Configuring Projects, Teams, and Supervisors Print

Projects describe the work being performed and support cost codes, billing, reports, and exports. Teams describe reporting relationships and can limit supervisors to the employees they manage.

Plan the structure

• Use a Project for a client job, internal department, grant, work order, or other activity that needs separate time totals.
• Use a Cost code for an identifier expected by payroll or accounting.
• Use a Team for a crew, location, department, or supervisor reporting group.
• Do not use projects as a substitute for teams. An employee can work on several projects while remaining on one management team.

Enable Projects

1. Go to Time Logger > Settings > Features.
2. Enable Projects & cost codes.
3. Expand the card and choose Project Assignments, Required Project Selection, Client and Cost Codes, Billable Rates, and Project Export Columns.
4. Select Save feature controls.
5. Confirm Time Logger > Payroll > Projects appears.

Create a project

1. Go to Time Logger > Payroll > Projects.
2. Enter a unique, recognizable Project Name.
3. Enter the Client Name when used.
4. Enter the Cost Code expected by accounting or payroll.
5. Enter the Billable Hourly Rate when profitability reporting is used.
6. Select Add project.
7. Confirm the project appears as Active.

Example: Project “Riverside Office Renovation,” Client “Riverside Dental,” Cost Code “JOB-1048,” Billable Rate “125.00.” Do not enter a currency symbol in a numeric rate field.

Require project selection

1. Create at least one Active project first.
2. Enable Project Assignments and Required Project Selection.
3. Review the related requirement under Settings > Payroll Rules.
4. Test a normal clock-in, manual entry, and kiosk clock-in.
5. Confirm the employee cannot continue without selecting an Active project.

Do not enable a required project before employees have valid choices. Otherwise legitimate clock-ins may be blocked.

Project lifecycle

Deactivate a completed project to stop new selections while preserving historical time and reports. Before deactivation, confirm no current shift, future schedule, or routine workflow still depends on it. Never reuse an old project record for a different client job merely to preserve a familiar code.

Enable teams and supervisors

1. Go to Settings > Features.
2. Enable Teams & supervisors.
3. Enable Team membership and, when desired, Scoped supervisors.
4. Select Save feature controls.
5. Confirm Workforce > Teams appears.

Create a team

1. Go to Time Logger > Workforce > Teams.
2. Enter a clear Team Name, such as Field Crew A, Front Desk, or Downtown Location.
3. Select the Supervisor.
4. Select every employee who belongs to the team.
5. Select Create team.
6. Review the saved supervisor and membership.

Verify supervisor scope

1. Use a supervisor test account, not an Administrator account.
2. Open Time Entries, Corrections, Schedule, Time Off, Approvals, and Reports as applicable.
3. Confirm assigned team members are visible.
4. Confirm employees outside the team are not visible.
5. Repeat after each team-membership or supervisor change.

Administrators and organization-wide payroll users are not necessarily limited by team scope. Test with the exact role used by real supervisors.

Maintenance checklist

• Review Active projects when a client job opens or closes.
• Review team membership when an employee changes manager, department, or location.
• Change employment status before removing a former employee from team workflows.
• Use effective-dated employee rates instead of changing historical project costs.
• Verify project and cost-code columns in a sample export before payroll launch.

Troubleshooting