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Project Management

We just made the whole process super simple.

You shouldn't be spending hours searching for project management systems, only to then spend even more hours (or days!) learning how to use it. You want to have your projects loaded into the system and organized within minutes, ideally. ProProfs Project lets you do this quickly and easily.


The Projects Page


What makes up a project?



Everything begins with a project. Once you set up a project, you can optionally attach it to a client, then break the project down in to smaller pieces (tasks), and then even smaller pieces (sub-tasks) and assign these tasks to your team members to work on.


The hierarchy goes like this:


Client  →  Project  →  Task  →  Sub-task


Inside the project are Tasks and Sub-tasks, however you can also attach files, place comments, write notes, attach time entries and more. Let's go through each aspect of what makes up a project.



As mentioned above, tasks make up a project. You can access the tasks page for a particular project by clicking the "Tasks" button underneath the project. We cover Tasks in a separate section.


Comments & Files

You can place comments on projects and tasks so that you can collaborate with your team. You can also attach files to projects and tasks. This is covered in our Collaboration section.



You'll notice that when you hover a project you get a different cursor that prompts you to move it. You can drag and drop the project into any order you like, for example your most important project at the top.


There is a default order for projects that your users will inherit. This same order is used for the project dropdowns (found in other areas of the application), and for reports. However, users can have their own order which administrators can override by filtering to a particular user from the User dropdown. This is useful if users want to have their own order of priority for projects.


Color Coding

You can assign colors to projects to help you identify the projects easily in the projects page and the Calendar too. You can use colors however you want; we leave that up to you.



Next to the color bar is the 'Traffic Light Status' indicator which is incredibly useful for organizing your projects and helping you focus on the right thing. The way we designed it is like this:


  • Green - Active, something you are working on right now.
  • Amber - On-hold, you are waiting on something.
  • Red - In-active, don't think about this right now.


The traffic light status indicators work well when dragging and dropping projects in to priority as you can effectively create dependencies. For example, at the top of the list you have an active project (green traffic light), then under that you might have some in-active projects that are dependent on the one above it being completed. Once the project above is complete, you can set the traffic light status to green.



Next to the status indicator is an exclamation mark icon which you can click on to mark the project as important. The project will be highlighted and will stand out as important compared to other projects.



Projects can be grouped together with multiple tags, to help you filter out projects and organize them better. Your 30 most popular tags will show above the projects list.


Tip: You can tag projects by clicking on the project name to open the project activity window, then clicking Add Tag.



Milestones are dates you assign to projects and tasks. You can set a start date and a due date for a project. The time span will show in the projects list, and will also be reflected in the Calendar.


When a project is due the date will highlight in amber and show up in your notifications feed. When the project is overdue the date will highlight in red.



Progress can be calculated automatically in two ways, either by the amount of tasks completed or by the amount of hours tracked against the estimated hours. If you want to override the progress and set a manual value, you can do this by clicking on the progress bar.




Tip: You can set your preference for how progress is calculated in the My Company page which is accessible from the Account menu (top right).



When setting up a new project, by default you will be assigned to a project. However you can also invite other Users or Teams to the project so they can collaborate, share files, work on tasks, track time etc.




You can add users by just clicking on their name. They will highlight in green with a check mark to the right to indicate they have been assigned. The same goes for teams.


Once you've invited a user to a project, they will receive a notification email informing them that they've been assigned to a project. They can reply to this email and it will thread as a new comment.



Time entries are attached to Tasks and the total amount of time tracked is grouped together and shown at a project level. This gives you a birds-eye-view of how much time your team is spending on a project.


You can also specify an estimated amount of time you expect the project to take, and this will show underneath the actual time highlighted in red or green depending on whether the hours are in budget or not. All of this is covered in our Time section.


Project Templates

A simple way to save time




If you find that you are always setting up the same project, with the same tasks, same color coding and same due dates, then project templates will save you lots of time.


When adding a project you can check the Save as Template checkbox in the Advanced Options. Then your project will be moved in to the Templates folder, next to the Open and Closed projects. You can add tasks and sub-tasks to this template project, color coding, due dates and status.


Click the Options button (the cog wheel) and then from the menu that appears click Create Project. Your project will then be created as a duplicate of this template, which you can then rename.


Tip: Dates will be automatically calculated for new projects that are created from templates. Make sure you have a start date set for the template and new dates will be based on that.


Next: Managing Tasks →