Project and Time Management FAQ

Workup supports three types of project: Customer, Internal and Management. The functionality varies slightly between these project types. Customer is for customer facing project types and supports billing. Internal are for internal business projects and can also manage billing for internal charging. Management is really for various types of non project task such as HR and Finance and allows time to be scheduled and recorded against these type of activities.

Yes, you should. Workup allows you to capture and analyse time for all activities within your company including activities such as HR, Finance, Sales and Marketing. We recommend creating a set of Projects and Activities that cover all the activities you want to track.

For initiatives or other internal projects you should create Projects of type Internal. For ongoing activities such as HR and Finance you should create projects of type Management.

Activities are the main types of work that are undertaken on a project against which you can schedule and record time. For example, a software project may have activities such as Design, Development and Testing. Activities are not the lower level tasks to complete on a project.

For each activity, you can set estimates and assign a role indicating the skills required to work on that activity.

We would recommend creating no more than 12 or 15 activities on a project.

By default, rates are set at the organisation level to calculate costs and revenue of projects. Default internal and external day rates are set for the organisation on the Admin-Org Settings page on the Scheduler tab.

Rates can also be set at the Resource level on the Projects-Resources page. On each Resource you can set an internal and external day rate. This will be used for project activities that the resource is assigned to.

Sometimes, Resources may have different rates dependent on the type of activity they are performing. In these cases you can add business role specific rates to a Resource. These can also be set on the Resource page and are used on activities that are assigned a business role and rate type is set to use role rates.

Project tasks are the individual tasks required to complete a project. They are normally relatively short, e.g. no more than 1 or 2 days and can be assigned to a single person to complete. Sometimes a task can be broken down to a set of sub tasks and these can be added to the Subtasks tab when editing a project task. The individual Subtasks can be marked as complete individually.

All project tasks need to be assigned to a Project and optionally an Activity. This allows Workup to track and capture time and work completed against each Project. We recommend creating internal Projects for all types of work within your business so you can use Workup as a single work management and time tracking tool.

The primary way for you to record actual time against a project is through completing a Timesheet. Timesheets record all actual time for a resource for a particular week; you record time in hours against one or more project activities for each week. You can access timesheets from your My Status page, the Team Status page, the Projects-Timesheets page and the Resource page.

It is also possible to add time directly to a Project on the Time tab. All the actual time recorded on the project can be listed and edited here. It is also possible to add new project time to a project for a specific Resource, Activity and Week.

A key feature of Workup is that you can schedule resources in advance against project activities to allow you to manage workload of your team. When creating a schedule record you can set it to be for a single day, week or for a longer date range. You can set the days and the hours per day to schedule. Currently, you can't schedule specific times of the day on a schedule.

There are multiple places that schedules can be viewed and updated:

The easiest way to see tasks assigned to you is on Your My Status page. The Tasks tab will just list tasks assigned to you for any project in one place. You can group tasks by priority, due date and project. You can also see your assigned tasks on the home page and on your Resource page.

You can see all tasks assigned to your team on the Team Status page on the Tasks tab. You can filter tasks by due date and priority and also group them by Due Date, Project and Resource..

Completed tasks are only available on the Project page. There is a Completed tab on the Tasks tab that shows all Completed tasks for a project.

Workup maintains these values in real-time for each project with billing enabled. Costs, revenues, margin and profit are calculated at the Activity and Project level. The calculations are based on resource rates and actual time recorded on the project. Outturn revenues, costs and profits are calculated for the whole project based on actuals to date and future scheduled time.

Currently, this isn't possible unless creating a brand new project.

Workflow tasks are tasks that are linked directly to a pre-defined business process or workflow. Project tasks are individual tasks linked to a project. They are similar and can be assigned and tracked but are treated differently within Workup. In the future we will be merging project tasks and workflow tasks so they can be managed in one place.

Yes you can. You can copy activities, resources and tasks from another project when creating a new project. You can do this by either starting the New Project Wizard or by pressing the Copy Project button when viewing a project.

You can't currently create a project template but you can use an existing project as a template when creating a new project.

This depends on an individual's roles and permissions. Generally, any resource assigned to the project can update the project schedule, tasks and time. Associate user's can only see projects to which they are assigned and can only maintain their own data.

Costs are based on actual time recorded on a project and the internal day rate of the associated resource. Internal rates for a resource can be set on the Resource page and defaults for the organisation can be set

Currently we do not directly integrate with a CRM, you can provide external links on a Project or Company that links to external systems such as CRMs. These are know as entity links. The list of available link types can be defined on the Admin-Lists page using the Company Links and the Project Links lists. A basic set of link types is defined when you signup.

On the individual Project or Company page you can edit the links and assign a URL to each link which will allow you to click and open the associated CRM page for the project or company.

Workup is designed to be simple to setup and use and currently we do not enable dependencies between tasks or activities. However, it is possible to order activities and tasks and set due dates and priorities.