Projects & tasks

Create a project and tasks

Walk through setting up a project with tasks, assigning people, restricting who can log time, and closing or archiving work when it's done.

ForOwnerAdminManager

Projects are how tracked time gets attributed and approved: every hour on a timesheet belongs to a project (or is marked Unassigned). Tasks are optional and split a project into finer pieces — useful when a client wants hours per deliverable. This guide sets up a project the way the Acme Studio demo workspace has it.

Who can do this:OwnerAdminManagerTeam leads and members can see projects and log time to them, but not change them.

Sample dataThe project and tasks used in this guide (from the Acme Studio demo workspace)

Project	Code	Client label	Tasks
Acme Website Redesign	WEB	Acme Corp	Discovery, Homepage, Design system, QA

Open Projects & tasks#

Go to WorkspaceProjects & tasks. You’ll see how many projects are active, the hours tracked in the last 30 days, a chart of the busiest projects and the full list.

The Projects & tasks page in the Acme Studio demo workspace, with five projects and a chart of hours per project — Projects & tasks in the demo workspace. Click any project to open its tasks.

Create a project#

Choose New project
It’s at the top right of Projects & tasks.
Name it, and add a code and client label
For the example: Name “Acme Website Redesign”, Code “WEB”, Client label “Acme Corp”. The code shows up in exports, so keep it short and stable.
Pick a colour
Colours make the project easy to spot on timelines, charts and the timer.
Decide who can log time to it
Under Who can log time to it, keep Everyone in the workspace, or choose Only the people I choose and pick them from the list. See Restrict who can log time below.
Choose Create project
The project appears in the list straight away and can be picked in the timer, entries and timesheets.

The New project dialog with name, code, client label, colour and who can log time — The New project dialog.

Field	What it means
Name	What people see when they pick a project. Required.
Code	A short identifier, for example WEB. Included in approved-hours exports so payroll or billing tools can match it.
Client label	Free text naming the client. Used for grouping in reports and in the QuickBooks and Harvest export layouts. TimeLogger never stores rates or amounts.
Colour	Pick a swatch or type a hex value.
Who can log time to it	Everyone, or only the people you choose.

Add tasks#

Click the project’s row to open its tasks panel on the right.

The tasks panel for Acme Website Redesign showing four open tasks with hours tracked in the last 30 days — The tasks panel. Each task shows the hours tracked against it in the last 30 days.

One at a time#

Type in Add a task and press Enter, then press Enter or choose Add.

Several at once#

Choose Add several
A larger box opens.
Paste one task per line
Paste straight from a spreadsheet or a bulleted list — bullets and numbering are removed for you. Names already in the project are skipped, and you can add up to 500 at a time.
Choose Add N tasks
You’ll see how many were added and how many already existed.

The Add several box with three task names pasted, one per line — Adding Pricing page, Blog migration and Accessibility audit in one go.

Assign tasks to people#

Open the task’s menu
Choose the ⋯ button at the end of the task’s row.
Choose Assign people…
Pick one or more people and save. Their avatars appear on the task’s row.

A task’s menu open with Rename, Assign people, Close and Archive — The task menu: Rename, Assign people…, Close and Archive.

Assigned tasks are listed first in that person’s task picker, labelled Assigned to you. Anyone who can log time to the project can still pick any task — assigning never blocks anyone.

To see only your own tasks in the panel, turn on Assigned to me next to the Open, Closed and Archived tabs.

Find tasks in a big project#

Use Search tasks or IDs to find a task by name or by its external ID (for example a Jira key).
Switch between the Open, Closed and Archived tabs. Each shows how many tasks it holds.
The list loads 50 tasks at a time; choose Load 50 more at the bottom for the rest.

Close, reopen and archive#

Action	What it means
Close	The work is done. The task moves to the Closed tab and can’t be picked for new time. Reopen brings it back.
Archive	Removes the task from use. Time already logged against it stays on its entries. Restore it any time from the Archived tab.
Several at once	Tick the boxes on the left of the rows, then use Close, Reopen or Archive in the bar that appears at the bottom.

Whole projects work the same way: choose Archive from the project’s ⋯ menu when it’s finished. Archived projects keep their history in reports and can be found again with Show archived.

Archive rather than delete

Deleting a project makes its entries Unassigned. Archiving keeps everything attributed and is almost always what you want.

Restrict who can log time#

By default every project is open to everyone in the workspace. For client work that only a few people should bill to, open the project’s ⋯ menu, choose Edit, and under Who can log time to it select Only the people I choose.

Note

Managers only see the people in their own teams. If a project already includes someone outside your view, they stay on the project — they’re shown as “Someone outside your view” rather than being removed.

What members see#

What the member sees

Members pick projects and tasks in the timer, in MeMy entries and when they review their timesheet. On a restricted project, only the people you chose can pick it. Everyone can see the hours they logged to each project in MeMy reports.

Questions#

Do tasks sync with Jira, Asana or ClickUp?

Not yet — integrations are planned. Tasks can carry an external ID, which you can search by and which appears in exports.

What happens to time logged without a project?

It shows as Unassigned. You can set a default project for the workspace or for a person in Settings, so automatic time lands somewhere sensible.

Can I track budgets or bill rates per project?

No. TimeLogger records verified, approved hours and hands them off; your billing or payroll tool applies rates.

Something unclear or out of date? Tell your workspace admin, or write to the TimeLogger team from Settings — we update these guides with every release.