Your client asks for a snapshot of your project's progress and wants to see the budget status right away! 🙈 

Back when you were tracking time manually this was enough to give you a case of the sweats. With Timely, you can quickly get all the information you need to send your client down Easy Street. 🏎️🚦

Whether you freelance or manage a team, it's important to know a project's health at every stage. Understanding performance also reveals the insights you need to plan future projects more accurately. Timely provides you with the essential project stats needed to stay on-budget, quickly update stakeholders and allocate team resources effectively.

Accessing an individual project page

Every project in Timely has a dedicated page. Access it simply by clicking on the project's name from a pinned Project card or from the “All Projects” page. You'll land on a page with the Project and Client name, front and center. 

Clicking the “…” drop-down in the upper right-hand corner will give you the option to Pin, Open in Reports, Archive or Delete the project. View archived projects in the “All Projects” tab on the Projects home page. 

Note: Deleting a project from Timely means it will be gone…forever.

The individual project page is divided into five sections:

Status - Project overview
Activities - A list view of user- and budget-related activities
Planning** - Quickly plan time for the users on this project
Hours - Customizable list-view for all logged hours and money
Reports - Quick project report creation and sharing

** Only visible if you have the Planning beta

Now, let’s take a look at what each tab offers!

The Status tab 📈

This section is designed to give you a breakdown of budget progress across the project's lifetime. You can quickly track budget stage, see how many hours have been spent on the project, and compare planned money against the total remaining budget. It's especially helpful when you’re nearing the end of a project and need to stick to a tight budget!

If you’re looking to make edits on the project (e.g. updating your budget or adjusting user hourly rates), click the “Edit Project” button on the top right-hand side of the screen to be redirected to the Edit Project page.

You can also click the “…” drop-down next to “Edit Project” in order to:

  • Pin the project to the dashboard on the Projects tab

  • Duplicate the project

  • Open the project in a report template

  • Archive the project

  • Subscribe to updates about this project

  • Delete the project

Overview 🗻

The first section on the Status page provides the Project Overview, or the big picture view of what’s happening with your project.

Here you’ll find:

Total Logged Time - Time logged across the life of your project
Total Unbilled Hours - Hours that have not yet been “marked as billed”
Budget Progress & Spend by percentage
Budget Remaining - Total budget minus total money logged
Total Budget Set for the Project - Budget set at the project's creation

You’ll also see graphs that chart your planned vs. logged time and cumulative hours spent on that project, as well as reports on users and tags affiliated with that project:

The Activities tab 🏃

Think of the activities feed as your personal assistant, reporting back to you on all important user and budget activities. It feeds live updates on work-in-progress, from hours logged and budget status, to business-critical actions you should be aware of:

You’ll be able to filter between “All activities”, “Regular” activities and “Anomalies”, which are activities that your AI has determined are out of the ordinary for that project.

Notable Project Activities

  • When the project was created

  • When the project was archived

  • Users added to the project

  • When users logged hours for the first time

Budget Notifications

  • Budget for <Project Name> reached 100%

  • Budget for <Project Name> reached 80%

  • Budget for <Project Name> reached 50%

Note: Clicking on a user-related activity such as logged hours updates will redirect you to the user’s dashboard page where you can review their logged hours by Client and Project in more detail. 

The Planning tab 📆 

The Planning tab gives you the ability to add planned time or assign tasks to users for a specific project via a snapshot of the Planning beta. Head to the Planning page in Timely for the full shebang.

Note: On 1st July 2021 we will be retiring Planning beta and introducing planned time to your workspace. On that date, any planning drafts you’ve created in your Planning tab will be automatically converted into planned time entries on your Hours page. If you want to make the switch now, please reach out to [email protected].

The Hours tab 🕙 

While the Status tab gives you the big picture of a project, the Hours tab shows you the granular detail. It’s a chronological view of who’s been logging hours on a project. 

By default, you'll see all logged hours and money across the project's lifetime. You can customize your view by using the drop-down filters to select specific time frames or activities for certain users and tags. You can also include planned hours or money in the drop-down furthest to the right:

Marking entries as billed 💵

From the Hours tab, you can mark entries as "Billed" once they've been invoiced to your client. Simply check the boxes next to the relevant entries, click “Billed” and “Update”. Entries marked as "Billed" will now appear in green on the Hours page. If you made a mistake, simply follow the same steps to mark entries as “Unbilled”. 

This helps prevent users from editing logged time entries that have already been invoiced. Admins can override the entry lock function to an entry already “Marked as Billed” by clicking “Make Changes” on the locked entry. 🔒

Exporting your logged time entries  📥

Once you’ve selected your preferences, you can export your Hours report to a PDF or Excel file by hitting the down arrow icon to the right.  This is helpful when you need to provide a client or team lead with a detailed entry log including notes and tags.

The Reports tab 📊

Here you can quickly create and share reports detailing a project's progress, total logged hours, and project task or phase breakdown. Everything can be shared via a URL link, or exported to PDF or Excel files.

Hours Graph 🕐

The Hours graph visualizes all logged project hours for a specific timeframe. You can instantly see where a project was most and least active, and whe it began and finished.

Users Chart 👫

This gives you a visual overview of each user’s project contribution. Filter down to just one user or compare numbers for everyone involved in the project.

Total logged hours appear in order of most to least logged hours, but you can reverse the order by hitting the arrow near “Total logged hours”. You can also see the total logged money based on the user’s hourly rate and total hours logged on the project. 

Tags Chart 🔖

Tags help you understand how much time and money have been logged on a project phase, and gives you the insight you need to create better project proposals. If you know a particular project phase tends to take 50 hours, you can forecast a more accurate proposal for future projects. Fewer surprise costs and a happier client!

You can monitor project phases using tag lists and tags which can be created in Settings. The tags section gives a breakdown of each phase of a project.

This chart includes:

  • Name of tag list and sub-tags

  • Entries related to tags

  • Logged and planned money per tag

  • Logged and planned hours per tag

Creating a project report 

The project Reports tab shows an overview of the project data for active users only. This includes the Hours Graph to give you a visual overview of logged hours, the data for each user assigned to the project, and a breakdown of tags (or phases) for the project:

If you want to report on active and deleted users, or plan to generate a project report on a regular basis, you can create a saved report template to prevent you from duplicating effort.  

Just click on the quick action menu or “…” drop-down in the upper right-hand corner of the individual project page and choose “Open in Reports”. This will auto-populate the project’s hours graph, users chart and tags chart, based on the time frame you’ve selected in the project's page. 

From here, you can adjust your preferences and save a customizable reports. Once you’re finished, create a sharable public link or export it to PDF or Excel! 🔥

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