be a number."

Start Date / Due Date

YYYY-MM-DD. A date that can’t be read is an error.

Tags

Comma-separated, at most 10, each an existing tag ("Tag … doesn’t exist. Create it on the Tags page first.").

Description

Up to 20,000 characters.

Every selected row is checked against the same rules as the Create Task form before anything is sent, so a problem stops the import before any task is created. Imported tasks get the workspace's default Time Tracking switches. If the server refuses a row part-way (for example at your plan's task limit), the import stops there and the tasks already created stay.

Custom parameters

Add your own task fields in Settings → Parameters → Tasks: Text, Number, Date, Select (Dropdown) or Yes/No. Each becomes a column at the end of the List (with its own filter) and a field in the side panel. Text values take up to 255 characters; numbers must be between −1,000,000,000,000 and 1,000,000,000,000.

Time Tracking: how time may be recorded on a taskWatch this part · 3:59

Every task has a Time Tracking section — in the Create Task form, the side panel and Bulk Edit — with these switches:

Website

Timer on the website (Time Tracker).

Android app

Timer in the Android app.

Desktop app

Timer in the Projments Desktop App. While it is on, a Screenshots switch appears under it.

Screenshots

Off: no screenshots on this task. On: taken only when the workspace setting and the plan allow them — a task can turn screenshots off, never on.

Manual hours

On: hours can be typed in (Log Hours). Off: only a timer records time on this task — nobody can add or edit hours by hand, the workspace owner included, and Duration shows a lock.

• At least one of Website, Android app and Desktop app must stay on; the last one still on can't be switched off ("At least one place to track time from must stay on").
• A timer started from a place that is off is refused with a message naming where the task can be tracked (e.g. "Time on this task can't be tracked from the website. Track it from the Android app."). The Desktop App greys such tasks out.
• The switches show at Tasks (Time Tracking) View and above, read-only; changing them needs Full Access ("Changing this task's Time Tracking needs Tasks (Time Tracking) at Full Access."). At None they are hidden.
• Each change is written to the task's activity log.

Defaults for new tasks

Settings → Tasks (Task Settings — Defaults every new task starts with) holds the Time Tracking switches every new task, imported task included, starts with. All are on until you change them. Saving them does not change existing tasks — use Bulk Edit for those. Viewing the page needs Workspace Settings at View; changing it, Manage or Full Access.

Duration

Duration is all the time logged on a task by everyone — timers, the Desktop App, the Android app and hours typed in — plus any timer still running. When the task has planned hours it reads "logged / planned" with a bar that turns red once the plan is used up. Show the column from the column picker (it is hidden by default). It needs Tasks (Time Tracking) at View or above.

Log hours by handWatch this part · 2:02

Hours are typed in through one window, Log Hours. Open it by clicking a task's Duration cell (it shows a +) or + Hours in the side panel. Hovering the cell tells you which way it will take the hours ("Log hours — 3h left of the plan", or "… no plan yet, so by From / To"). The window has two tabs and, under both, the list of hours already logged.

The Hours tab: an amount within the plan

1. 1The tab shows the plan ("Plan: 8.0h") and a bar with Logged and Left.
2. 2Type Hours to add — 1.5, 1h 30m and 01:30 all work — or click a shortcut: 0.5h, 1h, 2h, 4h, 8h (only those that still fit) or Rest of plan.
3. 3Set From Date and To Date (today by default). Over several days the hours stay one record covering the whole period.
4. 4If you may log time for others, pick who the hours are For (Me by default). Add a Note (optional), up to 2,000 characters.
5. 5Click Add Hours. You see "Added 1h 30m to …".

The total can never pass the plan. The messages are "Only 2h left of the planned 8h." and "The planned 8h are already fully logged." A task with no planned hours can't take hours here ("This task has no planned hours yet…"); the tab offers Set planned hours, or use From / To.

The From / To tab: a span of time

Pick a Date, a From time and a To time (the end must be after the start: "The end time must be after the start time."), and optionally For and a Note. Click Log Time. This tab is not held to the plan, and it is where the window opens for a task without one.

Logged hours: edit and delete

Logged hours lists every finished entry on the task, by everyone, with its length, dates, member and note, and the total ("3 entries · total 6h"). Running timers are not listed.

• Edit changes the duration, dates, note and — if you may log time for others — the Member. Entries made by a timer or under From / To keep their date and time; only their duration, member and note change.
• An edit that makes an entry longer can't take the task past its plan ("This entry can be at most …"); shortening is always allowed, and a task with no plan has no cap.
• Delete asks Delete logged hours? and removes the hours from the task Duration, Time Tracker, Dashboard and labor totals. It needs Tasks (Time Tracking) at Full Access.
• You can change your own entries. Other people's show Read-only unless you may log time for others — the workspace owner, or Time Tracker at Manage or Full Access.
• Hours logged for another member go on their timesheet. A member who hasn't accepted their invitation can't have hours logged for them.

When Log Hours is locked

When a task's Manual hours is off, its Duration shows a lock ("Manual hours are off for this task: only a timer records time on it.") and + Hours is greyed out — for everyone, the owner included. To correct hours on such a task, someone with Tasks (Time Tracking) at Full Access switches Manual hours on, makes the change and switches it off again; both switches show in the activity log. At Tasks (Time Tracking) View the Duration is shown without the +, and on the Free plan hours can't be typed in at all. See Time Tracker for timers.

Has this task been paid for?Watch this part · 4:40

The Payment column (shown by default) and filter tell you whether the hours logged on each task have been paid out. The state is worked out live from the labor expenses raised in Expenses → Pay for logged hours, so it is never stale, and deleting an expense un-pays its tasks at once.

Unpaid

No labor expense covers any of this task’s hours.

Awaiting approval

Expenses cover some hours, but none of them is Approved or Paid yet.

Partly paid

Approved or Paid expenses cover some hours, but more than a minute less than the finished time logged on the task.

Paid

Approved or Paid expenses cover all the finished time logged on the task, to within one minute.

