Setting up a project

When adding a new project, you can either create one from scratch, or you can copy an existing project.

Adding a new project from scratch

To add a new project:

1. Go to Projects > Projects.
2. Click Add New Project.
3. Give the new project a name, and complete the other fields.
4. Click Add Project.

The project is now available for further editing.

Key new project fields

Completing project setup

Depending on how you plan to use the project, you may need to do all or some of the following:

• Update project information, including adding limits on who can access or be assigned to the project
• Add a project team
• Add tasks
• Assign tasks to team members
• Customize billing rates for the project
• Assign billing rates to team members
• Update what expense codes can be used for the project’s expenses
• Allocate resources (Replicon PPM or PSM only)
• Assign co-managers
• Set up estimates and cost types

If you’re setting up a project that will be used for expense entry, billing, or costing, refer to the following topics for additional setup information:

• Setting up your project for expense entry
• Setting up your project for billing
• Setting up a project for costing

FAQs

How can we prevent users from entering time beyond the start and end dates of a project?

A project’s start and end dates do not affect team members’ ability to enter time against that project. Instead, the Allow time entry beyond start and end date of project option available in timesheet templates can be used to block time entry. To prevent a user from entering time outside of a project’s dates, ask your administrator if they can clear this option in the user's assigned template.

Does the order of setup matter?

For most settings, the order of setup doesn’t matter. However, if most team members will be assigned most tasks, we typically recommend assigning your team before adding tasks, since all existing team members will be automatically assigned to any tasks you add.

Obviously, you must customize rates and add a team before you can assign rates to team members, and you must add team members before you can allocate them.

What is the maximum number of characters supported for project fields?

Refer to the table below for the number of characters supported for key fields.

If the Time & Expense Entry field applies only to time entered, how do we specify the billable status of projects and tasks used for expense billing?

Whether an expense is billable or non-billable is determined solely by the status of the Bill Client field in expense sheets. Ensure your team members know which expenses should be marked as billable in their expense sheets.

Is there a way to audit who created or modified a project?

No, we don't have audit capabilities for projects, only for user profiles and timesheets.

Why can’t I set up a new project?

Some project managers don't have permission to set up new projects or edit basic project information.