Adding a task
Follow these steps to create a task:
Click on the gear icon.
Select "Manage" from the menu.
Choose "Tasks".
Click on "+ New task".
A pop-up will appear with the following fields:
General
Name: Give your activity a recognizable name that everyone in your organization will understand. You can eventually link this activity to multiple clients or projects.
Label: If you want to run an analysis on a specific group of activities, you can assign an activity label. This label can be used as a filter option when generating reports.
Code: Use this to link to your accounting software. This ensures that the lines for these activities are automatically assigned to the correct general ledger account.
Payroll Code: This field is only visible if you have linked a payroll administration program. Use this to link the activity to the correct hour code or wage component in your payroll system.
Settings
Default for new projects: Consider if you will use this activity frequently across multiple clients/projects. If so, select this option.
Absence balance: Use this option if the activity affects leave or absence. When time is registered to this activity, a balance can be added to or deducted from an absence type by a certain percentage, depending on the settings.
Employee balance: Use this option if the activity affects overtime. When time is registered, a percentage can be added to or deducted from the overtime balance.
Financial
Here, you determine if the activity is billable by default.
Standard hourly rate: Enter the default rate. This rate applies to all projects where no project-specific terms have been agreed upon.
Periodic terms: You can set up periodic terms here, for example, to handle price indexing for a new year.
Synchronizing Changes
When you change the financial settings of an existing activity, you have the option to sync these changes with your current projects using the toggle: "Apply financial settings to all linked projects."
Option 1: Toggle is OFF (Default)
Existing projects: Nothing changes. Project-specific agreements and rates are preserved.
New projects: The new settings will be used as soon as you link this activity to a new project.
Scenario: Choose this if you have projects with unique price agreements that must not be overwritten.
Option 2: Toggle is ON (Overwrite)
Effect: The financial settings of the general activity are pushed directly to all linked project activities.
Consequence: All project-specific settings (such as manually adjusted hourly rates at the project level) are permanently overwritten by the general setting.
Confirmation: Due to the high impact, a warning and a mandatory checkbox confirmation will appear before you can save.
Note: Overwriting project settings cannot be undone. Always check for projects with exceptions before activating this toggle.
Add activity to all current projects If you have a new activity that should be available for booking across every existing project, check the box: "Add activity to all current projects."
Archiving or Activating Activities
When archiving an activity:
The activity is archived in all linked projects.
If no time has been registered, the task is completely removed from the projects.
If time has been registered:
The activity remains visible in the project but is clearly marked as archived.
It is displayed as archived in the project settings and reports.
The activity can no longer be selected in the Registration module.
When activating an activity:
The activity is reactivated in all projects where it was previously active.
The activity becomes visible and selectable again, unless it was explicitly removed from a specific project.