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Home > Customer Support > Projects Help

Quick Start Guide: Adding a Project

This guide provides an overview of how to set up a project in Web TimeSheet. It includes step-by-step instructions on adding the project team, setting up billing rates, adding tasks to projects, and assigning tasks to team members. You can use the Word version to customize this guide for your organization.

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How do I bill multiple clients for a single project?

There are two ways of billing multiple clients for a single project:

1. Cost allocation - costs are divided among clients, based on the percentage you allocate to each
2. Bucket method - costs are not divided among clients; users select which client should be billed from within their timesheet
   

   The bucket method allows you to create a single project for similar work performed for multiple clients. For example, if you perform design functions for several clients, you can create a project named Design with the bucket method option enabled that you can use with multiple clients.

You typically assign clients for billing when you create a project. However, you can change a project's client billing method at any time, provided no billable hours have been entered against it.

Changing Project Billing Settings

To change client billing settings:

1. Select Administration from the top menu, and then select System > System Preferences from the side menu.
2. Enable the appropriate billing option(s):
   • Allow projects with multiple clients - Cost Allocation
   • Allow projects with multiple clients - Bucket
3. Click Save.
4. Select Projects from the top menu.
5. Click the icon for the project whose client billing you want to change.
6. In the Clients section, select the new billing option.
7. Add clients and, if applicable, their cost allocation percentages, in the fields that display.
8. Click Save.

For more information, refer to Setting Up a Project in Web TimeSheet's online help.

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How do I close a project in Web TimeSheet?

You cannot delete a project that has time entered against it. You can, however, close such projects.

When a project is closed, users cannot enter time and expenses against the project and its tasks. You can re-open closed projects at any time; re-opening a project re-opens all of its tasks.

To close a project:

1. Select Projects from the top menu.
2. Select the icon next to the project you would like to edit.
3. In the Project Structure section of the page, click the link that corresponds to the project you wish to close.
4. In the Project Status field, select the Close option.
5. Click Save.

For more information on working with projects, refer to Projects Overview in Web TimeSheet's online help.

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Can I use Web TimeSheet for Project Costing?

Yes. You can track actual and estimated labor and non-labor (expense) costs for projects using the following Web TimeSheet reports:

• Project and Task Status Summary graphic reports
• Project / Task Progress report
• Detailed (Expense and Expense-User) reports

Plus, you can compare project costs to revenue using the Project Status report.

For more information, refer to Tracking Project Costs in Web TimeSheet's online help.

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What do the progress bars in my timesheet tell me?

Progress bar graphs may display to the right of your timesheet. These graphs show the current completion status of each task, based on hours worked as a percentage of the task's total estimated hours.

• Hours worked is the sum of all hours that project team members have saved in their timesheet for that task, as of the last save
• Estimated hours is defined by the project leader when setting up the project

You can use these graphs to quickly gauge whether your team is on track to complete projects on time, and can help you better understand where energy and resources need to be directed.

If you are a project leader and need information on how to set up employees with progress bar graphs, refer to Monitoring Project Progress in Web TimeSheet's online help.

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Why is the <All> option missing from the task selector in timesheets?

The task selector (a.k.a. the Add/Remove Projects/Tasks window) is used to add or remove projects or tasks to your timesheet. Its Project filter typically includes an <All> option, which allows you to display all projects when selecting tasks. However, if you are assigned over 100 open projects, the <All> option will not be available since displaying that many projects and tasks may inhibit Web TimeSheet performance.

For information on using the task selector, refer to Using a Standard Timesheet in Web TimeSheet's online help.

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I've just upgraded from a 7.x version. What happened to the ProMax features?

Prior to version 8.2, Web TimeSheet's productivity tracking features could be accessed by clicking the ProMax icon in the top menu. In version 8.2 and higher, while the ProMax icon no longer displays, productivity features are still available. These features can be found:

• In the Productivity section

  To access this section, click Projects in the top menu. Productivity options display in the Productivity side menu.

  

• In the Reports section

  The following reports include productivity data:

  • Project Summary
  • Billing Summary
  • Timesheet Status Summary
  • (Time) Status
  • Repeat Offenders

For more information about using the productivity features, refer to Productivity Overview in Web TimeSheet's online help.

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