A Project and Its Detail Page

Details Within a Project

Once you've created a new project, you'll find all information about the project under the Home tab within the project. Here you can edit most fields simply by clicking on them.

Using the action button at the top right, you can access additional actions, such as deleting the project.

Project Name

Your project name should help you identify it. So choose a catchy, unique name. You can edit the name directly inline whenever you want to change it.

Status

Every project always has a current status. This is displayed in overviews and plays an important role in awork. Often, only active projects are shown in selection fields or overviews. You can set the available statuses for your project in the Project Settings.

Description/Briefing

The project briefing is a description of the project for your project team members. It's a good idea to note down everything important here and also include relevant links and documents so that everyone has everything they need at their fingertips.

In addition to inserting headings, lists, dividers, and attaching and linking images and files, the toolbar of the Text Editor allows you to change text size, add additional styles like bold, italic, strikethrough, underline or code highlighting, and insert links into your text.

Project Image

You can upload a small image for each project so your team can recognize it more quickly.

To do this, click on the circular project image in the project details or upload an image through the edit window (Action Button > Edit).

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

If no image is selected, either for the project or for the customer, the icon of the project type will be displayed.

Tags

Tags are labels you can use to categorize your projects or tag them for filtering. This way you can easily search for them, filter them, or recognize certain projects in overviews more quickly.

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

Learn more about Tags in awork.

End Date

A project can have an end date, but doesn't have to. However, it's very helpful for communicating with your team and for scheduling tasks in the timeline. The end date is prominently displayed there.

A project end date in awork has no time component. Tasks have a time, but based on our experience, that level of precision isn't necessary for projects.

Project Budget

Project Budget

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

One-Time Budget

The one-time 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.

Retainer Budget

With the Retainer Budget, you can set a recurring monthly budget for your projects. Simply click on the budget and enter the details via the pop-up.

Budget Based On...

You can specify whether only billable recorded times should be counted toward the budget or whether all times should be counted.

By default, all projects that are already active in awork have the "all times" option selected. However, this can be changed.

Retainer Time Period

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

You have the option to enter your own fixed date or adjust the time period to match the project's start and end dates.

If this option is set, the retainer will synchronize the project's start and end date (month).

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

When the project's start and/or end date is changed, the retainer will also be synchronized.

If the project's start or end date is removed, an error message will appear on the project home page asking you to fix the issue.

When 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'll also see an info box at the top with the error message.

Configure Carryover Options

Here you can set what should happen to your unused or over-consumed hours in the next month.

You have the following options:

Carry Unused Hours to the Next Period

If you enable this option, unused hours will simply be carried over to the next month.

Example: Budget is 200h, Month A: 180h consumed, Month B: 220h available

Deduct Over-Consumed Hours from the Next Period

If you enable this option, over-consumed hours will be deducted from the following month.

Example: Budget is 200h, Month A: 220h consumed, Month B: 180h available

You can choose both or neither of these options.

If you choose both options, the system will calculate hours precisely, taking into account both unused and over-consumed hours.

If you choose neither of these options, the monthly retainer remains static without considering unused or over-consumed hours.

Progress

Progress is calculated based on recorded time and budget. If no budget is set, it's calculated based on planned effort. If that's also not set, progress is calculated based on completed vs. all tasks. By clicking on the progress value, you can switch between the three modes at any time.

☝️Note: If an admin has disabled time tracking for all users, progress here will only be shown based on completed tasks.

☝️Tip: You can also see your project's progress in the project overview. Hovering over the bar will show you more details. Here you can also switch between the three modes by clicking on the bar.

Open Project Budget

When the planned effort of a project task is edited, a small pop-up appears showing the remaining project budget. It's calculated as:

= Budget - recorded time (only on project) - recorded time (on completed tasks) - planned time (on open tasks)

Total Recorded

Under Total Recorded, you see the recorded time vs. the planned effort, which is the sum of all planned efforts of the project tasks.

☝️Note: If an admin has disabled time tracking for all users, the recorded time (blue box) will not be displayed and will be completely hidden.

Customer

Projects in awork can have customers, but don't have to. Customers help you assign your projects to actual clients and categorize them within awork, allowing you to evaluate or bill times across projects, for example.

When creating a new project, you can always select an already existing customer, or quickly create a new one.

☝️Tip: If you maintain your customer logos properly, your projects will automatically adopt the customer's logo, and your project overview will look really organized.

Learn more about Customers in awork.

Project Members

Adding members to your project serves two functions:

Display as "My Project"

A project where I'm a member will be recognized by awork as "My Project" for my user and, if active, will show it to me on the dashboard or as a suggestion in time tracking, for example. This way I can find it quickly because it's assigned to my user.

Specific Project Permissions

When assigning a user as a project member, you need to select a role that defines the user's permissions on the project, unless they already have permissions to see and edit all projects.

Learn more in the Permissions Management section.

Project Owner

Every project has exactly one project owner. You select them in the window for choosing the user by using the checkbox between the user name and the project role.

The project owner is displayed with their image in the project overview and can be used both for grouping projects and in filters.

The project owner also plays an important role when enabling Autopilot. This user receives special emails intended for project management.

The assignment has no other implications.

Activity on the Project

The activity log shows all important changes to the project in chronological order. This way you can track the activity.

Good to know ☝️: Updates to time tracking and tasks are only seen by users who have permission to view the project's tasks and times.

Comments

You can also leave comments in the activity log. You can upload files in comments and mention other users using "@" so they receive an explicit notification, regardless of whether they have general notifications enabled for the project. The only requirement is that you've enabled the "Someone mentioned you in a comment" notification in your profile settings.

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

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

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

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

Requirements for receiving these notifications:

• Users must have the corresponding notifications enabled in their profile settings.
• Users must have the bell icon activated for the project.
• Users must be able to view the project according to permissions management.

Subscribe or Unsubscribe From Notifications

In the Details tab of the project, you'll find a bell icon at the top right. If it's activated, this means you'll automatically receive notifications about updates to the project when other users, for example, change the status or leave a comment.

For each user assigned to the project, these notifications are enabled. You can turn off these notifications as needed.

In your Profile Settings, you can decide which project notifications you want to receive and on which channel (for example, whether you also want to receive them by email).

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FAQ

I deleted a project. Can it be restored?

Yes. If you accidentally deleted a project, our support team can restore it. To do this, contact the support team and provide the project title.