Projects & tasks

Where projects come from

• Convert to project on an accepted quotation — services, value and payment milestones are copied.
• Projects → New project — for work without a quotation.

Progress and status

On the project’s Overview, choose the status (Yet to start, In progress, Client review… Completed) and add a short note — it appears in the activity list.

Progress is calculated from completed tasks, or set it by hand (Edit → Progress: Manual).

Team

Team tab → add people with their role (Developer, Designer…) and the % of their time. They get a notification and can now see the project. An Employee only sees projects they’re on.

Payments

The Payments tab shows the schedule (e.g. 50% advance, 50% on delivery) — what’s paid and what’s due. Create invoices from here — see Accounts.

Resources and backups

Resources tab → Add resource — the Drive folder, GitHub repo, hosting panel, domain account, backup location.

• If it needs a login, put it in the Login fields — never inside the link (HashBook refuses that).
• Logins are stored encrypted.
• Choose who sees it: everyone on the project, only managers, or chosen people.
• Clicking Show login is recorded in the audit log, and the login hides again after a minute.

My tasks

My tasks (side menu → Work) shows what’s on your plate, grouped into Overdue, Due today and Coming up. Switch to the board icon for a Kanban view.

New task creates one for yourself — or, if you’re a manager, for someone in your team.

Project board

Open a project → Tasks. Drag a card between To do, In progress, Waiting for approval, On hold and Done. As tasks get done, the project’s progress bar moves by itself.

Move a finished task to Waiting for approval when the project manager should check it — they get a notification.

Inside a task

• Change status, person, priority or due date at the top.
• Tick off the checklist; add sub-tasks.
• Write comments — the people involved get a notification.
• Click Watch to follow a task you’re not doing yourself.

Timer and timesheets

• Click Start timer on a task. The timer shows at the top of every page; pause or stop it there. Stopping saves the time to your timesheet (less than a minute isn’t saved).
• Time comes only from the timer. You can’t type in or change times; you can reword the note on an entry that isn’t submitted yet.
• Forgot the timer? My timesheet → Request missed time (or Missed time? on that day). Pick the time and task and say what you worked on. Your manager approves it under Timesheet approvals. Requests can go back up to 45 days.
• A timer left running stops itself after 10 hours; the entry is marked Stopped automatically so your manager can check it.
• End of the week: My timesheet → Submit week. Your manager approves it or sends it back with a note. Approved time is locked.

Fixing someone’s time

Only the Super Admin, or roles given Work time — add or fix anyone’s time, can add, fix or delete entries. Every change is kept in the audit log with the old and new times.