Create projects, assign members, evaluate hours

How projects work in Jobilino

1. One project = one bracket around hours

   A project groups all time entries associated with a task, a client, or a cost centre. Employees select the project when logging a time entry, and the report then totals the hours per project.

   Tipp: You do not have to label everything as a 'project'. Many clients also use this structure to map internal cost centres, machinery, or properties.

2. Prerequisite in the time type: 'Has Project'

   For the project field to appear in the entry form, the selected time type must have 'Has Project = active'. If this is not the case, employees will not see a project field and will not be able to assign a project to the entry.

   Tipp: Manage time types: 'Administration' → 'Time Types' (see the manual chapter 'Managing Time Types').

3. Project status controls availability

   Every project has a status (e.g. 'Active', 'In Planning', 'Completed', 'Paused'). The status determines whether a project is offered in the entry form or not.

   Tipp: You can manage default statuses under 'Administration' → 'Project Status'. Each status has a colour (theme) so that it is immediately recognisable in lists.

4. Project team controls visibility

   You can explicitly assign employees to a project. This way, only the assigned employees will see this project in their selection. Without an assignment, projects behave – depending on the configuration – as either 'available to all' or 'not selectable'.

   Tipp: Project teams are not real 'teams' in the sense of organisational teams – see the manual chapter 'Teams' for the latter. A project team only defines who is allowed to book time to this project.

Create project

admins

1. Open projects

   Click on 'Projects' in the main menu.

2. Start a new project

   Click on 'Add'.

3. Enter master data

   Assign a descriptive name (e.g. 'Construction Project Vienna Centre 2026') and optionally a description. If you would like to assign a client, select an existing one or create a new client.

   Tipp: Keep project names short and unambiguous – they appear in drop-down menus. Appending a year makes them easier to find in reports.

4. Set status

   Select the appropriate project status. For ongoing time tracking it must be an 'active' status (e.g. 'Active').

   Tipp: By default, Jobilino provides the status 'Active' as the default. You can manage your own statuses under 'Administration' → 'Project Statuses'.

5. Optional: Assign members

   In the 'Members' / 'Team' tab, add the employees who are allowed to book time to this project.

   Tipp: If you leave the field empty, the project is available to all employees (provided the time type 'Has Project' is active).

6. Save

   Click 'Save'. The project appears immediately in the list and in the employees' dropdown.

Manage project members

1. Open project

   Select the desired entry under 'Projects' in the main menu.

2. Open the Members tab

   Click on 'Members' / 'Team'. You will see all currently assigned employees.

3. Add employees

   Use the search / 'Add member' to select employees. You can add individual people or several at the same time.

   Tipp: The search displays all active employees of the client. Inactive employees do not appear – they cannot (or can no longer) book time to projects.

4. Remove members

   Use the bin icon to remove employees from the project team. Hours that have already been booked are retained.

   Tipp: Recommendation: If someone leaves the project, it is preferable to remove rather than deactivate them – their hours remain in the reports, but the project no longer appears in their dropdown.

5. Save

   Changes generally take effect immediately.

   Tipp: Employees who have an open entry for the project (e.g. 'Timer running') will retain the current entry, but will no longer see the project for new bookings.

Edit and close project

admins

1. Open project

   In the 'Projects' menu, select the desired entry and click 'Edit'.

2. Change status

   Set the status to 'Completed' (or a similar one) as soon as no further bookings are to be made. The default name and colour can be chosen freely.

   Tipp: Employees will no longer see completed projects in the selection, but previous hours remain fully retained for reports.

3. Adjust master data

   The name, description, client, status and members can be changed at any time.

   Tipp: When renaming a project, please note that reports will use the new name – including retroactively. If you need the old name for historical purposes, it is better to create a new project and close the old one.

4. Delete project

   A project should not be deleted once time entries are linked to it. Instead, close it via the status. If there are no time entries at all, the project can be deleted.

   Tipp: This keeps your reporting history consistent – evaluations of past periods will continue to display the original hours correctly.

Manage project status

admins

1. Open project status

   Administration → Project status.

   Tipp: Here you define all status values that can appear in the project list.

2. Add status

   Click on 'Add', assign a name (e.g. 'In Planning') and select a colour ('primary', 'success', 'warning', 'danger' …).

   Tipp: The colour is a Bootstrap theme class and determines how the status is displayed as a badge in lists.

3. Set default status

   By default, Jobilino provides the status 'Active' as the default value for new projects. You can adjust this default in the settings.

4. Delete / archive status

   Statuses that are no longer in use can be deleted, as long as no project currently carries them. Otherwise, please reassign the projects first.

   Tipp: Tip: Rather create an 'Archive' status and re-label old projects instead of deleting statuses.

Select project in time entry

employee

1. Start entry

   Live via 'Start time' or manually via 'Create time entry'. Select a time type that has the project field (e.g. 'Working time').

   Tipp: If the time type does not show a project field, 'Has project' in the time type has the status 'inactive'. Please contact your admin.

2. Select project

   The 'Project' dropdown only displays projects for which you have been approved as a member and which have an active status.

   Tipp: Type to filter – the list searches by name and client.

3. Optional: Note

   Briefly describe what you have been specifically working on. This will be helpful later when billing the project.

4. Save

   Clicking 'Save' stores the booking. It will appear immediately in the project report for the project.

   Tipp: You can still change the project and note afterwards, as long as the entry has not been finally approved.

Evaluate projects

1. Open report

   Set the 'Project' filter in time tracking or select the 'Project overview' report.

2. Hours per project

   You can see the total hours per project – broken down by employee.

   Tipp: Use the date filter to narrow down the view to a specific month or quarter.

3. Excel Export

   Use 'Excel Report' to export the analysis for your own pivot tables, invoicing, or accounting.

   Tipp: More details in the manual chapter 'Reports and Analyses'.

4. Employee Drill-Down

   Clicking on an employee displays their individual bookings for the project – including notes and date.

   Tipp: Practical when you want to understand what was specifically worked on.

Working time planning with projects

admins

1. Open shift planning

   Open 'Working time planning' in the main menu. Here you plan which employee is assigned to what and on which day.

2. Generate plan on a project basis

   Select a project – the schedule generates slots only for the employees who are members of this project team.

   Tipp: If you leave the project empty, the entire client will be scheduled.

3. Convert slot into time entry

   When a scheduled slot has actually been worked, the employee can create a 'real' time entry directly from the slot. The project is automatically carried over in the process.

   Tipp: This keeps plan and actuals consistent – reports can compare scheduled with booked hours.