New Sharing Options on Projects
In September 2024, we began transitioning from the "Project Members" logic, where users could join any public project in Productive on their own.
This functionality is being replaced with new project-sharing options (Beta), that align more closely with the sharing mechanisms used for budgets, Docs, and dashboards.
As part of this update, the distinction between Private and Public projects will be phased out.
Key Changes:
1) New Sharing Options
The new project-sharing settings will allow for more controlled and customizable project access.
2) Removal of Public and Private Projects
The concept of Public and Private projects will be phased out.
Public Projects: Existing public projects will still be visible and accessible to all employees.
Private Projects: Existing private projects will remain shared only among the previously designated members.
With Productive, you can work on internal projects and see a detailed view of the time spent on each one.
Internal projects generate cost but do not generate profit (due to your employee’s salaries). The time tracked is automatically added to the overhead cost calculations.
An additional benefit is that you can collaborate with the team on various projects using tasks. Please note that, as their name suggests, clients cannot be added to internal projects.
Creating an Internal project
1) Open the Projects Menu
Navigate to the Projects menu (Project management > Projects) and click the + Project icon to start a new project.
2) Select "Internal Project"
Choose the Internal Project option.
3) Choose a Starting Point
Create a new project from scratch.
Copy an existing project.
Use a project template.
4) Set Up the Project
Give the project a name.
Select the default task workflow.
Assign a project manager.
Decide whether to enable time tracking for tasks in the project (this can be adjusted later).
5) Budget Setup (Optional)
If needed, create a budget for the project. This allows you to:
Track time and log expenses against the budget, and track the costs of tracked time and logged expenses.
Make bookings for services in the project budget using the Resource planner.
How to Use Internal Projects
Internal projects function similarly to client projects, allowing you to assign different teams and add tasks.
You can track time spent working on internal projects, with the cost of this time going directly to the overhead.
This helps you monitor workload, efficiency, and time spent on internal affairs, providing a detailed cost report.
Converting an Internal Project to a Client Project
To convert an internal project to a client project:
Open the project sidebar
Click on Edit project
Select a client company instead of your own from the Company dropdown
Internal Projects and Budgeting: Additional Information
When you create an internal project, you can choose to set a budget.
Similar to client budgets, adding services to an internal project allows your team to:
Track time and log expenses.
Create bookings in the Resource planner.
Monitor progress and hours spent on specific segments of the project.
Key Points to Note:
Internal projects and budgets only generate costs and cannot generate profit.
All services added to an internal budget are always non-billable.
Services and other details in the budget can be freely adjusted as the project progresses.
Tracking Internal Project Costs
You can track the costs of an internal project by:
Setting an estimated completion time for the project.
Assigning costs per hour or per item for specific services, including additional expenses.
This system helps ensure your internal project stays within budget. You can review:
Total project costs.
Team involvement and time spent.
Detailed insights via the Reports section or directly in the Project Budget tab.
In short, by leveraging internal projects and budgets, you can plan non-billable efforts effectively while gaining comprehensive insights—similar to how client projects and budgets operate.