Projects

Projects

Overview

Projects are the core organizational unit in Octayne PSA. A project represents a body of work delivered for a client, with defined scope, timeline, budget, and team. Projects contain time entries, resource plans, billing codes, invoices, and board integrations.

Octayne provides a guided onboarding wizard for new projects, a flexible settings system, template support, and a full project lifecycle from draft through archival.

[Screenshot: Projects page showing a grid of project cards with status indicators, client names, and budget progress bars]

Viewing All Projects

Accessing the Projects Page

1. Click Projects in the main navigation sidebar.
2. The Projects page displays all projects you have access to, based on your role and membership.

Favorites

• Projects you have favorited appear at the top of the list under the Favorites section.
• Favorited projects are also accessible from the sidebar under Favorites for quick navigation.

Searching and Filtering

• Search: Use the Search bar to find projects by name, client name, or project code.
• Filter by Status: Use the status filter pills: All, Active, Draft, On Hold, Completed, Archived.
• Filter by Client: Select one or more clients from the Client dropdown filter.
• Filter by Project Lead: Select a project lead from the Lead dropdown filter.
• Filter by Date: Set a date range to show projects active during that period.
• Sort: Click column headers or use the Sort By dropdown (Name, Created Date, Start Date, End Date, Budget Utilization).

[Screenshot: Projects page with search bar, status filter pills, and client dropdown filter visible]

Tip: Switch between Grid View (cards) and List View (table) using the toggle icons in the top-right corner of the Projects page.

Creating a New Project

Step-by-Step

1. Click Projects in the main navigation sidebar.
2. Click the + New Project button in the top-right corner.
3. In the creation dialog:

• Client (required): Select the client this project belongs to from the dropdown. If the client does not exist, click + New Client inline to create one.
• Project Name (required): Enter a descriptive name.
• Description (optional): Provide a brief summary of the project scope.

1. Click Save.
2. You will be taken to the Project Onboarding Wizard to configure the project details.

[Screenshot: New Project dialog with Client dropdown, Project Name input, and Description textarea]

Note: You can skip the onboarding wizard and configure settings later, but completing it ensures the project is fully set up from the start.

Project Onboarding Wizard

The onboarding wizard guides you through five steps to fully configure a new project. You can navigate between steps using the Back and Next buttons, and the wizard saves your progress automatically.

[Screenshot: Onboarding wizard progress bar showing Steps 1 through 5 with Step 1 active]

Step 1: Project Details

Configure the core attributes of the project.

Field	Description
Project Lead	Select the team member who will manage this project. They receive notifications and appear on dashboards as the responsible party.
Start Date	The expected or actual project start date. Used in scheduling and reporting.
End Date	The expected or actual project end date. Used in scheduling and burndown calculations.
Project Type	Select one: Billable (revenue-generating client work), Non-Billable (internal client work that is not invoiced), or Internal (organizational work like R&D, training, admin).
Budget	The total monetary budget for the project in the organization's currency. Leave blank for unbudgeted projects.
Budget Hours	The total estimated hours for the project. Used in utilization and burndown tracking.

Click Next to proceed to Step 2.

[Screenshot: Step 1 of the onboarding wizard showing Project Lead dropdown, date pickers, Project Type radio buttons, and Budget fields]

Tip: If you are unsure about the budget or dates, you can enter estimates now and refine them later in Project Settings.

Step 2: Team Members

Add team members to the project from your organization's member list.

1. The left panel shows Organization Members -- all available team members.
2. Select one or more members by clicking their names or using the checkboxes.
3. Click the Add to Project (right arrow) button to move them to the right panel, which shows Project Members.
4. To remove a member, select them in the right panel and click the Remove from Project (left arrow) button.
5. Use the Search bar above each panel to find specific members.

Click Next to proceed to Step 3.

[Screenshot: Step 2 showing two panels -- Organization Members on the left and Project Members on the right, with arrow buttons between them]

Note: The project lead selected in Step 1 is automatically added as a project member. You do not need to add them again.

Step 3: Roles & Rates

Define the position and billing rate for each team member on this project.

For each member listed:

Field	Description
Position Title	The role this member plays on the project (e.g., Senior Developer, UX Designer, Project Manager). Select from the dropdown or type a custom title.
Hourly Rate	The billing rate for this member on this project. This rate is used for invoicing and revenue calculations.

Click Next to proceed to Step 4.

[Screenshot: Step 3 showing a table of project members with Position Title dropdown and Hourly Rate input for each]

Tip: Hourly rates set here are project-specific and override any default rates configured in the member's organization profile. This allows you to have different rates for the same person across different projects.

Step 4: Billing Codes / Task Types

Define the billing codes (also called task types) that team members will use when logging time on this project.