The badge also shows the hours covered; hover it (or look in the side panel) to see which expenses pay for them. You can't change the state by hand.

Overrun highlighting

A task whose logged time passes its planned hours is an overrun. Its Duration turns red until someone changes Task Overruns in Settings → Notifications: there the row's background (Row style) or the Duration text (Text style) can take another colour. With Visual Highlighting off — or All Notifications off — overruns are not coloured at all.

Who can do what

Open the Tasks page

Tasks at View or above. At None it is hidden from the sidebar and answers "Access Denied".

Create, edit, drag, bulk edit, import

Tasks at Manage or Full Access.

Delete tasks

Tasks at Full Access.

See Duration and Time Tracking

Tasks (Time Tracking) at View or above.

Log and edit hours by hand

Tasks (Time Tracking) at Manage or Full Access (see What you need above).

Delete logged hours, change Time Tracking switches

Tasks (Time Tracking) at Full Access.

Change the defaults in Settings → Tasks

Workspace Settings at Manage or Full Access.

Which projects' tasks a member reaches is their access scope, and only members who can reach a project can be assigned its tasks. The workspace owner can do everything. See Permissions.

Plans and the task limit

• Tasks and the List view: every plan. Board: Starter and up. Flow: Professional.
• Typing hours in (Log Hours) needs the Time Tracker, from Starter. The Planned Hours field of the Create Task form is Professional (Planning Hours). Paying for hours through labor expenses is Professional.
• By default the Free plan allows 50 tasks per workspace (counting every task in it); Starter and Professional are unlimited. At the limit, the List's first row becomes Upgrade for More Tasks and opens Billing; a create or import past it is refused with e.g. "Your Free plan allows 50 tasks. Upgrade to Starter for unlimited tasks."

Expenses (sidebar → Expenses) is where you record what a project costs — software, subcontractors, travel, materials — and, with Pay for logged hours, the cost of the work itself. Each expense has a title, amount, date, optional project, one tag, a description and an approval status (Pending or Approved). Approved expenses are the costs that count against profit on the project's Status tab and in Reports. The same list also appears on each project's EXPENSES tab, limited to that project.

Expenses is part of the Professional plan; on other plans the page shows an upgrade prompt. Money is shown in the workspace currency.

The Expenses listWatch this part · 0:14

Three tabs at the top right split the list: ALL EXPENSES, APPROVED, and PENDING APPROVAL — shown as SUBMITTED to people who can't approve. An orange badge on that tab counts the pending expenses in the workspace, whatever filters are on. The first row of the list is + Create New Expense, with Export and Import at its right end.

Title

Click it to open the side panel. A labor expense wears a ⏱ badge with the hours it pays for (e.g. ⏱ 12h 30m).

Description

Free text, edited in place (Add description...).

Amount

Edited in place. An amount below 0.01, above 99,999,999.99 or with more than two decimals is outlined in red with the reason and not saved; Esc puts the old amount back. A labor expense shows ⏱ after the amount and cannot be typed over — its amount is the priced hours.

Project

Optional. "No Project" means a workspace-level cost.

Date

The date of the expense; used by every date filter and report.

Status

Pending or Approved. Approvers also get a ✓ (Quick Approve) button on pending expenses; an edited expense waiting for re-approval shows 🔍 Review instead.

Tags

One tag per expense, picked from the workspace tags (Add Tag).

Created By / Approved By

Who added it and who approved it. Read-only.

• Click a column header to sort (▲/▼); the list starts newest date first. Drag a header to move the column, and drag a header's right edge to resize it.
• The grid icon at the right end of the header row (Column Visibility & Order) lists every column with a tick box: untick to hide one (Title always stays). Your custom fields for expenses appear here too. Column choices are remembered in this browser.
• The footer TOTAL adds up the rows you ticked ("N selected"); with nothing ticked it adds up every expense the current tab and filters match, across all pages (only the current page while a custom-field filter is on).
• Pages hold 10, 50 (default), 100, 200 or All items — pick under the list (items per page); the arrows either side of "1-50 of N" turn the page.
• With nothing to show the list reads No expenses found.
• Opening an expense link from a notification scrolls to that expense and highlights it, when it is on the page you are viewing.

Find expenses with the filter barWatch this part · 0:51

The bar under the title has a Search... box (matches title and description; a search over 200 characters is not applied and says so) and one filter per visible column, in the same order as the columns — hide a column and its filter goes with it:

• All Projects, All Status, All Tags, Created By, Approved By — pick one or more values; an expense matching any of them is shown.
• Date — All Dates, Today, This Week (Monday to Sunday), This Month, This Year or Custom Range (two date boxes; either can be left empty).
• Min – Max amount. A bound below 0 or above 99,999,999.99 is outlined in red, with the reason on hover.
• One All <field> picker per custom field. These filter the list, but the picker keeps reading All <field> after you choose, each choice replaces the previous one, and the filter stays on until you reload the page. A number field's picker has no effect.

Add an expenseWatch this part · 0:31

1. 1Click + Create New Expense (the first row of the list). The Add New Expense form opens. Without Manage or Full Access the row is greyed out (Read-only — you do not have permission to create).
2. 2Fill in Expense Title *, Amount * and Date * (today by default). Optionally add a Description, a Project and a Tag, plus any fields under Custom Information.
3. 3If you can approve, a Status picker is shown — it starts at Pending. Everyone else's expenses are always saved as Pending.
4. 4Click Create Expense. If the server refuses, the form stays open with the reason and everything you typed. Cancel, × or a click outside the form closes it without saving.

Amounts must be greater than 0 and at most 99,999,999.99, with at most two decimals (Amount must be greater than 0). Titles can be 255 characters and descriptions 20,000; a text custom field 255. When someone who can't approve the expense adds it, the workspace owner, members with Full Access on Expenses and the project's manager get an Approval Needed notification ("… added a new expense: …").

