Managing Projects

In ActiveCollab, all work happens inside projects. There you’ll be able to assign tasks, discuss ideas, attach files, write notes, and track time and expenses.

How To Start a New Project in ActiveCollab

You can create a new project by following these steps:

Step 1: Go to the Projects tab in the top menu.
Step 2: Click the “+ Start a New Project” button.
Step 3: Enter a name for your project.
Step 4: (Optional) Add a description to explain the project's purpose.
Step 5: Choose a template if you want to start from an existing project setup.
Step 6: Set a label to categorize the project (e.g., “New”, “In Progress”).
Step 7: Select a category to help organize your projects.
Step 8: Choose a client company to associate the project with.
Step 9: Enable budget and time tracking if you plan to track costs and time.
Step 10: Select a budgeting type: Fixed price, Time and Expenses, or Non-Billable.
Step 11: Set the billable status for time and expense records.
Step 12: Choose rates for different job types on the project.
Step 13: Click Create Project to finalize.

How To Invite People to a Project

After you’ve created a project, you’ll immediately be able to invite people:

You can add team members or clients to your project by doing the following:

Step 1: After creating the project, go to the People tab.
Step 2: Click Invite/Manage People.
Step 3: Enter the name or email of the person you want to invite.
Step 4: (Optional) Enter the name of a team to invite a group of people.
Step 5: Click Send Invitations.
Step 6: The invited individuals will receive an email with an invitation to join the project.

Understanding the Parts of a Project

Once inside a project, you'll find several tabs:

Tasks: Where you can assign and manage tasks.
Discussions: For sharing ideas and posting comments.
Files: To store and manage project-related files.
Notes: For creating and sharing text documents.
Time: To track all hours logged into the project.
Expenses: To monitor project costs.
Activity: Shows all updates and changes within the project.

How To Make Changes to a Project

By clicking on the three-dots menu next to a Project you can modify a project.

To modify a project:

Step 1: Open the project.
Step 2: Click the three-dots menu (...) next to the project name.
Step 3: Choose from the following options:

Edit: Modify project details.
Manage Task Labels: Add or change task labels.
Complete: Mark the project as completed.
Convert to Template: Save the project as a template for future use.
Star: Mark the project as a favorite.
Move to Trash: Delete the project.

How To Organize Projects

In the header, you can choose from Active, Completed, and Templates when viewing projects, and there is a number of ways to keep the list organized.

Use the labels to sort out projects. You can add or change the labels directly from the project overview.

How To keep your projects organized:

Step 1: In the Projects tab, use the filters in the header to view projects by:

Client
Label
Category
Project Lead

Step 2: Group projects by:

Favorite
Label
Client
Category
Project Lead

Step 3: Once grouped, you can expand or collapse these groups for a better overview.
Step 4: Sort groups by:

Name
Activity
Creation date

Step 5: To add or change a label:

Hover over the label area.
Click the +Label button.
Choose an existing label or type a new one.
Click again to remove a label.

How To Complete a Project

To mark a project as completed:

Step 1: Open the project.
Step 2: Click the Options menu.
Step 3: Select Complete.
Step 4: The project will move to the Completed Projects section.
Step 5: You can restore a completed project by opening it and changing its status back to active.