Application Guides

Because the app does not currently send emails, inviting a user is a two-step process:

1. Add the User as a Collaborator: In your project, go to the 'People' page. Use the 'Invite Collaborators' form to add the person's email address. This tells the system that this email is allowed to access the project.
2. Share the Project Link: After adding their email, you must copy the 'Shareable Link' and send it to them manually (e.g., via your own email or a messaging app).

When the user clicks the link, they will be prompted to sign up or log in. If they use the same email address you invited, they will automatically gain access to the project and appear on your dashboard as a project member.

The "People" section allows you to assign roles to users, controlling what they can see and do.

• Owner: The project creator. Has full control over everything, including project settings and permanent deletion. There can only be one owner.
• Admin: Has full edit access to all project content and settings, just like the owner. The only thing an Admin cannot do is permanently delete the project.
• Collaborator: A standard team member. Collaborators can create and edit content like notes, tasks, events, and data tables. They cannot change core project settings, such as the overview, budget, or people's roles.
• Contact: This is an informational role only. People assigned as 'Contact' are listed in the 'People' section for reference but have no access to the project itself.

The Budget Tracker, Time Tracker, and To-Do List are designed to work together to give you a powerful overview of your project's health.

1. Create a Rate-Based Budget Item: In the 'Budget Tracker', add a new item and set its type to 'Hourly' or 'Daily'. Assign it a rate (e.g., £50 per hour) and a unique 'Budget Code' (e.g., "DEV-01").
2. Track Your Time: Use the 'Time Tracker' to record your work. When you stop the timer, a dialog will appear.
3. Link the Entry: In the "Stop Timer" dialog, you can select the 'Budget Code' you created ("DEV-01"). You can also optionally link this time entry to a specific task from your To-Do list.

The Magic: The system automatically calculates the cost of the time entry (e.g., 2 hours at £50/hr = £100) and adds it to the 'Spent' total for that budget item. This gives you a real-time view of how your tracked time is impacting your project's budget.

The Roadmap provides a Gantt chart-style visual timeline of your project, helping you see how all the moving parts fit together. It is populated automatically from two sources:

• Dated To-Do Items: Any task or sub-task in your 'To-Do List' that has both a start date and an end date assigned to it will appear as a bar on the roadmap. This is perfect for tracking the duration of work.
• Scheduled Events: Any event you create in the 'Event Dates' page will also be displayed on the roadmap, helping you visualize key deadlines, meetings, or milestones.

By assigning dates to your tasks and creating events, you can build a comprehensive and dynamic overview of your project's schedule without any extra effort.

In the Budget Tracker, rate-based items ('Hourly' or 'Daily') have a toggle for 'Track time against this item'. This controls how their cost is calculated.

Tracked Items (Toggle is ON)

• How it works: The cost is calculated automatically based on time logged against its 'Budget Code' in the Time Tracker. The 'Spent' value increases as you and your team log more time.
• Use Case: Perfect for tracking billable hours for development, design, or consultancy work where you are paid based on time spent. The 'Allocated Hours/Days' field acts as an estimate to compare against.

Non-Tracked Items (Toggle is OFF)

• How it works: The cost is calculated upfront: Rate × Units. The 'Units' field (Allocated Hours/Days) is used for manual calculation and the cost does not change automatically.
• Use Case: Ideal for fixed-cost services, retainers, or pre-agreed blocks of time. For example, a monthly support contract of 10 hours at £40/hr would be a non-tracked item with Rate=40 and Units=10. The full £400 cost is added to the budget immediately.

Project deletion is a two-step process to prevent accidental data loss.

1. Schedule for Deletion: In 'Project Settings', only the project owner can choose to 'Schedule Project for Deletion'. This marks the project for deletion but does not remove it immediately.
2. Recovery Period: Once scheduled, the project enters a 7-day recovery period. It will appear in the "Recently Deleted" section on your main dashboard. During this time, you can restore the project with a single click.
3. Permanent Deletion: After 7 days, the project is permanently and irretrievably deleted. You can also choose to 'Delete Permanently Now' from the "Recently Deleted" section on your dashboard if you wish to bypass the waiting period.