Transcript for the video 'Q3 How to set up Teamwork.com for success':

Hi, everyone. Good morning. Good afternoon. We're just gonna give a minute for people to join. Hey, everyone. Welcome. Okay. Alright. While people are joining, hi, everyone. Welcome to our webinar today. This is set up your team works dot com for success. I'm Helen, your host for today, and I'm joined by Andrew, our awesome awesome product expert from the team works dot com customer success team. So while we are waiting for everyone to join, maybe just do a quick warm up question in the chat. So if you open up the chat, and you can share with us where you're joining from today, and maybe what's one thing you like the most about summer. I can start. I'm in Toronto, and one thing I like the most about summer is the long days. So winter is always like, we get only, like, six to seven hours daylight, but summer is, like, straight twelve hours or would be more, yeah, more than twelve hours, which is so nice. Like, feel the day is so long. What about you and Ju? Thinking, like, about summer, I have to go with being able to just do outside activities. I like to golf, and I like to play tennis and pickleball outside. So just outdoor being able to do outdoor activities. I'm in the northeast, so the winters are I'm in, like, the New England area, so winters are not fun. So being outside and just doing outside activities is my favorite part. Yeah. So nice. And from Atlanta, Georgia, bloomy flowers. Yeah. Yeah. For sure. Spring and summer. All kinds of different flowers. Cool. I think we have a good number, and we just can get started. We have lots of things to cover today. So if we move on to the next slide, just some quick intros, please, Andrew. Move on to the yeah. Thank you. So I'm Helen again. I'm part of the customer education team out here here at teamwork dot com. I run our academy and in app trainings, so I'm aiming to help customers learn how to get the most from Teamwork so you can get the work done more effectively and efficiently. And, Andrew, do you wanna introduce yourself a bit? Yeah. Andrew Parks here. Hey, everyone. I am a customer solutions manager here at Teamwork. So I kind of work with the customer success teams here at Teamwork and our sales teams to just support, support our customers in terms of getting things set up for them properly, sharing best practices, really keeping people up to date on how to use our features effectively to meet their business goals. That's really my role within Teamwork there. It's just making sure to enable our customers to use Teamwork to its fullest extent. So, I'm very happy to get everyone's questions today. It'll be fun getting questions into the chat today, and, can't wait for to to get into things. So thanks so much. Thanks. Thank you, Andrew. So like I said, Andrew is our awesome one for product expert. So if you do have any questions, don't feel don't feel feel hesitant to ask. And just a quick plug, for our team works dot com academy, it's a free resource with on demand courses. So I'm just gonna pop the link into the chat, so please feel free to check that out as well. Cool. Okay. Before we dive into today's agenda and all the stuff, I just wanted to give you some clear goals for today's webinar. So our goal today is to give you, as PMs and site admins or project managers, operations managers, site admins, the tools and the best practices to set up your team for success. And by the end of the session, we hope you will be able to take away with how to structure your workspace so projects are easy to manage and report on setting up clients and create projects effectively with repeatable resources, track time, budgets, and workload to keep projects on track. And then last, definitely not the least, use reporting to get stakeholders accurate, accurate and real time updates. So just want to call it out because we want you to leave with both the why, like, the value of these these things, and then the how, like, those practical steps that you can apply right after the session. So that's that. And on to the next slide, please, Sanju. Cool. So couple of quick housekeeping notes. You can ask questions at any time in the q and a panel. We will pause after each section to answer some live. We will also leave some time at the very end to address your questions as well. And on to the next slide. Yes. So today's webinar is gonna is being recorded, and you will get the recording afterwards so you can rewatch or share with your teammates. So no worries. And onto the next slide. Yes. So I wanted just to quickly call out our team work dot com hierarchy if you haven't seen this. This hierarchy helps explain how work is organized in the system. So on the screen is a visual to help, but what you need to know is that work is centered around around clients. And within clients, you have projects and tasks. They're how you manage work. And then everything else like budgets, time logs, milestones, those are ways just you work with data within the project. So keep that in mind as we move on to today's agenda. So let's go on to today's agenda. To the next slide, please, Anju. Yes. So this is what we are covering today. And like, I described in the teamwork dot, like, the teamwork dot com hierarchy, we're just gonna go from the outside to the inside. So we're gonna start with setting up clients and then create work for your clients and then track time, budgets and profitability, manage your team's workloads, and then reporting. So that's that. So we hope by the end, you will have a clear setup process that makes your job easier and your team more productive. And I would just stop here and pass it to Andrew to show us more about the hierarchy. Awesome. Thanks so much, Helen. That was good good kind of preface to what we're gonna go through today starting from the big picture going to the small picture. Right? So let me just pause. Give me more bear with me one second. Okay. Should be able to see that okay now? Yes. Awesome. Alright. So, everyone here, I am logged into a demo site today, that we use for these webinars. As you can see, I'm logged in as myself here. So as Helen mentioned, we're gonna start with kind of the top of the hierarchy in Teamwork, and that's our clients. Right? So if I navigate over to the client tab up here on my side, left hand side navigation panel, I can see that I have my clients listed in a simple row here. The reason why it's so important just kinda to take out like, if you're setting up your site for the first time or if you're, you know, even using Teamwork for a long time, keeping the clients at the heart of your workspace means you can see everything for that client in one place. Right? Projects, budgets, tasks, all tied together underneath that client there. There's no more, you know, chasing information across different tools or different folders, things like that. It's nicely organized you for you for you in here by client. So you can see here, if I click underneath Apple, you'll see I have three projects happening for Apple. You can have multiple projects per client, of course. Coca Cola, Nike, for instance. I have some really big clients in this demo site here, but you see I can have projects underneath those clients there. My projects are gonna give me quick information here. So I can see, you know, who the project owner is. I can see the task completion information. I can see the health of the the project. I can set the health of the client at the top here. And even I can see budgets here, financial budgets, time budgets, and then other things such as tags, etcetera, etcetera. So, again, essential hub for you to keep track of all your clients in one place there. So, you know, right now, your project