Projects in Allfred are the fundamental building blocks that structure and track your agency's work. In project detail you can effortlessly navigate through budgeted work and expenses, monitor the progress and status of individual tasks, track spent hours, and keep an eye on invoicing.
How to create a project?
Go to Projects section (left bar)
+ New project
Enter the Project name
Choose the Project type:
Fixed-price: can include monthly retainers, when clients pay fixed amount each month, or projects with define scope
Time and materials: when the agency charges clients based on the actual time and expenses spent on the project
Input the start and expected end dates of your project. This allows Allfred to accurately include the project in reports generated within a selected time range. Allfred will only include projects with start and end dates falling within that specific time range.
Choose the project category: you can manage project categories directly while creating projects. By creating custom project categories, you can tag projects with relevant labels such as 'internal marketing', 'overhead', and more, allowing for enhanced tracking and reporting
Select the billing category: If you are creating a project that will not be billed and you do not anticipate any revenue from it, mark it as "Non-Billable". This label is appropriate for internal projects (e.g. for tracking internal work or overhead), non-profit projects, or tenders.
In the Note section, you can add internal notes for your team, whether it's a note for finance managers, account managers, or anything else that needs to be kept in mind.
Pick the Brand under which you want to create a new project. If the brand is not on the list you can easily create a new one directly in this step
Set the Contact person on the client side. (This contact will be used for the project invoicing and will also be available to other project managers during handovers.) Setting the contact person is not required in this step.
Allow client access to the project. More info here.
Select the Team to which the project belongs. At the team level, you can easily plan internal capacities or monitor the financial results and profitability of individual projects. User access is restricted to their own team's data.
Set the Project Manager (the main PM who will be responsible for budgets, preparing invoicing documents, assigning expenses, monitoring project reports, and adjusting time tracking and tasks created by other team members)
Set Other project managers (other PMs involved in the project with same permissions as main PM)
Click on “Create project”
After creating the project, you will see the dates, contacts, project managers, and any notes you've added in the overview. If you notice any mistakes, you can easily fix them by using the Edit Details button.
Even if your newly created project doesn't have data yet, Allfred offers complete freedom without any limits. You can start working on the project immediately, making tasks, monitoring time, and effectively organizing your team's capacities. Just utilize the pre-made "not-budgeted" item, where you can create the tasks, track hours or plan capacities.
Assigning budget
Allfred will let you know if a project doesn't have a budget assigned to it. Assigning a budget is really important because it helps keep track of hours, expenses, invoices, and costs. You can create a budget easily either in the Budgets section or by clicking on the warning button directly.
How to delete Not-budgeted budget item?
Once the budget is assigned, the "not-budgeted" item will be marked as "deleted". If there are no hours tracked in this budget item, it will disappear right after assigning a budget to project.
Note: If, for any reason, you prefer not to transfer data from a DELETED budget item to another active budget item, you can easily hide it from your overview to avoid distraction. Simply use the settings icon to manage visibility.
Move tasks to another budget item
If there are some tasks with tracked hours, you need to move those tasks to another budget item within the project or to another project.
Open the task detail view.
Click on the 'Move' button.
Edit the task name if necessary.
Select the new project and budget item for the task.
Update the task description if needed.
Revise details like the deadline, status, or priority for the new project or budget item context.
Click 'Move' to complete the action.
The task will open in its new project location, and tracked hours will move with it.
Budget items with the label DELETED will disappear shortly after moving all the tasks. (note: It may require refreshing your page)
Deleting the task may be also the solution, however you can delete the task only when there is no time tracked. First, you need to either delete the tracked time or transfer the tracked hours to another task within the same project or to the different one.