Updating basic Summary settings for a project

Once you’ve added a new project, you’ll likely want to update its settings, including ones located on the Summary tab:

To edit project settings, you’ll need to first click the Edit button located at the top, right-hand corner of the page.

Then, you’ll need to click the icon to edit fields in a section.

Enabling these fields helps ensure changes aren’t accidentally made to critical project details.

Basic Info

Click Edit, then to update the basic information about the project included in the fields described below. Some of these fields are only available when you click .

Field name

Example

Name

The project’s name

Code

An alternate way of identifying the project, in addition to its name

Dates
Start Date, End Date

The date range for the project

These dates do not limit time entry – resources can enter time against the project on dates that fall outside this range

Project Manager

The name of the project manager assigned to the project. They must be assigned Project Management permissions.

Project Manager Approval Required

If this option is enabled, time and expenses entered for this project will be sent to the project manager for approval

Co-Manager(s)

Another user with project management permissions who can access the project’s data, assigned to manage the project when you’re unavailable

Program

The name of the program the project is associated with, if applicable. A program is a group of projects, budgeted or managed as a unit.

Slack Channel

URL of the designated Slack channel, to be used for communication related to this project, if applicable.

Project Type

Whether the project is managed or unmanaged.

  • Managed projects are ones you need to actively manage on a regular basis. SmartBeats only work with managed projects.
  • Unmanaged projects are ones you don’t need to look at regularly – for example, projects that involve routine or ongoing customer service tasks. Unmanaged projects are often open-ended, with no start or end dates.

There is a separate lists for each type, so you can more easily focus on managed projects. Click the Managed/Unmanaged toggle located in the top, right-hand corner of the Projects page to move between views.

Description

An optional description of the project

Client

The client that any billable hours and expenses for the project will be billed to.

Client Representative

Assigns a representative of the client to the project, who can approve time and expenses submitted against the project. The client representative is typically an employee of the client’s organization.

Groups

Groups (e.g. locations and cost centers) assigned to the project.

You can use groups to limit which project managers can view the project; only project managers with access to the group or groups assigned will be able to view and manage the project.

Additional Information

Project custom fields you have set up in your system

Financials

Click Edit, then to update the project financial information in the fields described below.

Field name

Example

Budget Hours

The total number of hours the project is budgeted to take

Budget Cost

The total amount the project is budgeted to cost

Total Contract Value

The amount the client has agreed to pay for the project. Select the appropriate currency.

Estimated Hours

The total number of hours you expect the entire project to take

Estimated Cost

The total amount you expect the project to cost, based on your hours estimate

Time & Expenses

Click Edit, then to update basic time and expenses information in the fields described below.

Field name

Example

Allow time entry against project

Enable this option to allow resources to record time against the top-level ‘project’ task

Expense Codes

Determines the types of expenses resources can submit for this project. Choose from the codes defined at the system level.

Documents

Click Edit, then click File/Web Address to upload a file to associate with the project. For example, you could attach a project plan, or a statement of work for the project.

You can either upload a file, or enter a document URL.

Rate Card

Click Edit, then to update the billing rates that can be used in this project. These rates will be used to calculate billing amounts if the project uses a Time Billing plan.; you don’t need to assign rates if the project’s bill plan isn’t Time-based.

There are three types of rates:

  • Project rate - default rate, used if no other rates are assigned to a resource
  • Role rate - associated with roles that resources can be assigned
  • Resource rate - a rate associated with a specific resource

Each resource will be billed using the most specific rate available to them. That is:

  1. If a user rate is assigned to a resource, they’ll be billed at that rate.
  2. If no user rate is assigned, and their assigned role is enabled for the project, they’ll be billed at their role rate.
  3. If neither a user rate nor their role rate is available, they’ll be billed at the project rate.

Why can’t I click Save in the Rate Card?

Check that no empty rows display for rates – empty rows prevent you from saving changes.

Bill Plan

Click Edit, then to update the billing plan or plans associated with the project. Billing plans determine what will be billed for the project, and when billable amounts become available.

You can add as many plans as you need, including more than one of the same type.

Refer to Adding a bill plan to a project for more information.