Projects & time
Common operating scenarios for Projects & time. Each page answers: what to do, why, the steps and what to avoid.
| Scenario | Short answer |
|---|---|
| Department head cannot approve project time | Let the project PM approve, or add the department head to the project as PM. |
| ”Role required” error on a project | The PM adds the person to Members with the correct role code (e.g. project_manager). |
| Kickoff of a high-budget project | The project goes pending_approval → approval Inbox → planning; if rejected, cancelled. |
| Predecessor task slips | Move the predecessor date, preview the dependent reschedule, check Milestones, log a Risk. |
| Closing a parent task with open sub-tasks | Close or cancel the sub-tasks first. |
| Deliverable rejected | The PM enters a reason; the owner fixes and resubmits. |
| Milestone has no amount | Enter a fixed amount or a % of budget on the Milestone first. |
| Wrong hours found after approval | PM uses Adjust and chooses a reason; if already invoiced or paid in payroll, use a Credit Note or the next payroll period. |
| Project over budget | Review the Budget by category card and propose a new Budget version for PMO approval. |
| Allocation over the effort plan cap | Increase planned hours / reduce contingency, or reduce another allocation. |
| A member leaves the project | Reassign Tasks and meeting conclusions, approve pending time, then set them inactive. |
| Internal project | Use the internal project type: not billable, no Invoice; hours still count as cost. |
| A risk materialises | PM converts the Risk into an Issue, records the response, assigns Tasks. |
| Cannot close a meeting | Close, cancel or carry over follow_up conclusions that are still open. |
| Deleting a project | Only possible in pending_approval, planning or cancelled. |
| Cannot log time on a paused project | Set the project back to active first. |
| PM clicks Complete but the project stays open | Wait for a projects:approve holder to approve the close request in the approval Inbox. |
| Starting a task warns of unfinished dependencies | Handle the predecessor, or confirm to start anyway. |
| Project from template refuses a person | Add that person to the Members directory first. |
| Worked 6 hours, bill the customer 4 | Write down at line approval with a reason — worked hours stay unchanged. |
| Billing overtime to the customer | Record the OT part on the time line; turn on the project’s OT premium to bill OT at its own rate. |
| What does project cost include? | Read the cost card with all legs: labour, expenses, purchasing (committed and received) and materials issued. |
| Reviewing a task against criteria | Submit the Task for review; the reviewer scores the configured criteria and decides. |
| Turning meeting conclusions into tasks | Record action-type conclusions and assign them as Tasks; the meeting closes only when conclusions are handled. |
| Creating a project from a template | Save a template (task tree, dependencies, milestones, roles, effort plan) and create new projects from it. |