Edit an expense

Edit straight in the list cells, or click the title to open the side panel — the only place where the title itself can be changed. The panel shows Status, Amount, Date, Project, Tags, Description, Created By, Approved By, the custom fields and — for a labor expense — the hours it pays for. Fields are read-only there without Manage or Full Access. Press Esc, click × or click outside to close it; drag its left edge to make it wider (the width is remembered).

Approve expenses and review changesWatch this part · 1:38

Only the workspace owner, members with Full Access on Expenses, and the project manager of the expense's project can approve. They change the Status cell, use ✓ (Quick Approve), or bulk-edit Status. Approved By records who did it, and the creator is notified ("… approved your expense") when someone else approves their expense. Manage alone can add and edit, but not approve: for everyone else the Status cell is locked, and changing status from the side panel is refused (You do not have permission to change expense status.).

An expense sent back for re-approval shows 🔍 Review instead of ✓. It opens a Review dialog — "<name> modified this expense on <date>" — listing each changed field with its Original Value and Requested Value:

• Approve keeps the changes and marks the expense Approved.
• Reject puts the original values back, marks it Approved again and tells the expense's creator their changes were rejected and reverted.
• Edit opens the side panel so you can adjust it first; Close leaves it pending.
• People who can't approve can open the same dialog to see the changes, with only Close.

There is no separate Rejected status — an expense is either Pending or Approved.

Duplicate, convert or deleteWatch this part · 2:02

The ⋮ button at the end of each row opens a menu:

• Edit — just closes the menu; edit in the cells or the side panel instead.
• Duplicate (Manage or Full Access) — a Pending copy titled "… (2)" with the same amount, date, project, tag, description and custom fields. A copy of a labor expense does not carry its hours, so the same hours can't be paid twice. If the new title would pass 255 characters you're asked to shorten the original first (Title Too Long).
• Convert to Sale (Manage or Full Access) — after Convert to Sale → Yes, Convert, the record moves to Sales with its creator, status, approver, project, tag, description and custom fields, and is removed from Expenses together with its activity history. You also need Manage or Full Access on Sales. Without Full Access (or being the project's manager) you can only convert your own expenses that aren't approved yet.
• Delete — greyed out when you can't delete this one. It asks first (Delete Expense), then removes the expense and its activity history. Deleting a labor expense un-pays its hours at once.

Work on many expenses at onceWatch this part · 2:02

Tick rows (Shift-click ticks a range; the header box ticks every row on the page). A bar appears at the bottom: N expenses selected, Clear, Edit N, Convert to Sale and Delete N (Full Access only). Changing tab, filter or page clears the ticks.

• Edit N opens Bulk Edit N Expenses: pick a Field to Edit — Tags, Status (approvers only), Date, Project or Amount — and a New Value, then Update Selected. Bulk edits are not sent for re-approval: with Manage only, approved expenses are refused (Cannot edit an approved expense.).
• A progress bar shows while the changes run, five at a time. Any that fail are listed with the reason (Partial Update, Partial Delete or Partial Conversion).

Import expenses from Excel or CSVWatch this part · 1:23

1. 1Click Import (next to Export in the first row of the list; Manage or Full Access). The import screen replaces the list.
2. 2Under Need a template? click Download Template. It has the columns Title, Amount (a number greater than 0), Date (YYYY/MM/DD), Project Name, Status (PENDING/APPROVED), Description, Tags and one per custom field, with drop-downs for your projects and tags.
3. 3Fill it in and drop the file on the upload area, or click it to browse (.xlsx, .xls or .csv; up to 500 rows, 100 columns and 10 MB). Columns are found by their heading, so your own sheet works if its headings say title, amount, date and so on.
4. 4Check the preview: counts of Valid, Warnings and Errors, the money Total, and one row per line with ✅, ⚠️ or ❌. You can edit any cell, change a row's status, tag or project, untick rows, or click Remove N rows with errors. Change picks another file.
5. 5Click Import N Expenses. It stays disabled while any row has an error. A progress bar runs, then a message says how many were imported and lists any rows the server skipped (for example a project you can't reach).

A project name that doesn't match is left blank (a warning, like a blank project), and an unknown status becomes PENDING (PAID is read as APPROVED). APPROVED is kept only for people who can approve that expense — everyone else's rows arrive as Pending. Imported rows never carry paid hours. Importing from a project's EXPENSES tab drops the Project Name column: every row lands on that project.

Export expensesWatch this part · 1:23

Export offers EXCEL (.xlsx) or CSV (.csv), each as Current Filter (the current tab and filters, with your visible columns in their order) or All Expenses (everything you can see, with every standard column and custom field). Anyone who can open Expenses can export. Status comes out as PENDING or APPROVED and dates as YYYY-MM-DD. In a Current Filter export, custom-field columns come out headed by a number and empty — use All Expenses to export custom fields.

⏱️ Pay for logged hoursWatch this part · 2:37

Turn tracked time into money without leaving Expenses. Flip the ⏱️ Pay for logged hours switch at the top of the Add New Expense form ("Build the amount from hours logged on a task, or by a team member across tasks.") and an hours calculator appears above the fields: choose whose or which hours you are paying for, tick the rows, and the priced total becomes the expense amount.

1. 1Open + Create New Expense and turn on ⏱️ Pay for logged hours.
2. 2Under Calculate hours by pick 📋 Task (what did this task cost?) or 👤 Member (what do we owe this person?). Switching clears your picks and ticks.
3. 3Choose the Tasks or Members (— leave empty for all). Naming them ticks their unpaid, priced rows for you. Leave the picker empty to see every row and tick them yourself.
4. 4Narrow the list with Project, From / To dates, Billable entries only or Search task or member.
5. 5Check the table — Task / Member (or Member / Task), Hours, Rate and Cost per row; click a row or its box to tick it, or use the header box (Select every row shown). The footer shows e.g. 3 of 5 rows · 12h 30m, how many rows have no rate or are paid, and the total.
6. 6Save with Create Expense. The total is the amount, and the expense goes through the normal approval flow.

