Projects Overview


This video is divided into chapters, to skip directly to the projects section, please click here

Projects are a great way to organize tasks. Creating projects lets you monitor how much time was spent by your team on a specific project so you can easily generate reports against them so you can stay on top of project budgets.

After creating an organization, the first thing you will need to do is create projects and assign them to your team members, or yourself. Your team won’t be able to track any time unless they are assigned to a project, so this step is important. You can also assign a specific budget to a project.

Don’t worry, creating projects within Hubstaff is simple. Click on a section below to learn more about what projects can do for you:


Table of Contents


Creating Projects

Step 1

Select Project management > Projects from the main navigation menu.

menu project management projects

Step 2

Click Add project.

projects add project

Step 3

The New project dialog will appear and you will see the General tab. Fill in the following details:

  1. Project Name
  2. Billable – toggle this setting on/off to include time tracked to this project in client invoices.
  3. Record activity – toggle this setting on/off to enable or disable activity recording when a user tracks time to this project.
  4. Client Name (optional) – choose the client you wish to bill for time tracked to this project.
  5. Link to Hubstaff Tasks organization – place a checkmark on this setting to automatically create a linked project in the Hubstaff Tasks project management platform.

add project general tab

Step 4

Next, click the Budgets tab. Fill in the following details, or skip this step to add members.

new project budget

  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

Navigate to the Members tab. Typically, team members are assigned as Users (2) within a project. This will give them the ability to track time against the project. Managers (1) will also be able to track time against the project, in addition, they will have access to view all of the data associated with that project. Please note Viewers (3) 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.

new project members

Alternatively, you can add members via the team option by clicking on the Teams tab. You can then assign various members to a project at once. To learn more about teams within Hubstaff, please read the Teams Overview guide here.
Adding clients and Teams are available on the Premium plan.

add member via team

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


Importing Projects

Now you can import your projects to Hubstaff via CSV making it easier to bulk upload your project list into your Hubstaff organization. To do this, follow these steps:

Step 1

Firstly, navigate to Project management > Projects.

sidebar menu project management projects item

Step 2

On the projects page, click on the Import projects button.

Import projects button

Step 3

On the dialog box, click on Download the template here to see the specific format prior to uploading your CSV file.
import projects download template

Step 4

Open the CSV file. The file will include these rows and columns:

  1. Project name
  2. Billable – Yes or No
  3. Record activity? – Yes or No
Name Billable? (Yes/No) Record activity? (Yes/No)
EXAMPLE NAME 1 – REMOVE OR CHANGE Yes Yes
EXAMPLE NAME 2 – REMOVE OR CHANGE Yes No
EXAMPLE NAME 3 – REMOVE OR CHANGE No No

Replace the data with your projects and settings then save the CSV file.

Step 5

Go back to the Import projects dialog, then click on Browse files, or drag the CSV you just saved to the dialog box.
browse files

Step 6

After successfully uploading the CSV file, click Import.

 import button

Step 7

Finally, you’ll receive a notification that the file is being processed and you will get an email when ready.

import project notice

This process usually takes a minute, but may increase depending on the number of projects you’re attempting to import. Below is a sample email upon completion of the import.

 

email notification


Edit project memberships and roles from the Projects section

Step 1

Select Project management > Projects from the main navigation menu, then click on the project you wish to edit.

menu project management projects

Step 2

Next, click on the Edit members button.

Step 3

A dialogue will appear under the MEMBERS tab 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.


Edit project memberships and roles from the Members section

Step 1

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

members area

proj1

 

Step 2

This will open a project and roles page, allowing you to make changes to the membership and roles for each project.

Project_role page

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


Edit project memberships and roles from the Invite section

Members of your organization will need to be assigned to at least one project when they are invited to the organization, if they have the role of a “User”. Additionally, after the invite is sent, it’s possible for more projects to be assigned to them prior to them accepting the invite, in order to make the onboarding process more seamless. To do this:

Step 1

Select People > Members from the main navigation menu. Once on there, click on the Invites tab.

members area

Step 2

Click on the Invites tab and then hover over either the role or projects column and click on the desired option.

Hovering on options

Step 3

The resulting pop-up allows for the amendment of both the member role within the organization, as well as their project memberships, prior to them accepting the invite itself. As soon as the invite is accepted from their end, they will be able to see all of the assigned projects, in addition to being able to carry out actions on the organization, as per their role.

invites project membership

 


How projects appear 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.


Change the Project Name

Step 1

Select Project management > Projects from the main navigation menu.

menu project management projects

Step 2

To change the name of a project, click on Actions beside the relevant project name, and select Edit project from the drop-down menu.

edit project 1

 

Step 3

A pop-up dialogue will appear under the GENERAL tab. Enter the new name of the project in the Name field. Click Save to confirm the changes.

 

edit project name

 


Archiving projects

Archiving a project prevents users from tracking more time to a project and “hides” the data but keeps it stored until you restore the project.

Step 1

Select Project management > Projects from the main navigation menu.

menu project management projects

Step 2

Click on the Actions beside the project you wish to archive, then click Archive project.

archiving projects

Step 3

A pop-up notification will appear. Select Archive to confirm you wish to archive the project.


Deleting projects

Step 1

Select Project management > Projects from the main navigation menu.

menu project management projects

Step 2

Next to the name of the project you wish to delete, click on Actions > Delete project.

actions delete project

Step 3

Place a checkmark on the “I understand and wish to delete this project” box, then click Delete.

delete project dialog

Step 4

A popup message will appear confirming the deletion of the project.

deleted project message


Restoring archived projects

Step 1

Select Project management > Projects from the main navigation menu.

menu project management projects

Step 2

Click on the Archived tab, then next to the project name, click on Actions > Restore project.

restore project


Set Project Budgets

Step 1

Select Project management > Projects from the main navigation menu.

menu project management projects

 

Step 2

Under the Budgets column, next to the relevant project name, click the pencil icon to add/edit the project budget.

 

Step 3

The Edit project budget dialog will appear where you can edit the following details:

  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.

new project budget

Hit Save to add the budget.


Transfer a Project to another Organization

Projects can only be transferred when both the source and destination organizations have a paid subscription.

Step 1

Select Project management > Projects from the main navigation menu. Click on the Actions beside the project you wish to transfer, then click Transfer.

Step 2

A pop-up dialogue will appear. Select the organization you wish to transfer the project to from the drop-down menu under the Destination Organization section. Click Save to confirm you wish to process the transfer.

transfer-tr

After clicking Save, you’ll receive a notification that the project has been transferred.

Step 3

Under your Project management > Projects section, you can confirm the project has been transferred to the new organization.

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