Project Management

Project Management provides a complete system for managing projects, tracking tasks, logging time, allocating resources, and generating project reports. This guide covers all features available from the admin/manager perspective.

Dashboard

Navigate to Project Management > PM Dashboard to access the project management dashboard.

The dashboard provides an at-a-glance overview of your projects:

• Key Statistics: Total projects, active projects, completed projects, overdue projects, completion rate, and total/active budget
• Status Distribution: A chart showing how many projects are in each status (Planning, In Progress, On Hold, Completed, Cancelled)
• Monthly Creation Trend: A chart showing how many projects were created each month over the past 12 months
• Completion Trend: A chart showing how many projects were completed each month over the past 12 months
• Recent Projects: A list of the most recently created projects with their status and dates
• Overdue Projects: Projects that have passed their end date but are not yet completed

All Projects

Navigate to Project Management > All Projects to view and manage all projects.

Viewing Projects

The project list displays:

• Project name and code
• Status (Planning, In Progress, On Hold, Completed, Cancelled)
• Priority (Low, Medium, High, Urgent)
• Project manager
• Start date and end date
• Budget
• Progress

Filtering and Search

• Status Filter: Filter by project status
• Type Filter: Filter by project type
• Priority Filter: Filter by priority level
• Project Manager Filter: Filter by assigned project manager
• Client Filter: Filter by client (when CRM module is enabled)
• Search: Search by project name or code

Creating a Project

1. Navigate to the projects page
2. Click Create or Add Project
3. Fill in the project details:

Field	Description
Name	Project name
Description	Detailed project description
Status	Planning, In Progress, On Hold, Completed, or Cancelled
Type	Project type (includes Client type for client-facing projects)
Priority	Low, Medium, High, or Urgent
Start Date	Project start date
End Date	Project end date
Budget	Total project budget
Color Code	Color for visual identification
Is Billable	Whether the project is billable to a client
Hourly Rate	Billing rate per hour (for billable projects)
Client	Associated client (requires CRM module)
Project Manager	The user responsible for managing the project

4. Submit the form

Auto-Generated Codes

If auto-generation is enabled in settings, project codes are created automatically based on the configured prefix and separator. You can also enter codes manually.

Managing Project Members

Each project can have team members with defined roles:

1. Open a project's detail page
2. Navigate to the members section
3. Click Add Member
4. Select a user and assign a role:

Role	Description
Member	Standard team member
Lead	Team lead
Coordinator	Project coordinator
Manager	Project manager

To remove a member, click the remove action next to their name in the members list.

Duplicating a Project

To create a copy of an existing project:

1. Open the project you want to duplicate
2. Click Duplicate from the actions menu
3. A new project is created with the same details, members, and settings
4. The duplicated project starts in Planning status with a new code

Archiving a Project

To archive a completed or cancelled project:

1. Open the project
2. Click Archive from the actions menu
3. Confirm the action

Archived projects are removed from the active project list but can still be accessed.

Editing and Deleting Projects

• Edit: Click Edit on any project to modify its details
• Delete: Click Delete to permanently remove a project

Deletion

Deleting a project also removes all associated timesheets, resource allocations, and tasks. This action cannot be undone.

Project Tasks

When the Task System module is enabled, each project supports full task management.

Viewing Tasks

Navigate to a project's detail page and open the tasks section. Tasks can be viewed in two layouts:

• List View: A tabular list of all tasks with sorting and filtering
• Board View: A Kanban-style board with tasks grouped by status, supporting drag-and-drop reordering

Creating Tasks

1. Open a project
2. Navigate to the tasks section
3. Click Add Task
4. Fill in the task details:

Field	Description
Title	Task title
Description	Detailed task description
Status	Task status
Priority	Task priority level
Assigned To	User responsible for the task
Due Date	Task deadline
Estimated Hours	Estimated hours to complete
Is Milestone	Whether this task represents a project milestone
Parent Task	Parent task for creating sub-tasks

5. Save the task

Task Actions

• Start: Begin working on a task (changes status to in progress)
• Stop: Pause work on a task
• Complete: Mark a task as completed
• Edit: Modify task details
• Delete: Remove a task

Timesheets

Navigate to Project Management > Timesheets to manage time tracking across projects.

