Project Management Features

Work Management

It's not just about clearing out your desk. Your projects need a system that will support their development, and you need a tool that will help you complete them. Out of the many tools out there, choose one that will give you complete control over your work. ActiveCollab adapts to your business, wherever you and your clients are.

Discover all there is to know about managing your work

Project

Unlimited Projects

Create an unlimited number of projects, no matter which plan you choose.

Import Projects

Don't interrupt your work! Import your projects into ActiveCollab and pick up where you left off.

Sample Projects

Start off with our sample projects to see everything you can do and how to organize your projects.

invite team members and clients to your projects.

Invite Teams and Clients

Invite your team members and clients to your projects and start collaborating with them.

Project View

Choose between Kanban, Gantt, List, or Calendar view to manage your tasks in the best way.

Project Sorting

Find the project you're looking for easily. Sort them by the client, category, label, and more.

Filtering

Filter out a large list of projects by their category, client, label or project leader.

Favorite Projects

Star the projects you always need to keep an eye on and locate them quickly every day.

Task List

Complete Task List

No need to tick off one task at a time! Mark an entire list as done in just one click.

Duplicate Task List

Automate your process by duplicating task lists instead of creating same tasks multiple times.

Move/Copy to Project

If you're managing more than one similar project at once, move or copy task lists from one to another.

Task

Due Dates

Set up due dates for each task, so everyone knows when it will be completed and organize activities.

Assignees

Assign each task to a team member and let the rest of the team know who's accountable for what.

Labels

Put only one or dozens of colorful labels on each task to get a gist of what's what at a glance.

Subscribers

Include all the interested parties on a task, and let them be notified of its progress in real-time.

Attach Files

Upload any type of files to tasks or comments, or attach them from G-Drive and Dropbox.

Subtask

Subtasks

Break down a task into smaller actionable items and check them as done one by one as the accountable person completes them.

Assignee

More people working on one task? Avoid misunderstandings by assigning each subtask to the responsible person.

Automation

Recurring Tasks

You don't have to keep creating the same tasks every day, week, or month. Let the system take over!

Task Dependencies

Connect the tasks in a parent-child relationship and never lose sight of what needs to be done first.

Batch Edit

Tedious repetitive work can fly out the window. Select multiple tasks and edit their proprieties all at once.

Project Template

Running similar projects for different clients? Create a project template and save yourself plenty of time.

Duplicate Task

Don't make identical tasks from scratch many times over! Create one and duplicate it many times.

Move/Copy To

A task can be copied or moved to other projects as well, so you don't need to waste time.

Zapier

Add ActiveCollab to the list of your apps connected to Zapier and automate your work further.

Webhooks

Notify 3rd-party services about what's happening in ActiveCollab.

API

Develop and integrate your own solutions with ActiveCollab.

My Work

My Tasks

Every day a list of tasks assigned to you will be waiting. Find out what you need to work on and when.

Daily Email

Get a daily email filled with relevant information, such as who's not there, newly created and completed tasks.

Group Tasks

Check out what's on your plate each morning. Group the tasks assigned to you by their due date or project.

Activity

If you'd like to retrace your steps and see what you've been up to all day or week, inspect your activity.

Personal Timesheet

Track time on projects and tasks, and then review your time records in the personal Timesheet.

Reminders

Afraid you'll miss a deadline? Set up a reminder on tasks, and you'll be alerted via email and notification.

Personal Calendar

Organize your meetings, tasks, days, weeks, and months in your very own calendar.

Workspace

Language

Use ActiveCollab in your language! Choose one of the 22 languages available for your interface.

Personalized Workweek

Personalize the beginning of your workweek, workdays, and non-working days.

Theme

Choose the colors you prefer, or give your eyes a well-deserved rest with the Neon theme.

Hidden From Clients

Clients don't need to watch all your activities. Let them see what they need to and hide the rest.

Notifications

Get notified in real-time on any device about the progress your team is making with projects.

Learn More about Work Management

Team Collaboration

Information tends to get lost in translation easily, creating havoc in team collaboration. Using more than one solution can be costly both financially and because it's fertile ground for scattering important messages and files. Centralize all your communication in one place, and don't let anything slip through the cracks.

Chat

In-App Chat

Ditch all the other apps and exchange messages with your team exactly where work happens.

Custom Groups

Communicate with your teams or create custom groups to chat about specific matters of interest.

Comments

Mentions

Mention entire teams at once, all the subscribers on a task, or a specific person to get a message across.