The title is filled in for you — Labor — Ahmed (12h 30m), Labor — 3 members (…) or Labor — 3 tasks (…) — until you type your own. The amount is locked while the switch is on, because it is the sum of the rows; under it you see e.g. 12h 30m across 4 rows. The line-by-line breakdown stays with the expense: open it from the list to see Logged hours with each task, person, project, hours × rate and cost, and whether it was billed by task or member and for which dates.

• Select at least one row of logged hours — nothing is ticked yet.
• The selected hours cost 0 — set a billable rate for these members in Team settings.
• One labor expense can cover at most 2,000 rows ("…Narrow the dates, tasks or members, or split it into several expenses.").
• If someone else paid the same hours a moment before you, the save is refused: Some of these hours have already been paid for by another expense. Reopen the hours picker to see what is still unbilled.
• Empty table messages: No completed time entries in this scope., No rows match this search., or Every row in this scope is already paid.

Never pay for the same hour twiceWatch this part · 3:23

Every row remembers how much of it earlier expenses already claimed and only offers the rest — pay 6 of a task's 10 hours today and next month it offers the remaining 4, not all 10. Rows that are fully settled stay in the list but faded at the bottom, wear a Paid badge and can't be ticked; partly paid rows show the settled part under their hours and cost (6h paid). Tick Hide paid rows to tidy them away (it also drops settled tasks and members from the pickers). The pickers show what is left, e.g. Design review — 12h (4h unbilled) or (paid); a member with nothing in range reads no hours in this range.

Where the rate comes fromWatch this part · 3:09

• The task's assignee sets the price, not whoever logged the hours — so a task costs the same whichever teammate helped out. When they differ, the Rate cell names whose rate it is.
• The rate is the assignee's Rate (billable rate) on the Members page; a project-specific rate for that member, where one exists, takes precedence.
• No rate set? The row reads no rate in red, costs 0 and can't be ticked. A yellow note names whose rate is missing ("No billable rate set for …") rather than silently using someone else's.
• Work with no assignee uses the rate of the person who logged it — there is nobody else to ask.

Seeing what's been paidWatch this part · 3:23

Tasks has a Payment column and filter worked out live from these expenses — nothing is stored on the task, so deleting an expense un-pays its tasks the same instant.

Unpaid

No expense covers this task's hours yet.

Awaiting approval

An expense claims the hours but nobody has approved it. The hours are already reserved, so they won't be offered twice.

Partly paid

Approved expenses cover some of the logged hours — more time has been tracked since.

Paid

Approved expenses cover essentially all logged hours on the task.

Only approved expenses count as money paid. Converting a labor expense to a Sale carries its hours with it, so nothing is un-paid by the conversion.

Who can do what in Expenses

View

See every expense on the projects you can reach, plus expenses with no project. Open the side panel read-only. Export. No adding or changing.

Manage

Add, edit (pending/approved ones go back for re-approval), duplicate, convert, bulk-edit and import. Delete your own expenses that aren't approved. Cannot approve.

Full Access

Everything, including approving, changing status, deleting any expense and bulk delete.

Project manager

Approves, edits and deletes the expenses of the projects they manage, as long as they can open Expenses at all (View or above).

Creator

Whoever added an expense can edit and delete it until it is approved.

The workspace owner can do everything. See Permissions for how levels and project access are set.

Custom fields and status names

• Settings → Parameters → Expenses adds your own fields (text, number, date, dropdown or Yes/No); they appear as columns, filters, side-panel fields, form fields, import template columns and in exports. The field definitions are saved with the workspace, so the whole team sees the same fields; the values you enter are saved on the expense.
• Settings → Status Setting (Expense Status Configuration) renames or recolours Pending and Approved. The two stages themselves are fixed, and the side panel and filter bar keep the standard names.

Related: Sales (the income side, same layout), Time Tracker (where the hours come from) and Settings.

Sales (sidebar → Sales, just below Expenses) records the money a project brings in — invoices, paid retainers, one-off charges. Approved sales count as confirmed income: together with Contracts they make up a project's income, and income minus approved Expenses is the profit shown on the project's Status tab and in Reports. The same list also appears on each project's SALES tab.

Sales is part of the Professional plan. It works like Expenses — same columns, filters, approval flow, bulk actions, import and export — so the essentials are repeated here. Differences: there is no Pay for logged hours, no custom fields (Settings → Parameters has no Sales entry) and no status renaming.

The Sales listWatch this part · 0:14

Tabs at the top right: ALL SALES, APPROVED and PENDING APPROVAL (shown as SUBMITTED to people who can't approve), with an orange badge counting the workspace's pending sales. Columns: Title (click to open the side panel, where the title can be edited), Description, Amount, Project, Date, Status, Tags, Created By and Approved By.

• Sort by clicking a header (newest date first to start); drag headers to reorder or their edge to resize; the grid icon at the end of the header row hides or shows columns (Title always stays).
• The footer TOTAL adds up the ticked rows, or — with none ticked — every sale the tab and filters match across all pages.
• 10, 50 (default), 100, 200 or All items per page. An empty list reads No sales found.

Filter and search salesWatch this part · 0:49

Search... matches title and description. Next to it, one filter per visible column: All Projects, Date (All Dates, Today, This Week, This Month, This Year, Custom Range), All Status, All Tags, Created By, Approved By and a Min – Max amount.

Add a saleWatch this part · 0:28

1. 1Click + Create New Sale at the top of the list. The Add New Sale form opens.
2. 2Fill in Sale Title *, Amount * and Date *, and optionally a Description, Project and Tag.
3. 3If you can approve, choose the Status (it starts at Pending). Everyone else's sales are saved as Pending.
4. 4Click Create Sale. If the server refuses, the form stays open with the reason.

Amounts run from 0.01 to 99,999,999.99 with two decimals. When someone who can't approve adds a sale, the workspace owner, members with Full Access on Sales and the project's manager are notified (Approval Needed).

