Project Dashboards in Octayne PSA provide per-project analytics and visualizations accessible from Projects > select project. Each project offers multiple dashboard views tailored to different aspects of project health, financials, profitability, and internal tracking.
Dashboards auto-populate as projects are staffed, time is logged, expenses are submitted, and invoices are created. They serve as the central hub for project managers and delivery leads to monitor progress, budgets, and team performance without leaving the project context.
[Screenshot: Project dashboard landing page showing the navigation menu toggle for switching between dashboard types]
The Project Health Dashboard is the default dashboard view, focused on budget tracking and team performance. It compares planned budgets against actual logged hours and provides visibility into how the project is progressing.
A visual comparison (typically a bar chart or gauge) showing:
[Screenshot: Budget vs Actual Hours chart showing budgeted, actual, and remaining hours with a percentage indicator]
Warning: If actual hours exceed the budget, the chart displays an over-budget indicator in red. Address over-budget situations promptly to avoid client billing surprises.
Summary cards for each billing code (task type) assigned to the project, showing:
[Screenshot: Billing Code Cards arranged in a grid, each showing budgeted, actual, and remaining hours]
Tip: Billing Code Cards provide a quick at-a-glance view of which work streams are on track and which are consuming more hours than planned.
A detailed chart (stacked bar or grouped bar) breaking down logged hours by billing code over time. This reveals which types of work are driving hour consumption.
[Screenshot: Hours by Billing Code stacked bar chart showing weekly hour distribution across billing codes]
A section showing per-member metrics for the project:
[Screenshot: Member Analytics table showing team members, hours logged, billing code breakdown, and contribution percentage]
Displays the billing rates and total billed amounts for each team member on the project. This includes:
[Screenshot: Team Billing Information table with member names, rates, hours, and billed amounts]
Compares actual team utilization on this project against the planned allocation (as configured in the Planner module). Highlights team members who are over- or under-allocated relative to plan.
[Screenshot: Utilization vs Planned comparison chart showing planned allocation bars alongside actual utilization bars per team member]
A Gantt-style timeline showing when each billing code has active hours logged, providing a temporal view of project activity by work stream.
[Screenshot: Timeline by Billing Code showing horizontal bars for each billing code across the project duration]
The Project Health Dashboard auto-populates budget and allocation data as projects are staffed through the Planner module. When team members are assigned to a project with specific billing codes and hour budgets in Planner, these figures appear automatically on the dashboard.
Note: If budget figures appear as zero or are missing, verify that the project has been properly staffed in the Planner with billing code assignments and hour budgets.
The Collections Dashboard focuses on the financial performance of a project, tracking invoicing, payments, and collection metrics.
Summary cards displaying key financial metrics:
[Screenshot: Financial Metrics summary cards showing Total Invoiced, Total Collected, Outstanding Balance, Average Days to Pay, and Collection Rate]
A line or area chart showing invoiced amounts and collected amounts over time, providing a visual trend of the project's financial trajectory.
[Screenshot: Financials Over Time chart with two lines for invoiced and collected amounts across months]
Tip: A widening gap between invoiced and collected lines may indicate collection issues. Use this chart to identify when follow-up with clients is needed.
A breakdown of hours logged by task type (billing code), displayed as a chart or table. This provides financial context by showing where effort is concentrated.
[Screenshot: Hours by Task Type pie chart showing proportional distribution of hours across task types]
Per-member charts showing how each team member's billed hours translate into collected revenue. This helps track individual contribution to project financials.
[Screenshot: Member Collection Charts showing bar charts for each team member with invoiced and collected amounts]
The Collections Dashboard auto-populates as invoices are created in the Billing & Invoicing module and payment data is synced from QuickBooks. No manual data entry is required.
Note: If payment data is not appearing, verify that the QuickBooks integration is active and syncing properly. See [Billing & Invoicing](09-billing-and-invoicing.md) for QuickBooks troubleshooting.
The Profitability Dashboard provides advanced financial analysis to help organizations understand the true profitability of a project by accounting for both direct and indirect costs.
Warning: This dashboard is currently in Beta and requires the feature flag ENABLE_PROJECT_PROFITABILITY_DASHBOARD to be enabled. Contact your organization administrator or Octayne support to enable this feature.
A breakdown of expenses categorized as fixed or indirect:
[Screenshot: Fixed/Indirect Expenses Analysis showing categorized expenses with amounts and allocation methods]
A line chart showing project profitability (revenue minus all costs) over time. This reveals whether the project is trending toward profit or loss.