list might be a list of active client work, archive jobs, internal initiatives. It can be very sort of, not messy, but it can be very a lot to sift through here. But when your account manager needs a quick view into everything happening for Apple or everything happening for Coca Cola, this is the place where you can send them to to avoid having to go into those projects there. You can get a high level view of your client within here. So that's really the scenario we're trying to solve for here. Okay? Lastly, just wanna show you one more quick thing. If I click into a client here, it gives you even more insight. So, again, going back to that use case, being able to see, like, what's happening at for the client, a quick view here. We can see profitability of the client. We can see budget breakdown. We can see billable versus non billable time, project health, and I can even put in some notes about that client, etcetera, etcetera. There's some other features up here that I won't go through in-depth today, but we have quoting. We have projects that we can see. We have time for the client tickets, which is our desk system, and then people involved in that client as well. Alright. So, hopefully, that's a quick kind of intro there. That was a quick section to go through, but just wanna make sure to go through that. Adding clients is as simple as coming up here, adding in client information. You can also filter this view here as well. Is there any questions so far around setting up clients and what what this kind of view is for here? Yes, Sindhu. Just a quick question. Can you show show how you can turn on that client's view? Yes. If you don't see the client view here on your navigation window, just go into your settings here. Go into your profile and then go into settings. Go into general, and then the client's view, just make sure that is toggled on. Okay? So only site administrators will have access to this area here, but it's important just if, obviously, if you're running client work, make sure to turn that on within the settings here. Perfect. Thank you, Andrew. That's all the questions I have for this section. If, like we mentioned in the beginning, if you have any questions, please feel free to pop it into the q and a. And back to you, Andrew. Awesome. Okay. So next section is all about creating new work in Teamwork. So we've established that the clients at the top level. Right? Now the next level down is projects. Right? So how do we create projects in Teamwork? How do we create new work? You know, client comes in with a new request or a new project coming down the pipeline. How do we go ahead and create that new work? So I'm gonna start by just flipping over to the project view here, and I just wanna show this view very quickly here. This will show you all of your your internal projects, of course, and then your client projects here underneath. This will show you a list of all your products in one view here. Now this is, nicely organized. Again, clients top level and then projects underneath that client there. Of course, you can have as many projects as you'd like underneath the client there. Now if I look at the projects here, you'll see I have digital marketing plan, marketing campaign, and then a periodic closing project as well here. I just wanna point out that, you'll see that some of these projects have an interesting naming conventions here. A project in Teamwork is simply just a container of work. Right? It contains task lists, tasks, subtasks, but it also contains budgets information. So when you think about how to structure your projects, team Teamwork can support a number of different projects, whether it's just a continual project, like an evergreen project, which would be more like a retainer example, or it's a fixed fee project, more start to finish. Right? So this would be like a website project plan down here for Coca Cola. Whatever kind of shape and size your project is, Teamwork can mimic that structure there. Okay? When we talk about creating new projects, though, the things you want to think about is, okay. What goes into my project, and how can I template out my project? So I'm just gonna go ahead and click on the digital marketing plan just to give you a sense of what the project looks like here, and I'll get rid of that little thing there. When I look at this digital marketing plan here, this is an example of a retainer project. And what you see here are task list at the top and then tasks underneath there. Your tasks are individual to dos that are signed out to folks, and your task lists up here are your kind of sections of work within the project there. So a task list can be, you know, SEO, social media, strategy, PPC. Those are some different services that I'm offering in this retainer example. So as you can see there, I this is how I've designed my project. Now when we talk about creating work there, we'd obviously, you know, your projects can be very involved. There can be lots of tasks in your projects. There can be lots of detail. The problem that we wanna solve with project templates is the manual creation of work. We don't want you spending hours and hours just setting up a project, for instance. So when we go to set up a project there, we'd like to talk about using templates. Now templates is a prebuilt project for you to be able to create one of your new projects very quickly with and have all of your tasks and work automatically populate within that new project. So if I go navigate over to my templates area in Teamwork here, I can see that I have a number of custom templates already built out for you for myself to show today. There's also example templates under Teamwork templates here. They might not be specific to your workflows, but they're good examples of different things like retainer project, creative request. You know, you have different sections here for IT projects, things like that. So take a look at those. I do wanna show you example of a custom template, though. So I'm just gonna go into a phase project example here. And this is a phase project here. So I have preparation of project, phase one, phase two, phase three, and so on and so forth. And then underneath those phases, I have my tasks here. The really cool thing about templates is that I can just use this template to create my new project, and all of these tasks will automatically flow through to my new project. Okay? So you're using really you're really using project templates to save you time and standardize your workflows. So a lot of the times we talk to our customers, and sometimes, you know, their projects can look a lot different depending on which team creates the project. That can lead to disorganization. It can lead to, not being able to report on information you'd like. So what the real impact of these templates are is to standardize your workflows, to standardize your processes for predictable deliver delivery, ensure timelines and responsibilities are clear from day one, and just simply save time in rolling out new work. So instead of creating a new product from scratch, I can go ahead and use this template here. I can choose when my project starts. I can go ahead and name this project. Let's call it test. I can add in my people. I can choose what's carryover, and then I can categorize it and tag it, makes defaulted to billable or nonbillable, and apply custom fields if I want here as well, and go ahead and create that project. So that'll just take a second to populate. But there, I have a brand new project set up for me with my task defined, my estimated time defined there, my dates defined, which is really nice there, even assigned out to my different teams, my milestones assigned out. So, you know, lots to talk