1. Click + Add Billing Code.
2. Enter the Billing Code Name (e.g., "Development", "Design", "Project Management", "QA Testing", "Meetings").
3. Optionally set a Code (short identifier, e.g., "DEV", "DES").
4. Optionally mark a billing code as Non-Billable if time logged against it should not be invoiced.
5. Repeat for all applicable billing codes.
6. Drag and drop to reorder billing codes.

Click Next to proceed to Step 5.

[Screenshot: Step 4 showing a list of billing codes with name, code, and non-billable toggle for each]

Note: Billing codes defined here appear as options in the time entry form when team members log hours for this project. At least one billing code is required for time tracking.

Step 5: Board Fields

Configure custom fields that will appear on project boards and time entries.

1. Click + Add Field.
2. Enter the Field Name (e.g., "Sprint", "Priority", "Ticket Number", "Phase").
3. Select the Field Type from the dropdown:

• Text: Free-form text input.
• Number: Numeric input.
• Dropdown: A list of predefined options (click + Add Option to define choices).
• Date: A date picker.
• Checkbox: A true/false toggle.

1. Repeat for all custom fields needed.

Click Finish to complete the wizard.

[Screenshot: Step 5 showing custom fields list with Field Name input, Field Type dropdown, and Add Option button for dropdown fields]

Tip: Board fields are powerful for tracking project-specific metadata alongside time entries. For example, add a "Sprint" dropdown field to tag time entries by sprint, enabling sprint-level reporting.

Project Status Lifecycle

Every project moves through a defined set of statuses:

Draft  -->  Active  -->  On Hold  -->  Completed  -->  Archived

Status	Description
Draft	The project has been created but is not yet active. Team members can be configured but time entry is disabled.
Active	The project is underway. Time tracking, billing, and all features are enabled.
On Hold	The project is temporarily paused. Time tracking is disabled. Existing data is preserved.
Completed	The project is finished. Time tracking is disabled. The project remains visible for reporting and invoicing.
Archived	The project is archived for long-term storage. It is hidden from default views but accessible via the Archived filter.

Changing Project Status

1. Navigate to the project's Settings page.
2. In the General Settings section, click the Status dropdown.
3. Select the new status.
4. Click Save Changes.

Warning: Moving a project to Completed or Archived disables time tracking. Ensure all time entries are submitted and approved before changing status. Time entries on timesheets that are still Open or In Review will remain accessible but new entries cannot be created.

Note: Status transitions are not strictly linear. You can move a project from Completed back to Active if work resumes, or from On Hold back to Active.

Project Settings

Access project settings by navigating to a project and clicking Settings in the project's central navigation bar.

General Settings

• Project Name: Edit the project name.
• Description: Edit the project description.
• Project Code: View or edit the auto-generated project code.
• Project Lead: Reassign the project lead.
• Start Date / End Date: Update project dates.
• Project Type: Change between Billable, Non-Billable, and Internal.
• Budget / Budget Hours: Update financial and hour budgets.
• Status: Change the project status (see lifecycle above).

Click Save Changes after making edits.

[Screenshot: Project General Settings form with all editable fields]

Billing Settings

• Billing Method: Select Time & Materials, Fixed Price, or Retainer.
• Default Hourly Rate: The fallback rate used when a member does not have a project-specific rate.
• Currency: The currency for this project's billing.
• Purchase Order Number: An optional PO number included on invoices.
• Invoice Frequency: How often invoices are generated (Weekly, Bi-Weekly, Monthly, On Demand).

Click Save Changes after making edits.

Members Settings

• View all current project members with their roles and rates.
• Click + Add Member to add new members from the organization.
• Click the Remove (X icon) button next to a member to remove them from the project.
• Reviewer Designation: Toggle the Reviewer checkbox next to a member to designate them as a timesheet reviewer. Reviewers can approve or reject timesheets submitted by other project members.

[Screenshot: Members Settings showing a table of members with role, rate, reviewer toggle, and remove button]

Note: Removing a member from a project does not delete their existing time entries. Historical data is preserved.

Task Type Definition

• View, add, edit, and delete billing codes (task types) for this project.
• Click + Add Task Type to create a new billing code.
• Click the Edit (pencil icon) to modify an existing billing code.
• Click the Delete (trash icon) to remove a billing code.

Warning: Deleting a billing code that has existing time entries will not remove those entries, but the billing code will show as "(Deleted)" in reports. Consider renaming or deactivating instead.

Board Settings

• Configure integrations with external project management boards (e.g., Jira, Asana, Trello).
• Board URL: The URL of the external board.
• Sync Direction: Choose One-Way (external to Octayne), One-Way (Octayne to external), or Two-Way.
• Field Mapping: Map external board fields to Octayne board fields.

