SET UP PROJECTS

Projects represent the activities your team is engaged in. For agencies and software houses, these typically correspond to actual projects or deals delivered for clients. For teams focused on a single product, these could be feature names, campaigns, or tasks.

Adding Projects and Project Details

To initiate the project setup, navigate to the "Projects" section within your "Settings" tab. Click the plus sign icon located in the bottom right corner of the Projects section.

1. Name Your Project: Give your project a distinctive name for easy identification on your schedule and timesheets.
2. Add a Project Tag: Optionally, you can apply project tags to categorize and group projects. Project tags can be configured under "Advanced" on the "Project Tags" page. For example, you might use tags like "Internal," "Non-billable," or "Billable." You can also group projects from the same client under a tag with the client's name. You can later use it for calendar filtering or in reports.
3. Assign a Color: Specify a color to visually distinguish the project in your scheduling and timesheet views.
4. Project Status: Utilize the "Active" switch to deactivate a project when it's completed. This prevents other managers from inadvertently assigning team members to finished projects.
5. Adding Project Details (Custom Fields): To provide additional information about your project, you can incorporate custom fields. Learn more about managing custom fields here.
6. Decide about Timesheet Approval: Enable control over timesheet entries by designating a default approver for each project. Read more about the timesheet approval process here.
7. Add Milestones: Milestones offer valuable insights and tracking capabilities. They can be seen visually in a project view on a calendar, and you can use them for grouping in the reports. Alternatively, you can add milestones at any stage of your project's lifecycle directly from the Calendar view. Read More about working with milestones here.

IMPORT MULTIPLE PROJECTS

You can import multiple projects using a .csv/.txt file or paste data from your spreadsheet. 

NOTE: You have to have an owner role in Teamdeck to import people. This feature is only available for Business Plan users.

Choose Import Projects or go to Settings -> Data Import and click on the Import Projects button.

OPTION 1 - Upload a .csv file 

You can download a .csv file template to populate your data on the second step of the import wizard.

There are several columns in the file:

• Name - type project name.
• Active - type Y if this project should be hidden from calendars, and type N if the project should be deactivated.
• Priority - an example project custom field (to be replaced with the custom field name added to your organization).
• Used Technologies - an example project custom field (to be replaced with the custom field name added to your organization).

The columns in bold are required and must be filled in with the value in the imported CSV. 

Important: Remember to use square brackets when adding custom field values:

Sample Project, Y, [High], [React][TypeScript] <- means that this project's title is Sample Project and is active. Its Priority custom field is set to High and Used Technologies has 2 separate values (the custom field is set as multi-select): React and TypeScript. The two values all belong to the same custom field (Used Technologies) and thus are not separated by commas. 

You can also add your custom fields (note: if you haven’t added them to the app yet, they will be automatically created). To do that, add the name of your custom field to the first row and populate the rest of the rows with appropriate values. Make sure the order of your tags reflects the order of fields in the first row:

First row: Name, Active, Priority, Client name (Client name is a new custom field) 

Other rows: Holiday campaign, Y, [High], [ACME] (Every tag corresponds with a field name from the first row)

Option 2 - Paste from a .xls file

Prepare your data in a spreadsheet. The first row should consist of the names of the fields. Type, Name, Email, Role, Hide from calendars and reporting, Will have to specify working hours fields are obligatory:

• Name - type project name.
• Active - type Y if this project should be hidden from calendars, and type N if the project should be deactivated.

The rest of the column can be your custom fields (note: if you haven’t added them to the app yet, they will be automatically created). Add their name in the first row and populate the rest of the rows with appropriate values. If you want to add multiple tags per custom field, type them in one cell together. Remember to use square brackets for the custom field values.

When your spreadsheet is ready, copy and paste the cells into the designated table. 

Review your data

Once your data is uploaded but before the import starts, you can double-check the data you’re about to import. This is your chance to edit your entries or remove any unnecessary tags. Teamdeck will also inform you about inconsistencies. When your data looks good, click Start import.

Creating Projects from the Calendar

Traditionally, you would create a project before assigning team members. However, if you forget to add a project in advance, you have the option to create a new project directly from the Calendar view.

When adding a booking or a time entry, begin typing the project name in the project field. If it's not listed, you can click "Add a new one" and proceed with the project setup.

Filtering Existing Projects

Efficiently locate projects by utilizing the search bar to search by name.

Removing Projects

To permanently delete a project from Teamdeck, select the project from the list and click on the bin icon located in the bottom-left corner.