Approve sales and review changesWatch this part · 1:15

• Approvers are the workspace owner, members with Full Access on Sales, and the project manager of the sale's project. They use the Status cell, the ✓ Quick Approve button or bulk edit. The creator is notified ("… approved your sale").
• A member with Manage who edits a pending or approved sale is asked Approval Required; Yes, Send Request sends it back to Pending with the changes recorded, and the workspace owner is notified (Sale modification requires approval).
• Approvers then see 🔍 Review: Original Value against Requested Value for each field, with Approve, Reject (puts the originals back and tells the creator), Edit and Close.
• There are only two statuses, Pending and Approved. Only approved sales count as confirmed income.

Duplicate, convert or delete a saleWatch this part · 1:51

• The row ⋮ menu has Edit (only closes the menu), Duplicate, Convert to Expense and Delete.
• Duplicate makes a Pending copy titled "… (2)".
• Convert to Expense (Yes, Convert) moves the record to Expenses — keeping creator, status, approver, project and tag — and removes it from Sales with its activity history. It needs Manage or Full Access on Expenses; without Full Access on Sales (or being the project's manager) you can only convert your own sales that aren't approved yet.
• Delete asks first. Full Access (or the project manager) can delete any sale; others only their own unapproved ones.
• Tick rows for the bottom bar: Edit N (Tags, Status, Date, Project or Amount), Convert to Expense and Delete N (Full Access).
• A sale converted from a labor expense keeps the hours it paid for, so its tasks stay paid; deleting that sale un-pays them.

Import and export salesWatch this part · 2:16

Import (Manage or Full Access) works exactly like the Expenses import, with the same rules: download the template (Title, Amount, Date, Project Name, Status, Description, Tags), fill it in, drop the .xlsx, .xls or .csv file (up to 500 rows, 10 MB), fix or remove anything marked in the preview and click Import N Sales. Unknown projects are left blank, unknown statuses become PENDING, and APPROVED is kept only for people who can approve. Export gives Excel or CSV for the Current Filter or All Sales.

Who can do what in Sales

View

See every sale on the projects you can reach, plus sales with no project, and export.

Manage

Add, edit (pending/approved ones go back for re-approval), duplicate, convert, bulk-edit and import. Delete own unapproved sales. Cannot approve.

Full Access

Everything, including approving and deleting any sale.

Project manager

Approves, edits and deletes the sales of the projects they manage.

A contract is the commercial agreement behind a project: a fixed price, or an hourly rate times a number of hours. Every contract belongs to one project (a project can hold up to 200). Contracts are money coming in: approved contracts count as confirmed income alongside Sales, in the project's Status tab and in Reports; pending ones are shown as pending income.

Open Contracts from the sidebar to see every contract across your projects, or a project's CONTRACTS tab for just that project. Contracts are part of the Professional plan on the standard plans; on a plan without them the page shows an upgrade prompt. You only see contracts of the projects inside your access scope.

The summary tilesWatch this part · 0:33

Total Budget (Approved + Pending)

The value of the contracts the filters show: a fixed contract's Total Amount, an hourly one's rate × hours. Pending and approved alike.

Approved Budget

The part of that total in contracts whose status is Approved, and how many they are.

Pending Budget

The rest: every contract not yet approved, and how many. Pending figures are drawn a shade lighter than approved ones.

Estimated Hours

Their Total Hours added up.

Actual Hours

The time the whole team has logged on tasks of those contracts' projects (running timers count up to now) — each project counted once, however many contracts it has. It shows 0 unless you have Projects (Advanced) at View or above (or own the workspace) and the plan includes Time Tracker.

Total Contracts

How many contracts match the filters.

Contract columnsWatch this part · 0:14

Contract

The name. Edit it in place.

Client

The contract's own client; a contract without one shows the project's client (Unassigned only when the project has none either).

Type

💰 Fixed or ⏱ Hourly.

Project

Click it to open the project.

Start Date / Due Date

The contract period. The due date can't be before the start date.

Total Amount

Typed for a fixed contract; for an hourly one it is worked out (Hourly Rate × Total Hours) and read-only.

Hourly Rate

For both types. On a fixed contract it is used to work out the hours.

Total Hours

Typed for an hourly contract; for a fixed one it is Total Amount ÷ Hourly Rate and read-only.

Status

Pending or Approved. Only Approved contracts count as confirmed income.

• Amounts and rates go up to 99,999,999.99; hours up to 1,000,000. Notes (up to 2,000 characters) are edited in the Edit dialog and included in exports.
• Click a header to sort (by name at first); drag headers to reorder or drag their edges to resize; the grid icon (Column Visibility & Order) picks which columns show and their order (Contract always stays). The layout is remembered in this browser.
• Tick rows (Shift-click for a range) to select them; the bar at the bottom shows how many are selected and Deselect All.
• Change a value in its cell and it is saved straight away; if the server refuses, the typed value stays with the reason (press Esc to undo).
• 10 contracts per page by default; pick 50, 100, 200 or All under the list.

Filter contractsWatch this part · 1:34

Use Search contracts... (contract or project name), All Clients, All Projects, All Types, All Status, a Start Date and a Due Date range (Today, This Week, This Month, This Year or Custom Range), and one filter per custom field. The tiles follow the filters.

Add a contractWatch this part · 1:03

1. 1Click + Create New Contract at the top of the list. The Add Contract dialog opens.
2. 2Enter a Contract Name * (e.g. Phase 1 Development) and pick the Project *. The Client is optional.
3. 3Choose Contract Type *: 💰 Fixed Price — type the Total Amount (and an Hourly Rate if you want the hours worked out) — or ⏱ Hourly — type Total Hours and Hourly Rate, and the amount is calculated.
4. 4Set the Start Date, Due Date, Status (new contracts start as Approved) and any Notes.
5. 5Click Save Contract. Picking a project fills in its client. Problems are shown under the fields; the dialog stays open until it saves.