about there. And sorry. Just go back here. This is that list view of your tasks here, but that that's how quick it is can it can be to roll out new projects. So that's just creating work with project templates, how important that is to really think about how we can standardize our workflows, what repeatable projects do we have, and how can we use templates to save time rolling out new work. Okay. So a lot in there. I'll pause in a second. I just wanna go over one more quick thing here. If you go to our templates area here on the left hand side, you'll see project templates like we talked about. We also have what we call task templates. I just wanna show everyone this very quickly there. Task templates can be super helpful. It allows you to just template out an individual task list. So if I just want to, you know, sprint two, for instance, or design home page or blog posts, if I do blog posts for different types of clients, for instance, I can use this little task template here to drop into any client project at any time. So same concept there. It helps us standardize our workflow. This is kinda saying in this example is, like, every time we do a blog post, we need these exact you know, however many steps to happen. I can use that task list template to drop into existing projects as I go along so I don't have to create these tasks manually. That is the last part of this section. There's a lot in there. I know we kinda rambled a little bit there, but any questions that came up during during that, template area? Yeah. So this is a pre, webinar question. So a customer is asking, like, if I have a task dependent on the other one, can I include that into templates? Absolutely. Yep. So I'll just go to my back to my project templates here. I think I have an example of that. So, anyway, I will show you this one here. This is just a, example of a web design marketing project. So, like, if I wanted to make some dependencies, I can come into one of these tasks here, go to dependencies, and then just link that dependency there. Select task, and that should have just set that up. Let me just try it one more time. There we go. It worked. You see I have a dependency set in my template there so that, again, your workflow is standardized. You can act you can create your dependencies and all that stuff within your templates so that when you use those templates, your dependencies will automatically carry over to to the live project. Perfect. Thank you, Andrew. And another question, this is about milestones. So a customer is asking if you could provide just give some benefits and the common use cases for milestones. Yeah. Milestones sort of sit above so if we go back into that phase project, I think I have some milestones set up. Perfect. Go to milestones. Milestones sit above task list in the hierarchy, guys. So you'll when you go to, like, a a task list task list here, phase one or area of work, I it sits above a task list. So I can attach one or multiple multiple task list to a milestone. A milestone in Teamwork just represents an important date within the project that you need to keep track of. Right? So, you'll see here that these some of these are connected connected to task list there, and the advantage there is when they're connected. Once I start checking off tasks in this task list here, what's kinda cool is that the progress of the milestone will update based on the tasks you've completed within that task list. So they're just there to represent important dates within the project there. They're just another layer of visibility into important important points in time within the project or almost checkpoints to set up within a project there. Great. Thank you, Angel. Another question. So a customer is asking, how do you handle a task when it's when when it is decided one task is not needed for a particular project? Do you mark it as complete, or is there an option to label it as, like, non applicant? Or should I just add a note in a task and mark it as complete to, like, just common practices? Good question there. I would suggest adding a tag to the task, so you can add tags to, you know, each task you see in Teamwork there. So if I open up, like, okay. Run keyword search. We might not we for example, we might not need to do that every time. If I added a tag there, like like you're suggesting there for NA or, you know, it's like pending task almost. Right? You don't know if you're gonna need that task, like, it as pending, for instance, to create new tag. That allows you to, first of all, identify that quickly there. And then what I would say, if you don't wanna delete the task, I would just I would absolutely just complete it. And, you know, you have that tag on it so you can go back and report on it. So I would just say using tags to identify and label those tasks might be helpful. I don't think you need to do anything too crazy. Just completing it and and making sure a specific tag is on that, like a label of some sort so that you can go back and report on that, I guess. You could also obviously delete it if you don't if it's not needed in reporting, but just up to you. Yeah. Good question. Yeah. I some some like, something I do is I create a archive task list, and I aside from the tags, I would just move the task to the archive task list if I do want to keep that task open or Yep. At least for resort like, references. Yeah. And then this is, so another question. So for marketing, how do you ensure that different task list deliverables align across lists? So, like, for example, social media, blog posts, landing pages, emails are all due on that state on to a client. Do you have to adjust all task list due dates when timeline shifts? So that's a good question, Allison. So if you have dependencies on that you know, if you if you if I set up dependencies on this task list, for instance, like SEO, and I had dependencies set up on each of the tasks there, Once you move one task state, all the rest of the tasks will update with it. So the I would I would say that dependencies is what a lot of our customers will do for that. Just adding dependencies for each task there. And if I'm again, if I moved this one date here so, like, let me show you a quick example here. If I add a dependency so that's just one task there, but you'd have to do that for every task in your list there. And then once I move the August fourth to hold on one second here. Of course, there's no dates on this task. Put that for August seventh. So now once I move the date on this task here from August fourth to August sixth there, I can adjust dependence with it, move it to August sixth there, and that date just adjusted there as well. So, like, that's what I would recommend if you want to, ship move manage those shifting timelines and set dependencies. One other thing you could do, Allison, is use milestones. So if you wanna create, like, a milestone that sits above the task list there, I could go to edit list there, go to milestones. So SEO deliverable, for example. And let's see. Our final task is due on August eighth. You see down there, so let's have it do the eighth. Great milestone. Save changes. Now what's cool about the milestone here is if I click open the milestone, I can just move the milestone deliverable and say, okay. Actually, we're gonna push this a week, and then I can automatically shift all associated tasks with that milestone change as well. So if you wanna create milestones for those really important due dates when those deliverables are supposed to be due, connect them to the task list and then shift the milestone date, and then just update the milestone, and all the tasks will shift with it. So I think that that it's a really good example of how to keep track