Easy Collaboration

It doesn't matter where your team and clients are located when you can all track a project's progress.

Discussions

Convert to Task

Fire up a discussion, brainstorm ideas, and then turn them into an actionable task quickly.

Subscribers

Invite all the people you need to discuss ideas, share opinions, and exchange files.

Notes

Collections

Organize your notes by stacking them in collections. Find what you're looking for in no time.

Comments

Collaborate with your team and clients by discussing a note through comments.

Versions

Write and rewrite notes as many times as you like. You can always review the previous versions of it.

User Roles

Member

Invite people, manage your team, control what they can do in ActiveCollab.

Member+

Grant additional permissions, such as working with invoices, to some of your team members.

Client+

Give some of your clients more permissions in ActiveCollab, so you can collaborate more closely.

Owner

Allow certain team members to see and change everything in your ActiveCollab account.

Real-Time Notifications

New Comments

Subscribers will be notified in real-time every time a new comment is posted on tasks, notes, discussions.

Browser Notifications

Turn your browser notifications on or off, depending on how focused or informed you'd like to be.

real-time notifications when you get mentioned.

Mentions

Notifications will inform you if someone mentioned you directly, so you react right away.

receive slack notifications from ActiveCollab.

Slack Integration

Receive notifications from your ActiveCollab workspace on a Slack channel.

File Storage

100 GB

There's plenty of space available for all your files. Upgrade your storage space if you need even more.

All File Types

Attach and send all types of images, videos, zipped files, documents, spreadsheets, and more.

attach files from Google or Dropbox accounts.

G-Drive & Dropbox

Connect your Google and Dropbox accounts to ActiveCollab and easily share your files with the team.

Time Management

It's hard to charge by the hour when one doesn't know how many hours were spent working on something. ActiveCollab has an integrated Stopwatch that can be set off on a project or a specific task. The uploaded time records can be later used for invoicing clients.

Stopwatch

Project Stopwatch

Track the time you spend working on a project as a whole. Pause, unpause, and upload when ready.

Task Time Tracking

Set off the Stopwatch to track hours and minutes you invest in specific tasks every day.

Automatic Switch

Tracking time on multiple tasks across many projects in one day? Switch seamlessly between them.

Team Timesheet

Weekly Overview

Get an overview of where your team's time went, week by week.

Filter by Team

Filter out quickly whose time records you'd like to view, choose entire teams or individuals.

Expand/Collapse

Enjoy a bird's-eye view of the whole week, or get nitty-gritty and explore the details of each time record.

Time Reporting

Time Report

Filter out time records by project, client, assignee, job type, month, year, and more.

Estimated vs. Tracked

Compare the estimated vs. tracked time records and find out which task got out of control.

Job Types

Internal Hourly Rates

Set up internal hourly rates for each employee. They're independent of those charged to clients.

Job Type

Create job types, appoint them different hourly rates, and then use them when tracking time on tasks.

Resource Management

The vital element of any organization is its people. Making sure no one is fiddling their thumbs or burning out is difficult without an overview of their assignments. Keeping track of days off and sick leave in spreadsheets can be challenging, especially when they need to be synced with milestones and tasks at hand.

Workload

Daily Capacity

Set up a default daily capacity for all employees or appoint custom daily capacities to each team member.

Overtime

Keep an eye on who has too much on their plate and has to work over their daily capacity.

Drag&Drop

Easily rearrange tasks from one assignee to another by drag and dropping them around.

Assignment Overview

Enjoy a bird's-eye view of all assignments, overtime, non-working days, busy bees, and idlers.

Availability

Days Off

No more additional spreadsheets! Keep track of days off, leaves, and vacations in one place.

Date Picker

When scheduling a task, you'll know right away if its assignee is available or not at a certain time.

Workload

Vacations and non-working days will appear in Workload, so you'll know who's there, who's not, and when.

Days Off Summarized

Throw away the abacus. All the days off are summed up for each employee, year by year.

Team Reporting

Task Report

Create custom reports of all tasks, filter them out, and export them as a CSV file when necessary.

Team Timeline

Explore the timeline of your team, who's been working on what, when, and for how long.

People

Roles

Appoint different user roles to each employee and client, control what others can do in ActiveCollab.

Permissions

We understand not everyone should see everything. Give certain permissions only to a few people.

Client Management

Having a system that supports transparent communication makes relationships with customers and clients smoother to maintain. Including them from the beginning in projects where sharing comments, ideas, and files is possible stops endless email chains. ActiveCollab allows turning an idea into an invoice.