To change a contract later, edit its cells or choose Edit from the row's ⋮ menu. Delete in the same menu asks first and removes it for good. To delete several, tick them and click Delete N in the bar at the bottom: one confirmation, and every selected contract is removed. Every change is recorded in the project's activity history. Contracts are stored inside their project, so deleting a project deletes its contracts too.

Import or export contractsWatch this part · 2:27

1. 1Click Import in the first row of the list and Download Template.
2. 2Fill in Contract Name and Project Name (both required; the project must exist), and optionally Client Name, Type (fixed or hourly), Total Amount, Hourly Rate, Total Hours, Start Date and Due Date (YYYY-MM-DD), Status and Notes.
3. 3Upload the file, check the preview, and import.

• Up to 500 rows and 10 MB per file (.xlsx, .xls or .csv). You can fix cells and untick rows in the preview, then click Import N Contracts.
• A blank Status imports as Approved; any value other than approved counts as Pending. A blank or unknown Type imports as fixed.
• The template has drop-downs for Project, Client, Type and Status, and opens only Total Amount (fixed) or Total Hours (hourly) according to the Type. A number or date that can't be read is an error on that row, not a silent 0 or blank.
• An unknown project is an error; an unknown client is a warning and the project's client is used.
• For a fixed contract, Total Hours is worked out from amount ÷ rate; a different figure in the file is replaced, with a warning.
• If the file would take any project over 200 contracts, nothing is imported.
• Export gives Excel or CSV for the Current Filter or All Contracts, with the same values the screen shows.

Who can see and change contracts

View

See the contracts of the projects you can reach, and export them.

Manage

Add, edit and import contracts.

Full Access

Also delete contracts.

Contracts has its own line in Permissions, independent of Projects: someone can manage contracts without being able to open the Projects page. With Contracts at None, contract money is also left out of the reports that person runs.

Contract statuses and custom fields

• Settings → Status Setting (Contract Status Configuration) renames or recolours Pending and Approved; the two stages are fixed.
• Settings → Parameters → Contracts adds your own fields, shown as extra columns and filters.
• Contracts with dates can also be shown on the Calendar.

Checklists are the lightest way to capture a process: onboarding steps, pre-flight checks, QA gates, anything you repeat. Open Checklists in the sidebar. Every checklist in the workspace is shared — everyone who can open the page sees the same lists and the same ticks.

Grid and list viewsWatch this part · 0:14

Switch with the two buttons at the right of the filter bar (List View / Grid View); your choice is remembered on this browser.

Grid View (default)

Each checklist is a clipboard card showing its name, its first 4 items (+ N more...) and its status. The first card is Create Checklist. Click a card to open it.

List View

A table with Name, Progress (a bar and %, green at 100%), Status and Created By. Click a name to open the checklist. Click a column header to sort; click again to reverse. With no sort chosen, the newest checklists come first.

• Search checklists filters by name.
• All Status filters by Open or Done (you can pick both).
• In List View, the grid icon at the right of the header (Column Visibility & Order) ticks columns on or off and lets you drag them into a new order by their ⋮⋮ handles; Name always stays. Drag a header's edge to resize a column. The layout is remembered in this browser.
• Under the table, show 10, 50, 100, 200 or All items per page and page with the arrows. An empty result reads No checklists found.

Create a checklistWatch this part · 0:32

1. 1Click Create Checklist (grid) or + Create New Checklist (list).
2. 2In New Checklist, enter a Checklist Name * (up to 255 characters), e.g. "Website Launch".
3. 3Click Create Checklist. It starts empty with status Open.
4. 4Click the new checklist to open it and add items.

Without Manage access the create card and row are greyed out with a Read-only tooltip.

Work in the floating panelWatch this part · 0:56

Clicking a checklist opens it in a floating panel that stays on screen while you move to other pages, so you can tick steps while you work. One checklist is open at a time — opening another replaces it — and the panel closes when you reload the page. Drag it by any empty part (such as its coloured board) to move it, drag any of its four edges to resize it (at least 300 × 200 pixels), and close it with ✕.

• The bar at the top shows N% COMPLETED; it turns green at 100%.
• Click the name to rename the checklist. Open Description to add details (up to 2,000 characters).
• Type in Add new item... and press Enter or + to add a step. To add several at once, separate them with commas: Site walk, Snag list, Client sign-off adds three items, in that order (up to 255 characters each, at most 500 items per checklist — at the limit you see A checklist can have at most 500 items.).
• Tick the box to check an item (it is struck through); click an item's text to edit it; the bin icon deletes it straight away, without asking.
• Checklist Items (done/total) counts progress.

Start a new round: Reset AllWatch this part · 1:42

When at least one item is ticked, Reset All appears next to the item count. It unticks every item and keeps the items themselves, ready for the next cycle.

Status and deletingWatch this part · 2:18

• Set a checklist's Status in List View (Open, In Progress or Done by default; the list comes from Settings → Status Setting). Status is set by hand — it does not change when every item is ticked.
• Delete one checklist from its ⋮ menu in List View (Delete Checklist asks first).
• To delete several, tick their rows (Shift-click a second box to tick every row in between, or use the header box for the whole page) and click Delete N in the bar at the bottom, then Delete All to confirm. Deselect All clears the selection.
• Deleting a checklist deletes its items too and cannot be undone.

Who can do whatWatch this part · 2:30

View

Open checklists and read them. Boxes and fields are read-only.

Manage

Also create checklists, add, edit and tick items, use Reset All and change status.

Full Access

Also delete checklists and individual items.

None

Checklists is hidden; the page answers "Access Denied".

These are the Checklists page of the permission set — see Permissions.

Checklists on the desktop and phoneWatch this part · 2:38

You can also tick items from the Checklists tab of the Desktop App and from the Android app.

Reports turns what has been logged — hours, tasks, submissions, expenses, sales and contracts — into reports you can filter, group, save, share and export. Open it from the sidebar; it has four sections, also listed under Reports in the sidebar: Overview, Time Reports, Task Reports (sidebar: Tasks & Submissions) and Expenses & Sales.

