Budget Alerts

Budget Alerts send emails to people when a budget setting is exceeded or within a certain limit.  Budgets are checked daily at midnight, using your company’s timezone setting. Once triggered, an email will be sent weekly until the budget alert is removed.

There are four budget types:

  • Cost Per Task – This budget type uses the Budgeted Cost defined for each task to determine when to trigger a budget alert.
  • Hours Per Task – This budget type uses the Budgeted Hours defined for each task.
  • Total Project Cost – This budget type uses the Budgeted Cost defined in the Project Overview.
  • Total Project Hours – This budget type uses the Budgeted Hours defined in the Project Overview.

Note: Budget alerts use approved and unapproved time. Only administrators can create budgets. And you must be on a paid plan to use budget alerts. Budget alerts are sent at 11 p.m. EST.

Creating a Budget Alert

Click Settings then Projects.  Click on the Project you want to have a budget.  Under the Budget Alert section, click Add Budget Alert. Complete the form then click Add Budget Alert.

Delete a Budget Alert

Go to the Budget Alert section under a project then click Edit. In the bottom right, click Delete Alert then confirm by clicking Yes.

 

 

Copy a project

Copying Project Data

If you have projects that often have the same task and people assignments, you can simply create copies of that project to a new project or to an existing project.  You have the option of selecting to copy the people, the tasks, or both.  Basic project data is always copied when you copy to a new project. No information is ever erased or changed when copying.

Click on Settings then Projects. Click on the name of the project that you want to copy. Click Copy above the Project Overview.

Select where you want to copy and what items then click Copy Project.

Creating billable projects

Projects are either billable or non-billable.  Billable projects have an invoice method of Task Hourly Rate, Person Hourly Rate, or Fixed Project Hourly Rate.

Make A Project Billable

Go into a project and then looking at the Project Overview section click Edit.  Beside Billable Project check Yes.  Then beside Invoice Method choose how you intend to invoice the client.

billable project

You must configure billable projects as follows:

If project is billed by… You must set…
Task Hourly Rate Set the billable tasks hourly rates
Person Hourly Rate Set the users hourly rate
Fixed Project Hourly Rate Set the project’s hourly rate

invoice methods

Invoice by Task Hourly Rate

Go into a project and edit the Project Overview section. Change Invoice Method to Task Hourly Rate then click Update Project.  Create one or more billable tasks and set their hourly rate.

Invoice By Person Hourly Rate

Go into a project and edit the Project Overview section. Change Invoice Method to Person Hourly Rate then click Update Project.  Edit a user’s Profile by adding an Hourly Rate to user’s profile.

Invoice By Fixed Project Hourly Rate

Go into a project and edit the Project Overview section. Change Invoice Method to Fixed Project Hourly Rate then click Update Project.  Fill in Project Hourly Rate then click Update Project.

Managing tasks

A task is any activity for which you want to track time.  Tasks can be high-level (ex. Hrs Worked) or very specific (ex. Widget Testing).  It is entirely up to you.

Viewing Tasks

Each project has its own set of tasks.  Click on Settings then click on Projects. Click on the name of the project that you want to edit.  Tasks are listed under the Project Tasks section.

project name

Adding Tasks

Looking at the task list, click Add Task. Fill out the task information then click Add Task. To add the task to multiple projects, select Yes for Copy Task to Other Projects then select the projects you wish to copy the task.

add task

Editing Tasks

Looking at the task list, click Edit on the row of the task you want to edit. Update the task information then click Save Changes.

edit task

Archiving Tasks

Like Projects, tasks are never completely deleted or removed. Tasks can be archived.  Users are not allowed to enter time for archived tasks. Time already entered for that task remains.

Looking at the task list, click Archive beside the task you want to archive.

archive task

Recover Archived Tasks

Go to Settings -> Projects then click on the name of the project that you want to edit.  Looking at the task list, click Recover beside the task you want to recover.

recover task

Project basics

A Project is a group of related time.  Projects make it easy to organize time in a meaningful way.  All time in WeWorked is organized by projects. Every account must have at least one project.  We setup a default project named after your company when you sign up.

Viewing Projects

You can view your projects by clicking on Settings then Projects. You will then see a list of active and archived projects. To view a particular project, click on the name of the project.

Adding Projects

Click on Settings then Projects. Click Add Project. Fill out the project overview information then click Save.  The basic project information has been created. You now need to create tasks and add people.

add project

Editing Projects

Click on Settings then Projects. Click on the name of the project that you want to edit.

Archiving Projects

Projects are never completely deleted or removed.  Instead, projects are archived. Once a project is archived, users are not allowed to enter time for that project.  Time already entered remains.

Click on Settings then Projects. Click on the name of the project that you want to edit. Click Archive Project above the Project Overview.

archive project

Recover Archived Projects

Click on Settings then Projects. Scroll down to the group of archived projects then click on the name of the project that you want to edit.  Click Recover Project above the Project Overview.

recover project