of, like, important deliverable dates within projects. So, hopefully, that helps. Great. Thank you, Andrew. And then last question for the section. So James is asking, can you ever associate more than one milestone with the task list? Good question there. Unfortunately, no. It's one milestone per task list, so you can't have multiple milestones. Sometimes our customers will put, like, a a just use one of the tasks within the task list as a milestone task almost. So it's kind of a little bit of a workaround, but, for example, you could tag published blog content. That could be a milestone almost on its own. And just make sure to tag it that way so that way you can kinda see what milestones you have within the task list. So that's definitely a a little bit of a workaround there, but that would be that's the solution to that. So I see what you mean by that, but it's really is one milestone per task list there. K. Thank you, Andrew. Those are great questions, and, let's keep that coming. So cool. I think we can move on to the next section, and back to you. Yeah. We'll move on to the next section there. I think, you know, there's a lot that goes into the project setup stuff. So, like, I'm happy to leave some more time at the end for those questions if you have more. But, hopefully, that those those were really good questions. Hopefully, that helps a little bit there. The next section where you wanna go through is just kinda working on work and and, specifically, logging time. Right? So logging time and teamwork is super important to get your financial reporting, to get your estimated versus actual reporting. So, like, to get all that data, we need to peep people to accurately log time. Right? So when we look at these tasks here, we have the ability to put in what's called estimated time on the task level. So a scenario here is, like, we can set up and say, okay. This task is gonna estimate us to take five hours, for example. So to update special hours holiday for the whole year, it's gonna take us five hours. Or maybe let's do, let's do page speed optimization. That's already estimated at ten hours. That's a better example. So when we estimate tasks there, you know, example here is that we estimate ten hours for this piece of work, but we log fifteen hours or we log five hours. So we can easily quickly see how much time we've actually actually logged towards our estimate, and we can see how accurate we are and adjust things going forward. So we can actually reduce estimates or increase estimates based on what the actual time is logged towards that task there. So there's lots of different ways to log time, but I I just wanna mention the estimated time first there. So the premise in Teamwork for logging time is just going to the clock area and either starting your timer or logging time like this. So I can say, I spent two hours on this task here. The date is August twelfth. It's billable time, and I hit log time there. And now I have two hours towards my ten hours there. So it now shows eight hours remaining. Okay? So you kinda get instant visibility into what you're logging towards what you're logging on the task and what you've estimated for the task. So you're really trying to improve accuracy here accuracy here and especially track billable time within clients. So that that's obviously at the core of what our professional services and, services based businesses do is they capture billable time to be able to build their clients. So in Teamwork, again, we've designed it to to deal the log time in many different ways there. Okay? So I just wanna show you a couple more things here. This that's logging time on the task itself within a project. In our home page, we've added in a number of different areas that make it really easy for you to log your time, and especially for your your end users, your employees to find their tasks, log their time efficiently. We do have the my work area here where you can see all of your tasks in one place across projects and clients. And in here, it's the same concept. I can see my estimated time and my log time over here as well. I can quickly log my time that way there. I can open up the task and see again my, log time versus my estimated time. And then a couple other views we wanna touch on today. We're we have another webinar happening later this week to go into more depth about this, but we wanna quickly show the calendar view here. This is my actual calendar for this week here, and what I can do in this view is really cool is I can actually time block my day, and I can actually time block my day with certain tasks here and quickly log time either towards my meetings or towards my tasks that I time block for. So this is connected my Google Calendar into this view here, but you can also connect your Outlook calendar. That's something that our customers have been waiting for. The Outlook calendar integration is available now. So you'll be able to see that within this view here if you connect your calendar. For the time blocking, let's just say if I take a look and write chapter one, I can go over here, time block it in for, Thursday afternoon there. I can say, okay. Write chapter one, and I can quickly log time towards that task super quickly within the calendar view. So, really, the advantage of using this is better planning your day, better planning your work, being able to kind of time block your day, and be able to focus on certain tasks throughout your throughout your week and through throughout your day. K? Lastly, I just wanna show you the time sheet. The time sheet is a really simple area, again, for you to see all your tasks happening for your given week within one place here. So I have all my tasks listed out here. I can see the estimated time on my tasks. I can quickly plug in time or start my timer towards these different tasks here as well. So whether you like the timer, whether you like the time sheet, whatever view you kinda prefer, there's a way for you to capture your time in there. And, again, the the really big thing about tracking time is understanding where your time is being spent, better transparency and visibility into what you're doing and how accurate your estimates are, and then over understanding your overall split between billable and non billable time. That's a huge one to end on here, and it could segue into our next section. Just tracking the non billable time and the billable time is huge in Teamwork. Of course, you can set up internal projects for non billable time and then set up your billable projects for actual the clients up there. So, like, the big metric that a lot of our companies try to track is billable billable utilization. We can look at reports to be able to decipher between how effective is my team spending their time, what are they spending it on, are we spending enough time on client work versus internal work, etcetera, etcetera. So I will end there. Anything any questions at all came up during that? Yeah. So this is also a pre webinar question. So a customer is asking, can I restrict who can log billable hours? Yes. You can permission, people on a project level to not log time or log time. So for instance, if I go into my advertising campaign let me just get rid of this here. Got it. And go to people. I can go into one of my users here, Andy, for example. I can just go to edit project permissions and cam log time. Just turn that off. So, yeah, you can you can control who logs time and who doesn't log time. Great. Thank you, Andrew. And then another quick question. Is there a way to remind users to lock their time at the end of the day each day or a week? Yeah. There is an option in the settings here. So go to your settings. Go to time, and you can enable