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Project Settings

Overview​

Project settings allow you to configure how your project operates, including general information, budget tracking, team assignments, rates, and advanced features.

Access Required
  • Owner/Manager: Full edit access to all project settings
  • Member: View-only access (cannot edit)
  • Viewer: View-only access (cannot edit)

Accessing Project Settings​

  1. Navigate to Projects in the sidebar
  2. Find your project in the project list
  3. Click the ⚙️ Settings icon or project name
  4. Navigate to the Settings tab

General Settings​

Project Information​

Project Name

  • Edit: Click the pencil icon to rename
  • Restrictions: 3-100 characters
  • Impact: Updates throughout app (timer, reports, etc.)
  • History: Name changes logged in audit log (ENTERPRISE)

Description

  • Purpose: Detailed project explanation
  • Visibility: All workspace members can see
  • Character limit: 1000 characters
  • Formatting: Plain text (no markdown)

Client Name

  • Purpose: Organize projects by client
  • Client Reports: Filter reports by client (PRO+)
  • Optional: Can be left blank for internal projects

Project Color

  • Purpose: Visual identification in timer and reports
  • Color picker: 20 predefined colors + custom hex
  • Default: Assigned randomly at creation
  • Impact: Updates in real-time across all views

Project Status​

Active / Inactive

  • Active: Project appears in timer dropdown and reports
  • Inactive: Hidden from timer but accessible in project list
  • Use case: Temporarily pause project without archiving

Billable / Non-billable

  • Billable: Time entries count toward invoicing
  • Non-billable: Internal work, not invoiced
  • Default: Billable (enabled)
  • Change impact: Only affects future time entries
Changing Billable Status

Changing billable status does NOT retroactively change existing time entries. Use bulk edit (PRO+) to update historical entries.

Deadline & Timeline​

Project Deadline​

Set Deadline:

  • Date picker: Select target completion date
  • Timezone: Uses workspace timezone
  • Optional: Can be left blank

Deadline Alerts (PRO+):

  • Email alerts: 7 days before, 3 days before, on deadline day
  • In-app notifications: Real-time deadline reminders
  • Dashboard widget: Shows projects approaching deadline

Past Deadline:

  • Warning indicator: Red flag on overdue projects
  • Reports: Overdue projects report (PRO+)

Time Tracking​

Total Time Tracked:

  • Displays sum of all time entries for this project
  • Format: Hours and minutes (e.g., "47h 32m")
  • Real-time: Updates as team tracks time

Estimated Hours (PRO+):

  • Set expected project duration
  • Progress bar: Visual progress vs estimate
  • Alerts: Warning when 80%, 100% reached

Budget Management (PRO+)​

PRO+ Feature

Budget tracking is only available in PRO and ENTERPRISE tiers.

Budget Types​

Fixed Budget

  • Definition: Total project cost (e.g., €5,000)
  • Calculation: Sum of all billable time × rates
  • Alerts: Triggers at 80%, 90%, 100% spent

Hourly Budget

  • Definition: Maximum billable hours (e.g., 100 hours)
  • Calculation: Sum of all billable time entries
  • Alerts: Triggers at 80%, 90%, 100% hours used

No Budget

  • Default: No budget restrictions
  • Use case: Open-ended projects, retainers

Budget Configuration​

Set Budget:

  1. Navigate to Project Settings → Budget tab
  2. Select budget type (Fixed or Hourly)
  3. Enter amount/hours
  4. Enable budget alerts
  5. Save changes

Budget Alerts:

  • 80% threshold: Warning notification
  • 90% threshold: Critical warning
  • 🚨 100% threshold: Budget exceeded alert
  • Email notifications: Sent to project owner/manager

Budget Reporting:

  • Budget vs Actual: Real-time comparison
  • Burn rate: Average spending per day/week
  • Forecast: Projected completion based on current rate
  • Export: Budget report (PDF, Excel)

See Project Budgets for detailed budget management.

Team & Access Control​

Project Team Members (PRO+)​

Assign Members:

  1. Project Settings → Team tab
  2. Click "Add Member"
  3. Select workspace member
  4. Assign role (Owner, Manager, Member, Viewer)
  5. Save

Project Roles:

  • Project Owner: Full control (can delete project)
  • Project Manager: Can manage tasks, time entries
  • Project Member: Can track time, view tasks
  • Project Viewer: Read-only access
Workspace vs Project Roles

Project roles are separate from workspace roles. A workspace Member can be a Project Manager for specific projects.

Remove Member:

  1. Find member in Team tab
  2. Click "Remove" button
  3. Confirm removal
  4. Member loses project access (historical data preserved)

Time Entry Permissions​

Who can create time entries:

  • All project team members (Owner, Manager, Member roles)
  • Not Viewers (read-only)

Who can edit/delete time entries:

  • Own entries: Project Members (and above)
  • Any entries: Project Managers and Owners
  • Bulk edit: PRO+ tier required

Rate Configuration​

Project Rate​

Set Project-Specific Rate:

  1. Project Settings → Rates tab
  2. Enter hourly rate (e.g., €75/hour)
  3. Select currency (defaults to workspace currency)
  4. Save changes

Rate Hierarchy (highest to lowest priority):

  1. Task Rate ← Highest priority
  2. User-Project Rate ← Specific user on this project
  3. Project Rate ← This setting
  4. User Rate ← User's default rate
  5. Workspace Rate ← Lowest priority

Impact:

  • New time entries use the rate active at time of entry
  • Changing rate doesn't affect historical entries
  • Use bulk edit (PRO+) to update old entries

See Rate Management for complete rate hierarchy.

