Creating Your First Project
Before you can start tracking your time you need to create your first project. Projects are the home of your every day work tasks and it’s against these tasks you will track your time in your timesheet.
Navigate to the create new project screen, select Projects on the top menu bar and click the Create Project button.
Projects are split into 5 sections:
- Project Details
- Project Budget
- Team Members
When creating your first project you will also need to create your first client. All projects belong to a client. Fill in your client information who this project belongs to. If you have already created a client you can simply select the client from the client dropdown.
In the Project Details section you can enter the relevant information about your new project. Enter your project a name, project code, start and end dates and a short description. The project code, start and end dates and description are all optional fields, if you don’t need them you can leave them blank.
- Project Code – you can use this to help identify your projects.
- Project Dates – this can be used to highlight when a project was started and when the expected end date it. It can be used to make sure you’re still on target to complete your projects in time and to inform your team of any deadlines. If you want you can add only a end date to your project and leave the start date blank.
- Description – describe the project for your team.
The final part of the project details is to define if your project is billable and if so how your project will be billed. Your project can be billed by several methods:
- a fixed fee – your project is billed at a fix fee no matter how many hours your track against it.
- per task per hour – your project is billed depending on how many hours are spent on a given task. Each task can be charged at a different rate.
- per user per hour – your project is billed depending on how many hours are spend by individual users on the project. Each user can be charged at a different rate.
- per hour – your project is charged at a fixed hourly rate no mater what task is worked on or by whom.
Project budgets allow you to monitor exactly how much time or money are spending on a project compared to how much time or money you want to be spending on a project. To set a budget on your project turn on the Budget from the Project Budget selection.
Once a Budget has been enabled on your project you can now choose what you want to budget your project on. You can set a budget by total hours spent on the project or by the total monetary amount spent on the project (this will also include the value of any expenses recorded against the project). Select how you want to budget your project from the Project Budget drop down and enter the budget amount into the text box.
At the core of every project is its tasks. You can add as many tasks as you want to you project, you can even set tasks to be added automatically to every new project you create.
To add a new task to your project click the Add Task button, this will show a new task row. You can select an existing task from the drop down of tasks shown or if you want to add a new task you can select — create new task — from the list and you will be presented with a text box where you can enter your new task name and set if this task is billable. Any hours tracked against a task marked as billable will count towards the total project cost. To add multiple tasks to your project simply click the Add Task button again to add another new task row. To remove a task from your project check the Archive box next to the task you want to remove. The task will still remain in the Manage Project screen however team members can no longer track time against it.
If your billing your project on a per task per hours basis you will see the rate input field where you can enter the per hour rate for your task. Its important to note that the same task can be added to multiple projects but the individual task settings such as rate and if its billable can be set independently.
The Team Members section allows you to define the team who will be working on your project. By default the project creator (you) is automatically added to a new project. You can also specify if the team member is a Project Manager.
To add a new team member click the Add User button to show a new user row. You will be presented with a drop down list showing all available users in your account that can be added to the project, select the user you want to add and check the box if this user will be a Project Manager. To add multiple users to your project simply click the Add User button again to add another new user row. To remove a user from your project check the Archive box next to the user you want to remove. The user will still remain in the Manage Project screen however they can no longer access or track time against the project.
If your billing your project on a per user per hours basis you will see the rate input field where you can enter the per hour rate for the user. Its important to note that the same user can be added to multiple projects but the rate you are charging for the same user on different projects can be set independently.
Congratulations you have just created your first Bluesky project and you are now on your way to a better time tracking and invoicing experience!
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