After creating a new project, you will find all information about the project in the Details tab in the project.

There, you can edit most of the fields by simply clicking on them.

With the action button in the upper right corner, you perform further actions like deleting the project.

The name of your project should help you identify it, so choose a luscious, unique name. You can also easily edit the name inline if you want to change it.

Each project always has a current status. This is displayed in the overviews and plays an important role in awork. Often, only running projects are displayed in selection fields or overviews. You can also define the available statuses for your project in the project settings.

The project briefing is a description of the project for your project members. It is recommended to record everything important here and list relevant links and documents so that everyone has access to everything quickly.

In addition to inserting headings, lists, hyphens and attaching and linking images & files, the text editor toolbar allows you to change the text size, add additional styles such as bold, italics, strike-through, underline or code marking and enter links to the text.

A small image can be uploaded for each project so that it can be recognized more quickly. Just click on the round project image in the project details or upload an image via the edit window (Action button > Edit).

If a customer is assigned to the project which already has an image, this will also be displayed by default for the project.

If no image is selected, neither for the project nor for the client, the icon of the project type is displayed.

Tags are labels to categorize your projects or to tag them for filters. This way, you're able to easily search for them, filter them or recognize certain projects in the overviews faster.

The tag editing window shows all the tags that have already been used for existing projects in awork.

Learn more about tags in awork.

A project may or may not have a due date. However, a due date can be very helpful for the communication with the team and for the task planning in the timeline. This is because the due date is displayed there.

A project due date has no time in awork. Tasks have a time, but from our experience, this level of precision is not necessary for projects.

The project budget is a time budget that can be planned for the project. It often corresponds to the sold customer budget.

The fixed project budget is allocated once and can then be used to calculate the project budget. By clicking on the purple budget button, the project budget can be edited at any time by users with the necessary permissions.

With the retainer budget, you can set a recurring monthly budget for your projects. Simply click on the purple budget button and enter the data via the pop-up.

You can specify whether only the billable tracked times should be credited to the budget, or whether all tracked times should be credited.

By default, all projects that are already active in awork have the option “all times” selected. This can be edited.

A start and end date must always be specified for the retainer. This can be entered here in the form of a month.

You have the option of entering your own fixed date or adjusting the time period to the start and end date of the project.

If this option is set, the retainer synchronizes the start and end date of the project (month).

If no start and end date is set for the project despite this option being selected, an error message with a red background will appear, prompting you to set a date.

If the start and/or end date of the project is changed, the retainer is also synchronized.

If the start or end date is removed from the project, an error message will appear on the project home page asking you to correct the error.

If you click on the error message, the budget settings modal opens with an info box indicating which field needs to be edited.

In the Times tab, you will also see an info box at the top with the error message.

Here, you can set what should happen to your unused or pre-used hours in the next month.

You have the following options here:

Carry over unused hours to the next period

If you activate this option, the unused hours are simply carried over to the next month.

Example: Budget has 200h, month A: 180h used → month B: 220h available

Subtract overspent hours from the next period

If you activate this option, the hours used in advance will be deducted from the following month.

Example: Budget has 200h, month A: 220h used → month B: 180 hours available

You can select bpth or none of these options here.

If you select both options, the system will always calculate the hours precisely, taking into account the unused and pre-used hours.

If you select neither of these options, the monthly retainer remains static without taking unused and pre-used hours into account.

The planned effort is the sum of all planned efforts of the project tasks. It can't be processed for the project, but it is always the sum of the planned times of all tasks.

The progress is calculated via the recorded time and the budget. If no budget has been entered, it is calculated using the planned effort. If this is also not stored, the progress is calculated based on the completed vs. all tasks. By clicking on the progress value, you can switch between the three modes at any time.

☝️Hint: If an admin has deactivated time tracking for all users, the progress is only displayed here based on completed tasks.

☝️Hint: You can also view the progress of your project in the project overview. By hovering over the bar, you can see more details. Here you can also switch between the 3 modes by clicking on the bar.

If the planned effort of a project task is edited, the still open project budget appears in a small popup. It is composed of:

= budget - recorded time (only on project) - recorded time (on completed tasks) - planned time (still open tasks).

Tracked shows the tracked time vs. the planned effort, meaning the sum of the planned effort of all project tasks.

☝️Hint: If an admin has deactivated time tracking for all users, the tracked time (blue box) is not displayed and completely hidden.

Projects in awork can have clients, but they do not have to. Clients help to assign your projects more efficiently, categorize them within awork, and to evaluate or invoice times across projects.

When creating a new project, you will always be able to select an existing client or simply create a new one quickly.

☝️ Hint: If you maintain the client logos cleanly, then your projects with the clients automatically adopt the logo and your project overview looks super well maintained and clear.

Here's more about the clients in awork.

Adding members to your project has two functions:

A project of which you are a member of, is recognized as My Project. My user is shown (if running) e.g., on the dashboard or as a suggestion in the time tracking. This allows you to find it quickly because it is assigned to your user.

When assigning a user as a project member, you need to select a role that defines the user's rights on the project. This happens if they don't already have the rights to see and edit all projects anyway.

More about this can be found in the rights' management section.

Each project has exactly one responsible user. Select this user in the user selection window by using the checkbox between the username and the project role.

The project owner is shown in the project overview with his picture and can be used for the grouping of the projects as well as in the filters.

Another relevant role is played by the project manager when the autopilot is activated. In this case, this user receives separate mails intended for the management of the project.

The assignment has no further implications.

The activity log shows all important changes of the project in chronological order. This allows the activity to be tracked.

☝️Hint: Updates to the time tracking and tasks are seen only by the users who also have permission to view this project.

You'll be able to leave comments in the activity log and also upload files in the comments while tag/mentioning other users using @. The tagged users receive an explicit notification whether they receive the general notifications for the project or not. The only requirement here is that you have enabled the notification "Someone mentioned you in a comment." in your profile settings.

You can also tag/mention the users with @Workspace, @Project and @"Team".

@Workspace: Every user of the workspace will be notified.

@Project: Every user who is assigned to the project OR has activated the bell icon in the project will be notified.

@"Team" (e.g. @Marketing): Every team member will be notified.

Requirements for receiving these notifications:

In the Details tab of the project, you will find a bell icon in the upper right corner. If it's activated, it means that you will automatically receive notifications about updates on the project, e.g. when other users change the status or leave a comment.

For each user that is assigned to the project, these notifications are activated. If needed, these notifications can be turned off again.

In your profile settings, you are able to decide which notifications about projects you want to receive and on which channel (e.g. if also by email) you want to receive them.