time reminders. Excuse me. So if I set up reminders, I can send reminders every working day at a certain time to all employees that have tracked less than, you know, x amount of their capacity for the week. So if I'm at eight hours a day, I want my team, you know, to log ninety percent of my capacity, that will send me an email every day, for instance. So set up those time reminders in your settings there. You can also go to the time tab over here and just go to company time sheet and just quickly remind people to log their time ad hoc if you want as well. So you have the automated time reminders, and you have the ability to remind people when you're looking at this, this company time sheet as well. Awesome. Thank you, Andrew. And, Melissa is asking, does it make sense that at times a parent task won't have its own estimated time allocated to it, but rather the subtasks have the time estimates? So she knows the subtask time estimates will roll up into the parent task time estimates, but will doing this cause any issues with capacity capacity planning or utilization reports? That is a good question. We'll just show an example of that very quickly. So I'll just do a new task example. To answer your question short way, Melissa, no. It will not have s it will not have any impact on your reporting because at the end of the day, you know, a a Teamwork treats a subtask as a regular task, to be honest. So the person assigned to the subtask is still gonna get the estimated hours applied to them. They're still going to so in a capacity sense, they're gonna still get those estimated hours applied, and their utilization is still gonna be accurate because your their logging time towards the subtask that they're assigned to. So that does not it should not affect your reporting capacity planning at all. Just to show you what that looks like, though, if I just do a quick new task one and just go to details, subtask one. Oh, jeez. Darn it. Hold on one second. So when I go into subtask one here and click on, you know, two hours of estimated time on subtask one and then one hour of estimated time on subtask two. You know? So it doesn't necessarily roll up to the parent task there. So you can see the unique kind of estimated time for each subtask there. And as long as your employees are assigned out to these, for instance, Alex will still still have, you know, two hours of estimated time assigned out to Alex for that task. So Cool. Thank you, Andrew. And, we'll pause it here. I know there are a couple questions in the q and a panel, but we will try to address those at the we will leave some time at the end, and, we can touch on those. So let's for time's sake, let's go to our next part, which is budgets and profitability. Awesome. So yeah. So so within a project there so we talked about logging billable time. Right? Setting up our work, setting up our project with templates, setting up our tasks for success with dependencies and all that good stuff, milestones. Now we talked about logging time, capturing billable time. The next step is kinda picture how does it relate to the finance area of the project. How does it relate to budgets, forecasting, profitability? Right? So just go into finance area. This finance area is gonna give you a look at all of your your budget information for the project in one view here. Let me just find a better example here of a budget. Go to this advertising campaign. Try finance here. So this is an example of one that's over budget. Right? So let's click put quick pause here. Right? We have a time materials budget set up based on billable time on the project. The date goes from, January February first twenty twenty five. I can obviously edit that budget. Oh, excuse me. It goes till August twenty ninth is the budget there. So we're working within rate and share. Okay. So once I start logging time in my project, the real quick thing to, I guess, to mention first here is the rates for each person. So in Teamwork, you can set up a, billable cut rate and a cost rate for each person in your site there, and that's just their rate per hour. Right? So billable rate is gonna be the, hourly rate you charge your clients for each person on this project, and then the cost rate is going to be the hourly cost to your company to employ this user. So you this can be set up at a person level in Teamwork there. Your billable rates can be changed per project if you bill at different rates per client. For instance, you can just adjust that per project. But the concept is that when you start logging time in the Teamwork, it's gonna capture the hours times your billable rate and the hours times your cost rate to look at your billable total for each client and your cost for each client. So what what cost goes into the client and what's what what actual billable rates go into that client. If I go back to budgets here, just to show you, I had a six thousand dollar billable target for this time materials budget. And as you can see, I've already gone over that budget because I've logged, you know, I've logged time in this project. So I've already gone over that budget there. So this is one example here. You know, this is gonna allow you to track profitability and track, track project profitability and track billable totals within projects in real time here. So as your log time in the project, this amount goes up automatically. So it's tracking it in real time for you. You have your profit information. You have your cost to date and your billable amount there. And your and your time and materials example here, we have the billable amount five eight five two minus the cost on the project is gonna equal the profit to date. Okay? So the best practices here is make sure you set up user rates from the beginning, the available rates and cost rates. You monitor the budget burn regularly here. So you there's obviously, you can go into the project and see this, but there's also reports we can look at that will show each project's budget in one view for you. And then you can even use task list budgets down here to break down the budget into different sections of the project here. So this advertising campaign I've broken down into plan, prepare, deliver, and post live. I've allocated amounts of this six thousand dollars into my task list budgets here. So I'm allowing to track the actual task list budgets. So for this example here, we're over budget. How do we figure out why we're over budget? If I go down here, I can see, okay. Well, in the planning phase, we went way over here. In the post live, we also went a little bit over there. In the deliver phase, we were way under. So, like, maybe we could put some more resources into deliver rather than go rather than go over in the planning section and go into the post go over in the post live, sections of the project. So can be super insightful for you to use the budget and use task list budgets to identify, again, where your budget is coming from, what's consisting of this, why we're over, why we're under. I guess last thing I wanna mention here that's can be important is a couple of quick ancillary things. You can enter in expenses on projects. So in that adds to your cost of the project if you enter in hard costs, like, you know, ad spend, materials, whatever that might be. If you're in consulting firms out there that do, like, travel costs, things like that. And then lastly, notifications. I can add notifications. This is super important to notify yourself or other people via email or mobile push when the budget exceeds a certain percentage. Okay? So rather than relying on coming into this page and being able to view each budget, make sure to set up these notifications to notify yourself when you reach at ninety