[Screenshot: Board Settings showing Board URL input, sync direction dropdown, and field mapping table]

Field Rules

• Define rules that automatically set board field values based on conditions.
• Example: "When Billing Code is 'Development', set Sprint to 'Current Sprint'."
• Click + Add Rule to create a new rule.
• Configure the Condition (field, operator, value) and Action (set field to value).

Project Templates

Templates allow you to create new projects with pre-configured settings, billing codes, board fields, and team structure.

Creating a Project from a Template

1. Click + New Project on the Projects page.
2. In the creation dialog, click Use Template instead of filling in the fields manually.
3. Select a template from the Template dropdown.
4. The project name, billing codes, board fields, and other settings will be pre-filled from the template.
5. Override any pre-filled values as needed.
6. Select the Client for the new project.
7. Click Save and proceed through the onboarding wizard (values from the template will be pre-populated).

Creating a Template from an Existing Project

1. Navigate to the project you want to use as a template.
2. Click Settings in the project navigation.
3. Scroll to the bottom and click Save as Template.
4. Enter a Template Name and optional Description.
5. Click Save Template.

[Screenshot: Save as Template dialog with Template Name and Description fields]

Tip: Templates do not include time entries, invoices, or other transactional data. They only capture structural configuration: billing codes, board fields, roles, and project settings.

Favoriting Projects

Favoriting a project pins it to your sidebar and to the top of the Projects page for quick access.

Adding a Favorite

1. On the Projects page, hover over a project card or row.
2. Click the Star icon that appears.
3. The project is now marked as a favorite and appears in the Favorites section of your sidebar.

Removing a Favorite

1. Click the filled Star icon on the project card, row, or in the sidebar.
2. The project is removed from your favorites.

Note: Favorites are personal and do not affect other users. Each user manages their own favorites list.

Archiving / Deleting Projects

Archiving a Project

Archiving preserves all project data but hides it from default views.

1. Navigate to the project's Settings page.
2. Change the Status to Archived.
3. Click Save Changes.
4. The project will no longer appear in the default project list. Use the Archived status filter on the Projects page to find it.

Deleting a Project

Deleting permanently removes a project and all associated data.

1. Navigate to the project's Settings page.
2. Scroll to the bottom and click Delete Project.
3. A confirmation dialog will appear. Type the project name to confirm.
4. Click Delete Permanently.

Warning: Deleting a project permanently removes all time entries, invoices, resource plans, and other data associated with it. This action cannot be undone. Always prefer archiving over deleting.

Troubleshooting

Issue	Possible Cause	Solution
Cannot create a new project	Missing projects:create_edit_delete permission	Contact your administrator to update your role.
Client dropdown is empty in new project dialog	No clients exist or you lack client access	Create a client first, or contact your administrator.
Team members not appearing in Step 2	Members have not been added to the organization	Invite members in Settings > Members first.
Cannot log time on a project	Project is in Draft, On Hold, Completed, or Archived status	Change the project status to Active in Settings.
Billing codes not showing in time entry form	No billing codes defined for the project	Add billing codes in the project onboarding wizard (Step 4) or in Project Settings > Task Type Definition.
Template not appearing in the dropdown	Template was created in a different organization	Templates are scoped to the organization. Ensure you are in the correct organization.
Budget shows as exceeded but work is within scope	Budget value was set too low or does not account for all billing codes	Update the budget in Project Settings > General Settings.
Cannot archive a project	Timesheets still in "In Review" status	Approve or reject all pending timesheets before archiving.

FAQ

Q: Can I move a project from one client to another?

A: Yes. Navigate to Project Settings > General Settings, change the Client dropdown to the new client, and click Save Changes. All associated data moves with the project.

Q: Is there a limit to the number of team members on a project?

A: There is no hard limit. Projects can have as many members as needed.

Q: Can I have multiple project leads?

A: Only one member can be designated as the Project Lead. However, you can designate additional members as Reviewers in Members Settings, granting them timesheet approval authority.

Q: What is the difference between Billable and Non-Billable project types?

A: Billable projects generate revenue and their hours are included in billing and invoicing calculations. Non-Billable projects track effort but are not invoiced. Internal projects are organizational overhead and are excluded from client-facing reports.

Q: Can I duplicate a project instead of using a template?

A: There is no direct "duplicate project" feature. Save the source project as a template and create a new project from that template. This achieves the same result.

Q: How do board fields interact with time entries?

A: Board fields configured in Step 5 of the onboarding wizard appear as additional columns on the timesheet when logging time for that project. Team members fill in these fields alongside their hours and descriptions.

Q: Can I bulk-import projects?

A: Bulk project import is available via CSV. Navigate to Projects > Import (dropdown next to + New Project) and upload a CSV file following the provided template format.