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Standard Project Tasks

Creating and editing standard project tasks

Updated this week

Edition: Professional, Business, Enterprise

User-level: Director, Assistant Administrator, System Administrator


Standard project tasks are used to add timesheet entries when a stage has no tasks attached to it, or if there are no tasks matching the purpose of the timesheet entry.


Create a timesheet task

  1. From Side Navigation, click your organisation > Organisation Settings > Projects > Standard Project Tasks

  2. Click the 'Add' button in the top right corner.

  3. Type a 'name' for the task. e.g. design, meetings, QA, inspections.

  4. Check the utilized box if the task is for billable project work, and should counts towards the staff members productivity calculation. For non-billable tasks leave this box unchecked.

  5. Save and close.


Delete a timesheet task

Delete a timesheet task if it has not been used on any project stages, project budgets, or staff timesheets. Delete a timesheet task by:

  1. From Side Navigation, click your organisation > Organisation Settings > Projects > Standard Project Tasks

  2. Click the ellipses to the right of the task you want to delete

  3. Select delete from the dropdown

Tip: Unable to delete a timesheet task? Mark the item as inactive to remove it from drop down lists.


Mark a timesheet task as inactive

Make a timesheet task inactive to stop the item from being added to future created project stages, and also remove from drop down lists. Change a timesheet task to inactive by:

  1. From Side Navigation, click your organisation > Organisation Settings > Projects > Standard Project Tasks

  2. Select the edit pencil to the right of the task you want to set inactive

  3. Uncheck the active checkbox

Tips:

  • Use the list filter 'all' to find both active and inactive timesheet tasks.

  • A strike-out style is applied to rows that are inactive.


Search and filter the standard project tasks list

Search

When a large number of items exist use the search or filter options to limit the number of rows shown in the list.

  1. Search by clicking in the search bar and hitting enter

Filter

  1. Select the filter icon in the top left hand corner

  2. Expand the 'Active filter and select the filters you want to apply

  3. Select Apply filter

  • Active - the default list filter that shows the items that can be used (seen in drop down lists).

  • Inactive - see the items that can no longer be used, and are only shown when still linked to existing records.

  • All - see both active and inactive items in the list.

Tip: Return to the default view by choosing the clear all button


Sample timesheet tasks

Sample timesheet tasks are created for each new organisation. Use these as a guide to set up the default billable tasks your staff need. Remove or deactivate any tasks that aren’t relevant.

Name

Utilised

CAD / plan preparation

Y

Calculations

Y

Client liaison

Y

Design

Y

Drafting

Y

Inspection

Y

Meeting

Y

Phone call

Y

Project management

Y

QA

Y

Redesign

Y

Report

Y

Research

Y

Review / checking

Y

Site visit

Y

Specifications

Y

Submissions

Y

Travel

Y


Columns available

Name: Enter a unique task name for the project task list. The same name may also exist in the internal timesheet task list (e.g. "Client Liaison").

Utilised: Tick to include the task in utilisation reporting. Billable tasks should be marked as utilised, while non-billable tasks (e.g. proposals) should not.

Active: Tick to make the task available in default lists and dropdowns. Unticked tasks become inactive and cannot be used in timesheets.


How to use standard project tasks

Standard project tasks appear in the Timesheets page for all stages and have their own category.

Simply select a standard task from the list to use it.

If the selected stage has tasks attached to it, those tasks will show at the top of the task list under the Stage Tasks heading, and will be in bold.


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