Reports is a Professional feature, and each section is switched on by your plan on its own. A section your plan doesn't include stays visible as a tab and shows an upgrade prompt.

How the Reports page worksWatch this part · 0:13

• Each section starts with a row of report cards — one per report type, with a short description and how many saved reports of that type you have. Click a card (Create →) to start a new report of that type.
• Below the cards is the Explorer: your saved reports and folders for this section (see below). Double-click a saved report to open it.
• Inside a report, the breadcrumb (Reports › name) takes you back. Next to the name are Save and ▼ → Save As.
• New reports cover this week until you change the dates.
• The Refresh button (circular arrows, left of the section tabs) reloads the data behind every report — time entries, tasks, projects, people, expenses, sales and saved reports — without reloading the page. The arrows spin until it is done. Reports don't poll for new hours by themselves, so press it to pick up time logged elsewhere (another tab, the Desktop App or the phone) while a report is open.
• On the Time Reports tab you can drag a report card onto another to change their order; the order is remembered in this browser only.

Overview

Executive Project Overview, Employee Performance Score and Worklog Snapshots.

Time Reports

Logged Time, Planned Time, Planned vs Actual and Time Sheet.

Task Reports

Projects & Tasks, Submissions Breakdown, Team Task Distribution and Priority & Risk.

Expenses & Sales

Financial Overview, Expenses Summary, Sales Summary, Profit Analysis, Financial Trends, Financial by Status, Top Items, Monthly Cash Flow and Custom.

Attendance

The ten attendance reports — only in a workspace with Attendance switched on (see Attendance).

Pick the date range

Most reports have a 📅 date button with Today, Week and Month (the current week or month; weeks follow Week Starts On in Settings → General), Period ▸ Monthly Period / Weekly Period, Quarter (the current calendar quarter) and All Time. For any other range, click a start day and an end day in the two-month calendar (shown in From: and To:). The ‹ and › arrows beside it step back or forward by the same length — last week, next week. The range is saved with the report as fixed dates: a report saved on "Week" reopens on the week it was saved in, not the current one — use ‹ › to move it on. Task reports (Projects & Tasks, Submissions Breakdown, Team Task Distribution, Priority & Risk) have no date range: they always show the current state of your tasks and submissions.

Filter by any column

Time reports, the three Overview reports and every Expenses & Sales report share one Filter by control. Click it, pick a column, choose a test and a value; each condition becomes a chip you can remove with ×. A row has to pass all the conditions; picking several values in one column means any of them.

The tests depend on the column: Is empty / Is not empty, Contains / Does not contain, Equal / Not equal, Starts with / Ends with, Greater than, At least, Less than, At most, Between for numbers, Equal, Not equal, Before, After, Between for dates, and Is any of / Is none of for pick-lists (with a search box and Select all). Conditions are saved with the report. A report holds up to 50 conditions, each with up to 100 values.

• Time reports: Project, Submission, Task, Tag, Client, Member, Contract, Description, Date, Hours, Billable.
• Executive Project Overview: Project, Project name, Client, Member, Project manager, Status, Health, Start date, Due date, Budget, Planned hours, Logged hours (lifetime), Budget used %, Expenses, Income and Net profit (in range), Profit margin %.
• Employee Performance Score: Member, Team, Project, Client, Employee name, Email, Score, Avg hours / day, On-time %, Accuracy %, Late %, Tasks assigned, Days worked.
• Worklog Snapshots: Member, Project, Client, Task, Task title, Task status, Submission, Contract, Memo, Captured at.
• Expenses & Sales: Title, Description, Amount, Date, Project, Client, Status, Tag, Source, Created by, Approved by.

Logged TimeWatch this part · 0:46

How time was spent, from completed time entries. The toolbar has the date range, Filter by, Group By, the view button and Export.

• Group By — pick one or more of Project, Submission, Task, Tag, Client and Member; the order you pick them in is the nesting order ("1. Project, 2. Member"). Click ▶ on a row to open its sub-groups. Project rows link to the project.
• View — Overview (one Date column with the range), Days (one column per day under month headings, weekends shaded), Weeks, Months or Quarters.
• Columns: the group name, Key (the project key), Utilization and Logged, then one column per period. Click a header to sort; a Total row closes the table.
• Utilization is the hours logged against a simple capacity of 8 hours per weekday in the range.
• Above the table, Time Trends (Hours) charts the first eight top-level groups over the periods (not in the Overview view).

Attendance beside tracked timeWatch this part · 5:21

In a workspace with Attendance on, Logged Time, the Time Sheet and the Executive Project Overview open with an Attendance vs tracked time panel for the same period and people: the attendance rate (scheduled days attended, counting only days already over), net attendance, the time tracked at work, utilization (tracked ÷ net attendance), the untracked rest, time tracked outside attendance, and late arrivals and absences. Under the figures it names what is worth a look — who logged under 60% of their attendance, untracked hours, timers running while nobody was clocked in — and By person lists everyone, lowest utilization first. A Member filter narrows it to those people; a Project or Client filter compares only the time tracked on those projects. The Time Sheet also adds At work and Utilization columns per employee. It covers up to 93 days at a time, and is not shown on plans without the advanced attendance reports.

Planned Time

The same table and chart as Logged Time, but built from the plan instead of the clock: each task's Planned Hours is spread evenly over the weekdays between its start and due date (a single day when it has only one date, its creation date when it has none). Hours a submission planned but hasn't handed down to its tasks are counted too. The main column reads Planned.

Planned vs Actual

Cards for PLANNED TIME, ACTUAL TIME and TIME VARIANCE (under or over plan), a PROJECT VARIANCE list, and a table — Group, Planned Time, Actual Time, Variance ("Left" or "Over") — that follows your Group By and Filter by. Only groups with logged time in the range are listed. Export is PDF only.

