Projects organize major initiatives or goals, making it easier to track tasks, review work sessions and performance, generate detailed reports, and gain valuable insights.

Create a Project

You can create a project in multiple ways:

• Add Project button next to Projects heading
• Add New Project row at the bottom of the Projects list

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Owner, Admins, Managers have the access to create projects.

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Clicking any of the options will display the Create Project dialog.

In the Create Project dialog you need to perform following actions to create a project:

1. Enter Project title
2. Enter Project description
3. Select Priority
4. Select Department
5. Select Color
6. Click Submit

Field Character Limit

Project Title: Must be between 5 and 100 characters.

Project Description: Minimum of 5 characters, with no maximum limit.

 

You have now created a Project successfully and you will be redirected to the Task page for the newly created project.

 

Project Actions

You can manage your existing project list with actions like editing project details, updating status, changing department, setting priority, and more. These tools help keep your projects organized and efficiently managed.

Edit a Project

To Access the Edit Project Dialog:

1. Hover your mouse cursor over the far left of a Project row.
2. Click the down facing arrow icon to open the Project Actions menu.
3. Select Edit Project from the menu options.

You can modify your project details in the Edit Project dialog and click Submit to save the changes.

 

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Edit Project option is disabled for Standard members

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Project Notes

You can add project notes for various purposes, such as capturing planning ideas, documenting meeting highlights, recording technical details or client feedback and updates to ensure clear communication throughout the project.

To add a project notes:

1. Click on the Notes icon for a project in the Notes column
2. Add a Notes Subject
3. Add your Notes Text
4. Click Submit

You can access project notes through the Project action menu as well, which appears when you hover over the project row.

Update Project Status

Considering the current progress, challenges encountered, and goals achieved within the project, you can update status for a project.

Clicking on the status icon located next to the Project title. This will show the project status menu with these options:

1. Pause
2. Complete
3. Close
4. Delete

 

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Project Owner, Admin, Manager have the permission to update project status

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Pause a Project

By setting a project status to “Paused,” you can disable time logging for the project while keeping all other features unchanged.

To pause a project, follow these steps:

1. Clicking on the status icon located next to the Project title
2. Click Pause

 

Once you pause a project, the status icon for that project will turn into Yellow and the Time tracking status icon will turn into Red.

Paused project will still show in the main Projects pane. But a paused project will not show in:

1. AYYES Time Tracker Desktop App
2. Web tracker Project menu
3. Add Manual Time Project menu

 

Complete a Project

You may want to mark the project as Completed when all objectives have been accomplished and tasks finalized, signifying successful project closure.

Complete a project by following below steps:

1. Clicking on the status icon located next to the Project title
2. Click Complete

Completed projects will be removed from the main projects page and moved to the Completed Projects page.

 

After marking a project as completed, actions like editing project details, adding project notes, creating or updating tasks, locking/unlocking the project, and tracking the project or its tasks will no longer be available.

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For completed projects, all reports within AYYES Work Manager will display the “(COMPLETED)” text alongside the original project name.

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Close a Project

Projects may be closed due to scope changes, resource constraints, stakeholder decisions, or any external factors. Closed projects will be removed from the main projects page and moved to the Closed Projects page.

To close a project:

1. Click on the status icon located next to the Project title
2. Click Close

 

Once a project is marked as closed, actions such as editing details, adding notes, creating or updating tasks, locking/unlocking, and tracking the project or its tasks are disabled.

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Once you close a project, all reports in AYYES Work Manager will display (CLOSED) beside the original project name.

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Activate a Project

You can re-activate a paused or completed or closed project at any time. Simply select the Activate status option, which will restore all project features.

To Activate a paused:

1. Click on the status icon located next to the Project title
2. Click on Activate

When you change the status of a completed or closed project to Active, it will be moved to the main Projects list.

Delete a Project

Deleting a project will permanently remove the project from your AYYES account. This action will also remove all work sessions and screenshots associated with the deleted project from AYYES Work Manager reports.

Delete a project by doing below steps:

1. Click on the status icon located next to the Project title
2. Click Delete
3. Click Delete in the prompt

 

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Only project OWNER can delete a project

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Invite Project Members

Use the Invite Project Members feature to add team members to your project, allowing them to collaborate, track progress, and contribute to tasks within the project.

