Adding and assigning projects in Hubstaff

Projects are used to organize the work your team will track their time against. Under each project, to-dos or tasks are assigned to specific members. You can also link clients to projects so you can bill the time logged to a specific project for that client.

For example, your company might be tracking time for the marketing department. In this scenario, the project would be Marketing, and the To-dos associated could be Facebook ads, Scheduling Instagram posts, etc.

If you are a web-focused agency you may have several clients with website properties to track time for.  In this scenario, you could break down your projects like this. www.site1.com, www.site2.com, www.site3.com. The To-dos would then be more focused on completing specific tasks associated with that website, e.g. Redesign the front page, fix CSS in section A, etc.

Table of Contents

How to create a project

Step 1

Select Projects from the main navigation menu.

Step 2

Click on Add project.

 

Step 3

Next, choose a name for your project, specify if this project is billable on invoices, then add a client if needed (available on Premium and Enterprise plans)

You may hit the Save button now and configure the project budget, members, and teams at a later date or proceed to the next step.

 

Step 4

Select the Budget tab.

  1. Type – can be based on:
    1. Total cost
    2. Total hours
  2. Based on – where the budget is based on:
    1. Pay Rate – the rate you pay your team member/s.
    2. Bill Rate – the rate you bill for the time tracked by your team.
  3. Cost – can be in amounts or hours depending on the Type.
  4. Notify at – a specific percentage of the budget where you’ll be notified through email.
  5. Resets – can be set to Monthly, or Never.
  6. Include Non-Billable time – control whether the non-billable time is included on the budget.

 

Step 5

Select the Members tab.

Typically, team members are assigned as Users within a project. This will give them the ability to track time against the project. Managers will also be able to track time against the project, however, they will have access to view all of the data associated with that project. Please note Viewers will not be able to track any time against the project. If you wish to learn more about the different role types within Hubstaff, please see our guide here.

 

Step 6

Instead of adding individual members to a project, you may opt to add Teams. Click here to learn more about how to add Teams.

Adding clients and Teams are available on the Premium plan.

Once all fields are completed, click Save to finalize the project.

How to edit project memberships and roles from the Projects section

Step 1

Select Projects from the main navigation menu, then under the Members column next to the project name, click on the pencil icon to edit memberships.

Step 2

A dialogue will appear, allowing you to assign/re-assign members to the project and also change their roles.

Once the necessary edits are made, click Save to finalize the changes.

How to edit project memberships and roles from the Members section

Step 1

Select Members from the main navigation menu. Hover your cursor under the Projects column and click on the pencil icon that appears.

Step 2

A dialogue will appear, allowing you to make changes to the membership and roles for each project.

Once the necessary edits are made, click Save to finalize the changes.

Projects on the tracking client

Once your team members are assigned to projects, they will appear in their tracking clients. Projects will appear in the highlighted section of the desktop tracker as shown below. The user can simply click on the name of the project to select it, then press the Start button to begin tracking their time.

Please note team members must be assigned as either a User or Manager to be able to track time against projects.

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