Estimates

Mark As Won/Lost

Manage the estimates you send your clients by marking them as won or lost.

Duplicate

There's no need to create the same estimates over and over. Simply duplicate and send them away.

Create Project

Start working on your project right away by turning an estimate into a project.

Create Invoice

If your estimate is ready to be invoiced, just turn it into an invoice and send it to your client.

History of Changes

Adjusted your estimate and want to review the changes? See everything that happened and when.

Client Company

Company Details

Enter the details for each company you're collaborating with, from their name and address to currencies.

Custom Hourly Rates

Set up different hourly rates per job type for each project you're working on, to be charged later.

Company Invoice

Access all the invoices you created for a company from their profile page.

Invoicing

Invoice Your Clients

Transform your work into income by invoicing your clients exactly where projects develop.

Reminders

Forget the awkwardness of reminding someone to pay you. Let the system send them a reminder.

Recurring Invoice

No need to do repetitive work. ActiveCollab will automatically send invoices at regular time intervals.

PayPal & Stripe Integration

Connect your accounts to receive online payments from your clients.

QuickBooks & Xero

Send all the new invoices from ActiveCollab to QuickBooks or Xero to further process them.

Client Collaboration

Assign Tasks

If your client needs to review a task, assign it to them, set up a due date, and add a reminder if necessary.

Comments

Mention your client directly on a task, note, or discussion if you need their feedback promptly.

Client+

Invite your most significant clients and let them participate in the projects' development.

Share Files

Centralize your files and keep them tied to the tasks they are related to, so you never lose them again.

Discussions

Talk freely about ideas where you can transform them later into actionable tasks and reality.

Notes

Don't scatter thoughts and important info on pieces of paper. Collect them in ActiveCollab's notes.

Business Profitability

Running many projects at once is great, but do they keep the business afloat? Knowing whether projects are profitable or not can help make better decisions in the future. Also, expenses can get out of hand during a project's progress, and it's useful to know when a certain threshold of a budget has been breached.

Budget Types

Fixed Budget

Agree upon a fixed sum with clients and make sure you stay within budget until a project is finished.

Time and Expenses

Track your billable hours and expenses and charge your clients in regular intervals or upon completion.

Non-Billable

Use ActiveCollab for your internal projects and organize the entire business in one tool.

Budget Alerts

Percentage Alert

The system lets you know when your expenses reach as many budget percentages as needed.

Notifications

You'll receive an email and an in-app notification, so you know you've spent a certain budget amount.

Reports

Payment Status

Review your payments through custom dates, on a yearly or monthly level.

Uninvoiced Work

Don't let your efforts slip under the radar. Overview your uninvoiced work and take action.

Invoices

Create a custom report of all your invoices, check their status, and manage them easily.

Project Profitability

Project Budget vs. Cost

Make sure to keep your expenses under control. Stay within budget on every project you're managing.

Project Info

Get a quick overview of your budget status by checking the percentage of the spent amount.

Apps & Integrations

Tools are there to help get the job done swiftly and without distractions. Setting up an effective workspace environment means building a solid foundation for focus, meeting deadlines, and an organized business. Connecting tools and being able to work anywhere, across all devices, saves money and time.

Apps & Devices

Desktop App

Get rid of the browser clutter and concentrate on your project without unnecessary distractions.

Mobile App

Take the ActiveCollab essentials with you and stay updated no matter where you are.

File Sharing

G-Drive

Expand the ActiveCollab experience by connecting your Google account and sharing files with the team.

Dropbox

If you're used to collaborating through Dropbox, no worries. Attach your files and keep cooperating.

Time Tracking

ActiveCollab Stopwatch

Use the integrated ActiveCollab Stopwatch to track the time you spend on each task and project.

Hubstaff & Timecamp

Connect your favorite time tracker and keep focusing on your assignments.

Automation

Zapier

If you use many apps and connect them all to Zapier, add ActiveCollab to the list and automate your work.

Webhooks

Notify 3rd-party services about what's happening in ActiveCollab.

Slack

Receive notifications from your ActiveCollab workspace on a Slack channel.

API

Develop and integrate your own solutions with ActiveCollab.

Payments

Online Payments

Enable and receive payments for invoices you created in ActiveCollab through Stripe and Paypal.

Invoicing

Xero & QuickBooks

Create invoices from QuickBooks or Xero with the time records you created in ActiveCollab.