percent so you can quickly identify where the budget is at and if we're gonna go over, if we're gonna go under, that sort of thing. Awesome. So that's rate setting up rates, setting up budgets. We have time materials. We have fixed fee budgets, and we have retainer budgets. It's tracking the budget, understanding your profit margin, and then setting up notifications and task budgets there as well. I think I got to everything on that section. Helen, let me know if I've forgotten it to mention anything, but, I'll maybe pause there for questions. Yep. So, Allison is asking, can you add third party cost to this view? I would assume expenses. That's exactly it, Allison. We're gonna add expenses for third party cost. So when you add an expense to your project, it's going to go towards the cost of that project. Right? So add expense. I'll add this in for, let's say, five hundred bucks. I can mark it as billable if I'd like, so you can mark up expenses there. So mark mark it up ten percent, for instance. Date, August twelfth. The category of expenses, you can create your own categories, or you can just select from our defaults here. I'm gonna say, like, this can be equipment rental. We rented out some space for video content. And give a description there if you'd like. You can also drop in your files here if you'd like for an invoice or a receipt. You can also try our AI autofill. So upload a invoice or receipt, and it'll automatically fill this stuff out for you, which is really cool. That expense and that will go towards the cost of my project. It'll impact my profitability and impact my budget there as well. Great. Thank you, Andrew. I think we can wrap up the section right now, and then we have twenty minutes. We have two more sections to cover, and we want to leave some time for questions at the end. So let's go on to managing your team's workload, so capacity planning. Awesome. Alright. So let's get let's kinda, again, recap. Right? We've gone through our hierarchy. We've gone through adding our new work. We've gone through managing tasks, and we've gone through logging our time and capturing our billable time, and we've gone through managing our budgets. Right? So it's a lot of of detail within a project there. So, actually, if we take a little bit of a step back step out right now and say, okay. Well, we have a lot of projects happening. Right? We have a lot of clients work happening. How do we understand what are peep what is on people's plates? How do we understand their capacity? How do we understand my resources better? Right? This is a really, really big question that a lot of our services based, clients or our customers at Teamwork think of. Right? How can we better balance our workloads? How can we better understand our project forecasting, scoping projects, all that stuff. So the scenario here would be to use our planning tab and our workloads area specifically here to start to understand what people have on their plates currently, what what work do we have committed, what what how many hours do we have assigned to each person here, and how do we manage our capacity better? So a scenario here would be, an account manager sees one designer at, like, way overcapacity and another one way undercapacity. So we reassign tasks, and we understand how we can reassign work to other people to be able to balance the workload so that no one's overloaded. Right? It's a good scenario that we can look at in here. The way it works is simply when I look at myself here, I can see that on August twelfth here, I have six hours and thirty minutes assigned to myself across my different tasks that I'm assigned to within my projects here. So I click that drop down there. I can see exactly what products that I'm a part of and the tasks that are scheduled for this given time frame. Okay? The tasks, of course, will have their estimated time on them, which is gonna flow up to these cells up here. Okay? So this number here is taking in the cumulative estimated time across my tasks into account when looking at that cell there. So let's just look at my Tuesday next week. I have eight hours and thirty eight minutes. I only work eight hours a day. Right? So it's showing up in red for me to identify that, okay. This person's overcapacity, for instance. But what what do I do from there? Right? Well, of course, I can go ahead and, reassign tasks to other people. So I can take, like, this update task here. I can either extend that task out to give me more time to do that task, which will balance my workload there. Right? Or I can go ahead and quickly reassign to someone else. Okay. So who has time to take this on here? If I scroll down here, maybe Andy does. Right? So I'll go ahead and I can either click and drag the task, or I can go ahead and just reassign out to Andy, for instance, or we can split the workload. Right? Depends on what you wanna do there. Once I've brought that over to Andy, my workload is good now, and I go down to Andy somewhere here. Let's find Andy. And now, actually, he's overcapacity because it's a five hour task there. But if I go ahead and extend that out there, that should balance his workload better. There we go. So as you can see here, I'm updating the dates of the task here, which is really nice because I don't have to go into the project to update the dates. I'm updating it from here. And, again, can update dates there. I can go ahead and click and drag and reassign stuff to people or manage timelines in here as well. Alright. So that that's really this our solution within here to manage your team's kind of current capacity. Right? What do we have on our plate today? How can we move things around? Alright? You can filter by team here, which is really nice. I can filter by, like, engineering, external consultants, and marketing. Those are my different themes within within Teamwork here. I can do unplanned tasks here, and I can do an a AI utilization summary. This is the brand new feature as well. There's a lot of AI happening throughout Teamwork, if you didn't notice already. If I click on this here, it'll give me a quick, summary of who's overloaded, who's under who's under capacity for, the summary of the week of August eleventh through seventeenth there. So really cool kind of, summary feature there for AI that we're layering this on top of our other reports there as well. Okay. So I'm just going to show briefly the scheduler view here. I wanna make sure we have time for to get to everything. Our scheduler view is gonna be a little bit different of a workload plan review or I should say a different way of looking at, forecasting and capacity planning. This is gonna use what we call allocations. So instead of looking at each individual task per person, this is going to be more looking at what are people assigned to on the project level. So if I look at digital marketing plan for Dee and Emma here, they're just gonna be working on social media, for instance. So that's a bucket of hours that we're assigned to that person throughout a certain period of time is what we call an allocation and teamwork. So we have a lot of customers that like to forecast this for longer term forecasting versus, like, current capacity planning. When we look at this people area here, this is a scale feature, but I just wanna show you this here. It's similar to the workload planner, but you can see everyone's, availability in one view here, all of their allocations in one view here. So if you don't wanna plan at the task level and you'd rather plan at this kind of what we call allocation or project level, this is the view for you here. Right? This brings into consideration what how many hours they're working on a project level, not necessarily their individual