Viewing Timesheets

The timesheet list displays:

• Employee name
• Project name
• Task (if linked)
• Date
• Hours logged
• Description
• Billable status
• Status (Draft, Submitted, Approved, Rejected)

Filtering

• Employee Filter: Filter by specific employee
• Project Filter: Filter by project
• Status Filter: Filter by Draft, Submitted, Approved, or Rejected
• Date Range: Filter by date range

Creating Timesheet Entries

1. Click Create or Add Timesheet
2. Fill in the details:

Field	Description
Employee	The user logging time
Project	The project being worked on
Task	Specific task (optional)
Date	Date of work
Hours	Hours worked (0.01 to 24)
Description	Description of work performed
Is Billable	Whether the time is billable
Billing Rate	Rate for billing (for billable entries)
Cost Rate	Internal cost rate

3. Save the entry

New entries are created in Draft status.

Timesheet Workflow

Timesheets follow an approval workflow:

1. Draft: Initial state. The entry can be edited freely.
2. Submitted: The employee submits the entry for review. Click Submit on a draft entry.
3. Approved: A manager approves the submitted entry. Click Approve on a submitted entry.
4. Rejected: A manager rejects the submitted entry. Click Reject and provide a reason.

Timesheet Statistics

The page displays summary statistics including total hours, billable hours, approved hours, pending hours, draft hours, and total billable amount.

Resources

Navigate to Project Management > Resources to manage resource allocations.

Resource Overview

The resources page shows allocation statistics:

• Total Resources: Number of users available for allocation
• Allocated Resources: Number of users currently assigned to projects
• Over-Allocated Resources: Users allocated beyond 100% capacity
• Available Resources: Users with remaining capacity

Viewing Allocations

The allocation list displays:

• Employee name
• Project name
• Start date and end date
• Allocation percentage
• Hours per day
• Allocation type
• Billable status
• Confirmed status

Filtering

• Employee Filter: Filter by specific employee
• Project Filter: Filter by project
• Status Filter: Filter by active, upcoming, or past allocations
• Date Range: Filter by date range

Creating Resource Allocations

1. Click Create or Add Allocation
2. Fill in the details:

Field	Description
Employee	The user being allocated
Project	The project to allocate to
Start Date	Allocation start date
End Date	Allocation end date
Allocation Percentage	Percentage of capacity (0–100%)
Hours Per Day	Hours allocated per day (0.5–24)
Allocation Type	Project, Task, or Phase
Is Billable	Whether the allocation is billable
Is Confirmed	Whether the allocation is confirmed

3. Save the allocation

Resource Schedule

View an individual resource's schedule by clicking on a resource entry. The schedule view shows a 3-month timeline of all allocations for that person, helping identify availability and conflicts.

Capacity Planning

Navigate to Project Management > Capacity Planning to view team capacity and utilization.

Capacity planning provides three views:

Utilization View

Shows each team member's utilization rate based on their current allocations. Helps identify who is over-allocated or under-utilized.

Forecast View

Projects future capacity based on existing allocations. Shows available capacity for upcoming periods, helping plan new project assignments.

Heatmap View

A visual heatmap showing resource allocation density across the team over time. Color intensity indicates allocation levels, making it easy to spot bottlenecks and availability gaps.

Reports

Navigate to Project Management > Reports to access project analytics.

Overview

Navigate to Reports > Overview.

A summary report showing overall project portfolio health with key metrics and trends.

Time Report

Navigate to Reports > Time Report.

Detailed time tracking analysis across projects:

• Total hours, billable hours, and non-billable hours
• Total cost and revenue
• Data grouped by project
• Filter by date range

Budget Report

Navigate to Reports > Budget Report.

Financial analysis of project budgets:

• Budget vs. actual cost and revenue per project
• Variance analysis (over/under budget)
• Profit margin calculation
• Over-budget project detection
• Filter by date range

Resource Report

Navigate to Reports > Resource Report.

Resource utilization analysis:

• Available hours, allocated hours, and actual hours per resource
• Utilization percentage
• Over-allocated and under-utilized resource detection
• Filter by date range

Settings

Navigate to Project Management > Settings to configure module settings.

Project Defaults

Setting	Description	Default
Default Project Status	The status assigned to newly created projects	Planning
Default Project Priority	The priority assigned to newly created projects	Medium
Default Is Billable	Whether new projects are billable by default	No

Project Code Generation

Setting	Description	Default
Auto Generate Codes	Automatically generate project codes	Yes
Code Prefix Length	Number of characters in the auto-generated prefix	3
Code Separator	Character separating the prefix from the number	- (hyphen)

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Next: Learn about Inventory Management to manage warehouses and stock, or continue to Payroll to process employee salaries.