Time SheetWatch this part · 1:30

A payroll-style view, grouped by Member to start with. Cards show Total Logged Hours, Estimated Payroll and Active Team Members. The Team Performance & Payroll table lists each Employee with their Hourly Rate (the member's Rate from Settings → Members), Hours and Gross Pay (hours × rate), and in the Days view one cell per day.

• A day over 8 hours is marked OT; time on a project or tag whose name contains "vacation" is marked VAC.
• Rates are only known on Member rows, so keep Member as the first grouping for pay figures.

Projects & TasksWatch this part · 1:47

A chart of your tasks, counted per group, with a Configuration panel on the right (hide or show it from the ⋮ menu on the chart):

• Chart type — Bar (counts and share of the total), Pie, Doughnut, Timeline (tasks created over time) or Treemap.
• Show bars with zero values and Use single color.
• Grouping — Project, Status, Assignee, Priority, Client, Tag or Submission. Sorting — Alphabetical (A-Z) or (Z-A).
• Chart filters — conditions under Meet ALL of the following conditions and Meet ANY of the following conditions (+ Add condition) on Name, Status, Priority, Due Date, Start Date, Project, Assignee, Client, Submission or Tag, with tests such as is any of, is none of, contains, starts with, is before, is after.

Submissions Breakdown

Submission Status Distribution: a stacked bar per project showing how many submissions sit in each status, and a table with one column per status and a Total, largest projects first.

Team Task Distribution

How tasks are spread across people: a stacked bar per Team Member by status (plus an Unassigned row), and a table with a column per status and Total Tasks, busiest first. Use it to spot overloaded and idle people.

Priority & RiskWatch this part · 2:16

Scores every open task for risk — 2 points per day overdue, 10 for High or Urgent priority, and 2–8 extra points when it is due within 3 days (more the closer it is) — and rolls that up:

• Cards: Overdue Tasks, Critical Priority (open high-priority tasks), At Risk Projects (Health Score below 70%) and Bottlenecks (people holding at least one task scoring 10 or more).
• Project Risk Analysis — the three projects with the lowest Health Score (100 minus their tasks' risk), with overdue and critical counts.
• Team Attention Needed — up to five people carrying the most critical tasks.
• Top Critical Actions — the ten riskiest open tasks with their Risk Factors (Overdue by N days, High Priority, Due Soon) and actions: View opens the task; Done marks it done and +7 Days (overdue tasks) moves its due date to a week from today — both need Manage on Tasks. The report does not refresh by itself afterwards; press Refresh (or reopen it) to see the change.

Executive Project OverviewWatch this part · 2:44

(Its View menu has no effect on this report.) A portfolio health check across every project you can reach. Lifetime figures describe the whole project; "in range" figures follow the report's dates.

• Cards: Total Projects, Planned Hours (lifetime), Logged Hours (lifetime), Approved Income, Approved Expenses, Net Profit and Profit Margin (in range).
• Revenue vs Cost (income in range against lifetime cost, top projects), Income Mix (approved and pending contracts and sales, with the fixed/hourly split), Portfolio Summary, Portfolio Health (On Track / At Risk / Critical counts) and Portfolio Expenses (lifetime) with Utilization Intensity.
• Strategic Project Performance table: Project Analysis (with its PM), Primary Client, Health Status, Resource Utilization (lifetime hours logged / planned), Operational Budget (lifetime), Ancillary Costs (in range) and Income & Profit (in range). Group By Client, Member (project manager) or Status adds subtotal rows.

Budget

The project's contracts' total value; with no contracts, planned hours × the project's hourly rate.

Actual cost

Lifetime hours × the project's hourly rate, plus all its expenses (pending included).

Health

Starts at 100 and loses 10 points above 90% of planned hours and 20 more above 100%, 10 above 90% of budget and 30 more above 100%, and 20 for an Overdue status. 80+ is On Track, 50–79 At Risk, below 50 Critical.

Profit

Approved income (sales + contracts) minus approved expenses, in the date range — the same figure as the project Status tab.

Employee Performance Score

A 0–100 scorecard per person for the date range. The Team Performance Score card averages everyone; the other cards break it down:

Task Completion (35%)

On-Time Completion Rate: tasks marked done on or before their due date, out of all their assigned tasks.

Estimation Accuracy (25%)

How close the hours logged on their tasks came to the tasks' planned hours.

Attendance Score (20%)

With Attendance on, it comes from real clock-ins: points lost for late arrivals and early departures per day attended, and for absences per scheduled day already over. Without it, it loses points for days the tracker started after 9:30 AM or stopped before 5:00 PM, judged in the time zone of the computer you are viewing the report on.

Avg Working Hours (20%)

Consistency against a target of about 8 hours per working day.

The Detailed Employee Breakdown table — Rank, Employee, Avg Hours, On-Time %, Late %, Accuracy %, Final Score — sorts by any header; hover a header for its definition. Use Search employee... to find one person. Export is PDF only (Export as Excel is greyed out).

Worklog Snapshots

The screenshots taken by the Desktop App while a timer runs, with their memos, laid out by day. Group By Project, Submission, Task, Tag, Client, Member or Contract (several levels), and the view switches the date groups between Days, Weeks and Months. Click a thumbnail to open it full size and step through the others.

The workspace owner and members with Manage or Full Access on Dashboard see the team's screenshots; everyone else sees their own. Time Tracker at None shows an empty report.

Expenses & Sales reportsWatch this part · 3:14

All nine financial reports read the same records — expenses, sales and contracts — and share a toolbar: date range with ‹ ›, Filter by, Group By (Project, Status, Tag, Source or Month; on the Overview, Summary and Custom reports) and Export (PDF or CSV). Records are placed on their date; a contract on its start date (or due date, or creation date).

• Total Sales, Total Contracts, Total Income (Sales + Contracts, incl. pending) and Total Expenses (incl. pending) count everything.
• Net Profit (Approved Income − Approved Expenses) and Margin (on Approved Income) count approved money only — the same rule as the project Status tab.
• Approved and pending (not approved) boxes split each of Sales, Contracts and Expenses.