tasks, but their projects. And this view is absolutely more meant for, like, future forecasting projects. So if your kind of pain point right now is to, oh, we don't know what's coming on the pipeline. We don't have a way to understand if we have enough resources for a project that's coming in one, two, three, four months down the road. You can create these allocations for as far in advance as you'd like here. As you can see, September, even October, and so on and so forth, to be able to start to plan out those projects better and better have insight into what is coming down the pipeline and what resources do I need to be able to staff this project coming down to coming down the pipeline. Alright. So this is, planning proactively instead of reacting to, like, oh, we all of sudden, we have this giant project in our plates. Right? This helps, again, avoid burnout, underutilization, allows proactive planning weeks or months ahead, and brings visibility into unassigned, unplanned work as well. I will stop there. Any questions on the quickly the workload or scheduler view? Yeah. So one question around the about the workloads. So the working hours, is there a way to set the working hours? So, for example, if, my company only works seven hours a week Mhmm. Seven hours a day. Sorry. Seven hours a week will be nice. That's a that's a nice work week. Yeah. No. No. So super simple there. If you just click in your profile and go to my get my details, you have a set number of working hours per day here. It just defaults to eight hours, but you can, of course, set it to seven hours for each person there. And this will roll up the working hours that show up in the workload planner? Exactly. Okay. Thanks. Cool. And then Andy is asking, can the workloads move any uncompleted tasks from the previous day into the current day's schedule? So, like, can you bulk move tasks from which is late to the current day? I guess that's the question. That might be a an automation, Andy, you could set at the project level to say, okay. If if task is on is not completed and task is late, automatically move the task one day. And you can set those up via our automations in here. So I would test out an automation there and just do a custom automation. So when the due date arrives on the task and it's one day after the due date and the task is status let's see. You know? We have to think about a condition there for you. Andy, let me follow-up with you offline, but, like, there's no way to automatically move a task date, like, when if it's late, for instance. So I'll just say with when the due date arrives one day after, then change due date and just do, like, due date from the task in one day at one, excuse me, one day after. Like, change the date to one day after, so it just adjust the next day. So I was suggesting automation for that, but we can look at that with you, Andy. Great. Thank you, Andrew. We have another question in the q and a panel asking for automation. So if we have time at the end, we can cover a little bit more about automations. Yeah. But going back to the workload, Melissa is asking, is there a way to block tasks from being started or due on weekends? Yeah. Melissa, that's an easy one. We just added this feature in here. Actually, if you go to your settings again here, and go to general, and then over here down at the bottom, it's just exclude weekends on the site level there. So you can just turn that on, and that should block weekends from tasks across the site there. Great. And then last question for this section, before we move on. So Allison is asking, does this if you're referring to the workload or does the workload or the scheduler require tasks to be loaded completely for future projects, or are there estimate task list where you don't have to assign people, but you can load the work effort? So, Allison, I would say for, like, for for tasks, this is gonna be that's gonna be the workload planner. It sounds like what you're referring to is either is probably just the, you know, planning estimate task list where you don't have to assign the people who can load the work effort. I think that's probably the scheduler here because you can go into one of the projects here. And instead of loading the people in, you can actually add a placeholder role. So you could add say, okay. I need I know I need a front end developer for this project, and the front end developer is going to take you know, is gonna be working on dev work from September twenty ninth to October twenty ninth, let's say, for, you know, three hours a day on this project. So you're adding in, like, allocations per role here almost, and you can go back and reassign those allocations to actual people once you know who can take on that work. So that's what I would suggest for kinda planning that future work and planning at the task list level. Like, you do have to actually add in a placeholder role or a person. We're actually are loading the work effort there as well. And here, you can actually develop tentative products as well. That can be helpful. Great. Thank you, Andrew. So those are great questions, and, just conscious of time. I think we're just gonna touch briefly touch on the last section about reporting, and then we're just gonna open up for questions, and, we can adjust some of those questions. So, on to reporting. Yeah. So, this will be a pretty simple one, a pretty quick one for everyone. We just like to show reporting at the end because it kinda brings everything together. Right? So it brings together data from all projects into different views for you here. So I I really do spend a lot of time with my customers on this view on these different reports here. Now I'm not gonna get into each one of them, but the big things here is, like, the utilization report can be really, really helpful. The scenario here would be, like, an operations manager, for instance, runs a monthly utilization report to identify underutilized resources and adjust teams allocations accordingly. Right? So if we have people that are underutilized, wanna make sure to adjust that. You see here the utilization report is very colorful, but at a high level, if I just go to, like, a month view, I can see different information here such as my billable target. So what you know, is it billable percentage target there? I can see total estimated utilization. So if they're underestimated, we can adjust and assign them more work. My total utilization number and then my billable utilization number. That's the key metric. Right? We wanna make sure that, you know, our most of our the the majority of our team's time is spent on billable client work because, obviously, the more billable work we do, the more profit we get, the more revenue we get. So that's a key metric that I just wanna show here, and you can run that on a monthly basis for your for your projects. You can track trends over here as well, and then you can filter on different criteria here as well. You can schedule these reports to be sent out to you on a monthly basis or weekly basis and really get all that insight, that valuable insight into what you're trying to do here. So the the that kind of stuff up here, like, be able to filter, be able to export everything, that goes for all the reports within your view here. We do have our, you know, profitability report, which gives you profit per project, which can be really helpful for again, if you're an admin, keeping track of the profitability, use this report here. You have some more simple reports like the project health report, which gives you a bird's eye view of all your projects in one place here, what we have overdue for on the project, where our budget's at. We can make a determination of what the