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Create and Manage Projects in TimeSentry

Summary: Create a project, connect it to a client, configure its details, add team access, and manage it through its lifecycle.

Projects organize the work recorded in TimeSentry. Depending on your company's naming convention, the application may display Project, Matter, or Case. These labels refer to the same underlying feature.

Before you begin

Confirm that you are acting as the company that should own the project. If the project is for an external client, the client relationship must already exist under Org.

If your company uses contracts, staffing allocations, UTBMS codes, or an external practice-management integration, gather those details before creating the project.

Create a project

  1. Open Org > Projects.
  2. Select the option to create a new project.
  3. Enter the project name and any available descriptive details.
  4. Choose the client when the project is performed for another company.
  5. Set the project status and other available defaults.
  6. If your company uses UTBMS, choose the activity and task code sets that apply. Company defaults may already be selected.
  7. Save the project.

The project will appear in time-entry, task, expense, document, analytics, and staffing selectors when the active company and access relationships permit it.

Add team members

Project access is represented through linked project copies. Adding a person or company to the project gives that team member a downstream project relationship.

Use the project's team or relationship controls to add eligible employees, contractors, collaborators, or other companies. If a person does not appear, first confirm that the appropriate company relationship exists under Org.

Staffing allocations can add assigned hours and a project role. They supplement project access; they do not replace it.

Add commercial terms

Create or select the relevant contract under Org > Contracts. Contracts hold team billing rates, payment terms, and schedules used for billing and financial reporting.

When a timekeeper's billing rate changes, update the contract rather than duplicating the rate elsewhere.

Edit, archive, or restore a project

Open the project from Org > Projects and use its available actions to update details or status. Archive completed or inactive projects to keep active selectors focused without destroying historical work.

Before archiving, confirm that all time, tasks, expenses, invoices, and integrations associated with the project are in the expected state. Archived projects may be hidden from default views unless Include Archived is enabled.

Projects shared across companies

The client and service provider can each have a linked project in their own workspace. The provider's project points to the client's upstream project. This preserves each company's control of its own books while allowing time and other work to move through the relationship.

Always verify the active company before editing a shared project.

Troubleshooting

  • The client is missing: create or repair the client relationship under Org.
  • A team member is missing: confirm the employee, contractor, or collaborator relationship and project access.
  • The project is missing from a time entry: check the active company, client selection, project status, and linked project relationship.
  • The app says Matter or Case: your company has changed the Project Naming Convention in Settings.
  • Imported project data is stale: review the connected integration and its mappings under Integrations > Manage.

Interactive walkthrough