To invite members to your project:

1. Click on the Team icon
2. Enter new user email
3. Click Invite Users to send the invitation

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Only the Owner can invite new members to a project

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Lock a Project

The Lock Project feature empowers you to apply restrictions on all members (including project Owner) , preventing them from adding or editing any details across the entire project.

You can Lock a project by doing below two simple steps:

1. Click Lock icon (light blue) )available on a Project row
2. Click YES on the confirmation modal

Once you Lock a project for all members, the lock icon will turn into Red, indicating the project is Locked right now.

 

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Project lock or unlock feature is available to OWNER only.

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Disabled items in Projects page

When you Lock a Project, the following features will be disabled for project members in the Projects Pane:

1. Edit Project
2. Add / Edit / Delete Project Notes
3. Update Project Status (Pause/Activate/Delete/Close/Complete)
4. Update Department
5. Access Time Tracker Settings
6. Delete Project Members

Disabled items in Tasks page

Additionally, locking a project disables the following features on the Tasks Page for project members:

1. Add / Edit / Delete Task Group
2. Add / Edit / Delete Task
3. Duplicate Task
4. Move Task

Unlock a Project

Unlocking a project will lift all restrictions on adding and editing project details.

Consider doing following steps if you want to Unlock a project:

1. Click Red locked icon available in the project row
2. Click YES in the confirmation modal

 

Request to Unlock

The Request to Unlock feature allows project members to request access to update project information when a project is locked. If the project owner approves the request, the member gains access to necessary actions, while other members remain restricted.

It feature is useful when project members need to make urgent updates, such as changing task details, adjusting project status, adding new team members, or modifying tracking settings.

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Request to Unlock option in the action menu is not available project to Owner

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To make a unlock request member :

1. Hover over the locked project row
2. Click on the action for the project row
3. Select Request to Unlock

The project owner will receive the request via both email and in-app notification. Additionally, the request will appear in the Request to Unlock tab within the Invite Members dialog, where the project owner can manage unlock requests.

Project Time Tracking Settings

The project time tracking settings enable features like screenshot capture, activity monitoring, and idle time detection, helping improve accountability, measure productivity, and maintain accurate records of time spent on project tasks. By tailoring these options, you can effectively oversee team activity and ensure that time tracking contributes to better project management and reporting.

Access time tracking settings by clicking on the gear icon available for a project in the Time Tracker column.

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Project Owner, Admins, Managers have the access to configure project time tracking settings.

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Update Department

Each department focuses on its core functions. If you need to update your project’s department due to a shift in project scope, organizational restructuring, or to align with the appropriate team and resources, follow these steps:

1. Click on the current department name in the Department column.
2. Select the new department from the Update Department dialog.
3. Click Submit.

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Only Owner have the access to update department for a project.

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Project Priority

You may need update your project’s priority due to changes in deadlines, shifting business goals, resource availability, or project dependencies, ensuring focus aligns with current strategic needs.

To adjust priority, simply click the current priority and choose the new level. All project members are allowed to update project priority.

Duplicate a Project

The Duplicate Project feature allows you to create a copy of an existing project, including its tasks and settings, to streamline project setup for similar work and save you time.

Duplicate a project with below steps:

1. Select the project you want to duplicate
2. Click on the More Options menu
3. Select Duplicate

A duplicated project will include the word ‘Copy’ alongside the original project name. Note that duplicated projects will not include the members from the original project.

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Only project owner has the permission to duplicate a project

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Project Department

Project Department allows you to categorize projects by department, improving organization, visibility, and accountability. This feature helps teams focus on department-specific goals, facilitates easier filtering and reporting, and enhances cross-departmental collaboration by clearly defining responsibilities within projects.

Add a Department

Click to open the More Options menu and choose Add Department. This will take you to the Departments page.

To add a new department, follow these steps:

1. Select Add Department from the More Options menu, which will take you to the Departments page.
2. Click the Add Department button at the top of the page.
3. Enter the department’s title and description.
4. Click Submit to save the new department

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Only the Owner is able to add, edit or delete a project department

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Bulk Actions

You can bulk-update project statuses, duplicate projects, or lock/unlock multiple projects at once through the More Options menu. These actions save time, maintain consistency, and keep project statuses organized, supporting effective project management.

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In AYYES Work Manager, you can delete a maximum of 5 projects at a time.

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