[Screenshot: Profitability Over Time line chart showing monthly profitability with positive values in green and negative in red]
A granular weekly view of net profit, calculated as:
Net Profit = Revenue (Collected) - Direct Costs (Labor + Expenses) - Indirect Costs
[Screenshot: Weekly Net Profit Trends bar chart showing positive and negative weekly profit values]
Tip: Negative profit weeks are not necessarily alarming during project ramp-up phases. Look at the cumulative trend rather than individual weeks.
A side-by-side or overlay chart comparing total revenue against total costs (broken down by cost type):
[Screenshot: Revenue vs Cost Analysis chart with stacked cost components alongside revenue bars]
For non-billable or internal projects (e.g., R&D, internal tooling, administrative initiatives), a specialized dashboard is provided that focuses on time tracking and team contribution rather than financial metrics.
A table showing the most recent time entries logged against the internal project, including:
[Screenshot: Recent Time Entries table for an internal project showing the last 20 entries]
A pie chart showing the distribution of hours by role (e.g., 40% Engineers, 30% Designers, 20% Product Managers, 10% QA).
[Screenshot: Role Distribution pie chart for an internal project]
A chart showing how time is distributed across different task types (e.g., Development, Design, Meetings, Code Review).
[Screenshot: Task Type Distribution bar chart for an internal project]
A view of each team member's contribution to the internal project, showing total hours and percentage of the project's total effort.
[Screenshot: Team Contribution chart showing team members ranked by hours contributed]
A line or bar chart showing how much time is being spent on the internal project over time (daily, weekly, or monthly). This helps track whether internal initiatives are consuming more or less time than expected.
[Screenshot: Time Trends chart showing weekly hours logged on the internal project over the last 3 months]
Tip: If an internal project's time trends show increasing hours over time, assess whether the project scope has expanded or if resources need to be reallocated to billable work.
Each project provides a central Navigation Menu toggle to switch between available dashboards:
[Screenshot: Project Navigation Menu toggle showing the available dashboard options]
Note: Not all dashboards are available for every project type. Billable projects show Project Health, Collections, and Profitability dashboards. Non-billable projects show the Internal Projects Dashboard.
All project dashboards support date filtering:
Changing the date filter updates all charts and metrics on the current dashboard.
[Screenshot: Dashboard date filter controls with preset options and custom date range picker]
Tip: When preparing for a client status meeting, set the date filter to the relevant reporting period (e.g., last month) to present only the data that matters for that conversation.
| Issue | Possible Cause | Resolution |
|---|---|---|
| Dashboard shows no data | No approved time entries, expenses, or invoices exist for the project | Ensure time entries have been submitted and approved, expenses have been logged, and invoices have been created as applicable. |
| Budget vs Actual shows 0 budgeted hours | Project has not been staffed in the Planner with hour budgets | Staff the project in Planner with billing codes and hour allocations. |
| Collections Dashboard shows $0 collected | QuickBooks integration is not syncing payment data | Verify the QuickBooks integration status in Settings > Integrations > QuickBooks. See [Billing & Invoicing](09-billing-and-invoicing.md). |
| Profitability Dashboard tab is missing | The feature flag ENABLE_PROJECT_PROFITABILITY_DASHBOARD is not enabled |
Contact your organization admin or Octayne support to enable the beta feature. |
| Internal Projects Dashboard shows on a billable project | The project may be miscategorized | Check the project's billable/non-billable designation in Project Settings and update if necessary. |
| Charts are slow to load | Large volume of data for projects with many entries | Narrow the date range or wait for the data to load. Contact support if performance issues persist. |
Q: Can I customize which charts appear on a dashboard?
A: Dashboard layouts are currently fixed and not customizable per user. All users see the same charts and metrics for a given dashboard type. Custom dashboard configurations may be available in a future release.
Q: Do dashboards update in real time?
A: Dashboards update in near-real-time. Newly approved time entries and synced financial data appear within a few minutes. Manual page refresh may be needed to see the latest data.
Q: Can I share a dashboard view with a client?
A: Dashboards are internal to Octayne PSA and not directly shareable with external clients. To share project data with clients, use the Reports & Exports module to generate exportable reports.
Q: Why does my project show both Project Health and Internal dashboards?
A: This should not happen under normal configuration. Verify the project's billable status in Project Settings. Billable projects should show Project Health, Collections, and Profitability. Non-billable projects should show the Internal dashboard.
Q: How is the blended rate calculated in Team Billing Information?
A: The blended rate is calculated as the total billed amount divided by the total hours across all team members. It represents the average effective rate for the project.
Q: Can project dashboards be exported as PDF?
A: Direct PDF export of dashboards is not currently supported. Use the Reports & Exports module for exportable data, or take screenshots for presentation purposes.
Export types, date ranges, and organizational reports.
