Set up projects

Projects stays switched off until a manager turns it on. The settings also hold the defaults every new project starts with and the hourly cost used for people's time.

Before you start

• Projects must be part of your plan. See Pick your apps.
• Your customer list must be switched on first. Projects refuses to switch on without it.
• You need to be a manager or the owner.

Steps

1. Open Settings → Projects settings.
2. Under Switch, tick Use projects. This switches Projects on for every branch you can see.
3. Under Defaults, type the Retention % held on each invoice of a new project (up to 50%).
4. Type the Markup on costs % added when you bill costs on time-and-materials invoices.
5. Type the Billing rate per hour for a new project's billable time.
6. Set Alert when approved time is not invoiced after (days). The default is 30.
7. Set Retention falls due after the project is done (days).
8. Choose the day in The timesheet's week starts on.
9. Under Hourly cost per person, type a cost for each person who has no pay in HR and no salary on their staff record.
10. Select Save.

Good to know

• The defaults only fill in a new project. You can change retention, markup and billing rate on each project.
• The cost of an hour is worked out when the time is recorded and kept on that entry, so a later pay rise does not change past costs. Kluvan uses, in order: the person's pay in HR (when HR is switched on), the salary on their staff record, the rate you typed here, otherwise zero. The HR pay route is less tested than the others, so check a few entries after you start.
• Switching Projects off hides its pages and menus. Nothing is deleted.
• Three rights control what people see, under roles and rights: See projects and their figures, Create and change projects, costs and invoices and Approve the team's time. Managers and the owner have all three. Without the first, a person sees only the projects and tasks they work on, never the money.
• Next: create a project.