Time Entry Settings​

Task Requirements​

Require Task for Time Entry:

  • Enabled: Users must select a task when tracking time
  • Disabled: Task selection optional

Recommended for:

  • Detailed project tracking
  • Task-level billing
  • Granular reporting

Not recommended for:

  • Simple time tracking
  • Single-task projects

Time Rounding​

Project-Level Rounding:

  • Overrides workspace rounding settings
  • Options: None, 5 min, 10 min, 15 min, 30 min
  • Method: Mathematical, Always Up, Always Down

Example (15-min rounding, mathematical):

8 minutes → 15 minutes
22 minutes → 15 minutes
23 minutes → 30 minutes

Templates (ENTERPRISE)​

ENTERPRISE Feature

Project templates are only available in ENTERPRISE tier.

Save as Template​

Create Template:

  1. Project Settings → Advanced tab
  2. Click "Save as Template"
  3. Enter template name (e.g., "Website Redesign Template")
  4. Select what to include:
  • Project settings
  • Tasks
  • Rates
  • Team assignments
  1. Save template

Template Contents:

  • Project name (as prefix)
  • Description
  • Billable status
  • Budget type (amounts not copied)
  • All tasks (without time entries)
  • Rate configuration
  • Team structure

Use Template​

Create Project from Template:

  1. Projects → New Project
  2. Click "Use Template"
  3. Select template from list
  4. Customize name and settings
  5. Create project

Time Saved:

  • No manual task creation
  • Pre-configured rates
  • Team already assigned
  • Settings pre-filled

Archiving (ENTERPRISE)​

ENTERPRISE Feature

Project archiving is only available in ENTERPRISE tier.

Archive Project​

When to Archive:

  • Project completed
  • No longer actively worked on
  • Want to hide from active lists
  • Preserve data for reporting

Archive Process:

  1. Project Settings → Advanced tab
  2. Click "Archive Project"
  3. Confirmation dialog
  4. Enter project name to confirm
  5. Click "Archive"

What Happens:

  • Project hidden from timer dropdown
  • Project hidden from active project list
  • Historical data preserved
  • Accessible via "Archived Projects" view
  • Can be unarchived anytime
  • Still included in reports (if filter includes archived)

Unarchive Project:

  1. Navigate to Projects → Archived
  2. Find archived project
  3. Click "Unarchive"
  4. Project returns to active list
vs Deleting

Archiving preserves all data and can be reversed. Deleting is permanent and removes all time entries and tasks.

Custom Fields (ENTERPRISE)​

ENTERPRISE Feature

Custom fields are only available in ENTERPRISE tier.

Add Custom Fields:

  1. Project Settings → Custom Fields tab
  2. Click "Add Field"
  3. Configure field:
  • Field name: E.g., "Purchase Order Number"
  • Field type: Text, Number, Date, Dropdown, Checkbox
  • Required: Optional or mandatory
  1. Save field

Field Types:

  • Text: Free-form text (e.g., client reference)
  • Number: Numeric values (e.g., PO number)
  • Date: Date picker (e.g., contract start date)
  • Dropdown: Predefined options (e.g., department)
  • Checkbox: Yes/No (e.g., NDA required)

Use Cases:

  • Client reference numbers
  • Department codes
  • Cost centers
  • Compliance tracking
  • Custom categorization

Integrations (ENTERPRISE)​

Calendar Sync​

Sync Project to Calendar:

  • Exports deadline to Google Calendar / Outlook
  • Updates automatically
  • Includes project description

Webhooks​

Coming Soon — ENTERPRISE

Webhook support is planned for a future release. This section describes the planned functionality — see the Roadmap for the expected timeline.

Project Events:

  • project.created
  • project.updated
  • project.deleted
  • project.deadline.approaching
  • project.budget.threshold

Webhook URL: Enter in Project Settings → Integrations

Danger Zone​

Delete Project​

Permanent Action

Deleting a project is irreversible. All time entries, tasks, and settings will be permanently deleted.

Deletion Process:

  1. Scroll to bottom of Project Settings
  2. Click "Delete Project" button (red)
  3. Type project name to confirm
  4. Enter your password
  5. Click "Permanently Delete Project"

What Gets Deleted:

  • All time entries for this project
  • All tasks
  • All project settings
  • Budget history
  • Team assignments

What's Preserved:

  • Nothing (complete deletion)

Before Deletion:

  1. Export all data: Reports → Export → This Project
  2. Notify team: Warn members in advance
  3. Archive instead: Consider archiving (ENTERPRISE) for reversibility

Alternative: Archive (ENTERPRISE)

  • Preserves all data
  • Hides from active views
  • Can be unarchived
  • No data loss

Troubleshooting​

Cannot edit project settings​

Problem: Settings are read-only or grayed out.

Reasons:

  • You're a Viewer or Member (need Manager/Owner role)
  • Project is archived (ENTERPRISE)
  • Browser caching issue

Solutions:

  1. Check role in Project Settings → Team
  2. Ask project Owner to grant Manager role
  3. Unarchive project (if applicable)
  4. Refresh browser (F5)

Budget not saving​

Problem: Budget changes don't persist.

Reasons:

  • Not PRO or ENTERPRISE tier
  • Invalid budget amount (negative, zero)
  • Browser issue

Solutions:

  1. Check subscription tier
  2. Enter valid positive amount
  3. Clear browser cache
  4. Try different browser

Rate changes not reflecting​

Problem: New project rate not applied to time entries.

Reason: Rates are set at time of entry creation, not retroactively.

Solution: Use bulk edit (PRO+) to update existing time entry rates.

Next Steps​

Need Help?​