health of the project is on on this report as well. And then lastly, I'll just run to the custom reports here. The custom reports allow you to bring in together information again across different project different reports into one view here. So your custom reports are gonna be really robust. You can do custom formulas here. You can do a project based report, you know, task based report, user based report. There's so much capability what you can do in there. But, really, like, again, the concept here is the the the value of reports is bringing together information across projects, centralized data for decision making, consolidation of data across clients and products, as I mentioned, and then providing stakeholders actionable insights. Right? So, like, we can look at reports and actually make actions and decisions on this data that we're looking at. Okay? So that's it for reporting. I wanna stop there with five minutes left for questions. Great. Thank you, Andrew. So let's start with the first one. And so this is going way back all the way back to the client's view. So, NJ is asking if you need to, be able to filter by active clients. If you want to filter by active clients, do you need to add a tag, or is there a different way to do that? You could do a custom field or a tag for that. Good question. You can add a custom field on a client level here. So if you go to your plus sign up here, go to create custom field, and just go, like, client status and then do, like, a drop down for, like, active or, like, archive client. I don't know. We could do some as simple as that. Could add more set more statuses in and save field. You could then go ahead and filter on that custom field. So excuse me. Client status, I can filter on active versus archive. I would use custom field for that. It's probably more, consistent there, and that's what I would do there. Thank you, Andrew. And then to the next question. So Steve is asking, could you explain how to use boards, please? So the the project board view. Yeah. We kinda skipped over workflows. I apologize. Good question, though. The board columns are gonna be another task view within projects here. You can set up these these different, workflows as we call them. So I can change this workflow into, like, a progress workflow. And just give me one second. I'll just change this over. A workflow here is essentially a set of board columns. So if I just do that, I change my workflow in this project here. This is a more representative, example here. This is a really simple progress example of, you know, not started, in progress, in review, delayed, and then completed. And the concept here is that I take my tasks and move them throughout the different columns here. Right? So the task move statuses as the work progresses. What's really cool is that you can assign, you know again, the progress workflow consists of these board columns here. I can also assign that workflow in a different project and then get a a view of projects overlaid against each other in board views within the everything section here. So everything in board, you'll see for progress. I have different projects showing up in here now, the Walmart project, the Apple project here. I can see multiple tasks from multiple projects in this one view here, so it can be really helpful. But it is kinda like Kanban style. You can add in a ton of automation to those boards. It's really cool. But yeah. Yep. And something I really like about those call like, board stages or columns is just, like, in my work, like, when I open up team works dot com in to do my daily work, like, I can actually pull those up, and I can see where my tasks are exactly are, like, stages are they at. So that's just something that I really liked about it. Yeah. Cool. Okay. I think we have time for maybe one or two more questions. So a customer is asking about automation. We can, like, spend an entire webinar on automations. But, this customer says, like, is it possible to automate reminders based on triggers? Yeah. Of course. So, your triggers are, you know, over here on the left hand side. So when something happens on the task, then notify or remind. Right? So, like, where's notificate and notify? Notify people would be your would be your action. Notify people, the project owner, the task societies, the task followers, whoever you want there. And, you know, you put in your notification. You can put in, like, the title, the message that you want within notification, but your trigger is over here in the left hand side. So what what happens on the task? Right? So, like, the start date arrived, due date changes, whatever that you want the trigger to be, and you can notify people from that trigger. Awesome. Thank you, Andrew. And then maybe time for one last question. So going to the schedule, the resource scheduler, Andy is asking, does the schedule adjust the time available in the workload? If I like, for example, if I added in a project for four weeks time with time estimates, does that reflect in the workload planner? Good question, Andy. On on that, the answer the quick answer is no. Because in the scheduler, it you're planning out blocks of hours for people in the scheduler. Right? So, again, if I click on content creation here, if we have Emma here, for instance, Emma's working on case studies for three hours a day. Within case studies, there might be five different tasks within case studies. Right? It's case study one, case study two, for instance. Right? There Emma's working on different tasks within that allocation, and the tasks are what's in the workbook player. Right? So that's the difference is that the schedule is gonna show you the block of hours assigned to that type of work. Like, Lewis here, for example, sprint work, five hours a day for two weeks in September. The sprint is gonna consist of multiple different tasks, multiple different work, you know, pieces of work for Lewis, so that's available to see in the workload plan. The schedule allows you to plan at the high level. The workload allows you to plan at the granular level with the tasks there. So it doesn't necessarily to answer your question, it doesn't ask you know, adjust time frames or anything. It just allows you to plan in two two separate ways. Cool. Thank you. That makes sense. Yep. So, to your question about the board's view, we have another webinar on Thursday, so we might be able to cover that on Thursday's webinar. So, yep. So that's that, and we're right on time. So today, we looked at how to, do lots of things within teamwork dot com to set up yours, to set up your site for success. So that includes, like, structure workspace, again, setting up clients and project efficiently, track time and budgets to stay on target, balancing workloads and avoid bottlenecks, and then use reporting to just ensure projects are on track and then keep stakeholders informed. So we hope that today, like, you leave here knowing why each of these steps matter matters and how to put them into practice. So, like, what Andrew just showed, now you have that framework. So for next steps, I just encourage you to check out our Teamwork Academy for, like, step by step, interactive trainings, vid videos, and all the good stuff. And, also, thank you for showing that. And you and, also, we have the Simplify Your Daily Work webinar happening this Thursday at eleven AM eastern time, so make sure to check that check that out as well. And lastly, if you have any questions at any point, please feel free to reach out to our wonderful support team, and we will be very happy to assist you. So thanks everyone again for joining us today, and I hope you all have a great rest of your day. Thanks, everyone. Appreciate it. Bye, everyone. Bye.