Admin setup for Projects

If you are setting up Projects for your team, there are a few prerequisites to complete before collaborators can start using the app effectively. This guide walks administrators from adding collaborators to creating a first pilot project.

What to set up first

Before users can work properly in Projects, make sure you have completed the following foundations:

✓Add collaborators to the organization.✓Add collaborators to the right teams.✓Assign roles and permissions for Projects.✓Create human resources with work schedules if you want workload reports.✓Create your first pilot project.✓Add milestones and tasks to the project.✓Assign tasks to resources.✓Ask users to install the mobile app if they manage projects on the go.

Add collaborators

The first step is making sure the people who will use Projects exist in the organization.

Without collaborators, there is nobody to assign permissions to, no one to assign tasks to, and no resources to involve in projects.

Related guides

Add collaborators to teams

Once collaborators exist, group them into teams.

This is the practical way to manage access at scale. If you assign permissions team by team instead of person by person, the setup is easier to maintain as your organization grows.

This is especially useful if:

one team should only see its own projects;
project managers need to oversee the projects of their group;
different departments manage projects with different access rules.

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Assign roles and permissions

Projects access depends on roles and policies. Users need the right permissions to create projects, manage milestones and tasks, activate budgets, or view workloads.

The default roles for Projects are:

Project Admin — can create and manage projects, milestones, and tasks for all collaborators.
Project Viewer — can view projects, milestones, and tasks for all collaborators.
Budget Admin — can activate budgets, create budget lines, and manage expenses.
Invoice Manager — can view a project's expenses and create expenses in the Invoices app.
HR Admin — can view the workload of contacts with at least one task assigned.

You can assign permissions directly to individual collaborators, but in most organizations the best practice is to assign the correct roles to the team whenever possible.

Best practice

If multiple collaborators need the same Projects access, assign permissions at the team level instead of configuring each collaborator one by one.

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Create human resources with work schedules if you want workload reports

If you want Projects to show workload data and complete reports, the collaborators involved in projects must also be configured as human resources with a work hours contract in the Humans app.

The work schedule allows RevasOS to calculate:

expected hours vs. actual hours;
resource workloads;
hour balances in project reports.

Without a work schedule, collaborators can still receive tasks and work on projects, but workload data and reports will be less accurate.

Note

This step is only needed if you want to use workload and reporting features. If you use Projects only for planning, you can proceed without it.

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Create the first pilot project

Once the base setup is complete, create a pilot project to verify that everything works.

Open the Projects app.
Click + New project.
Enter the title, description, and start and end dates.
Select the status Planned or Ongoing.
Click Create project.

This project will serve as the testing ground for milestones, tasks, and permissions.

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Add milestones and tasks

After creating the project, build out the operational structure by adding milestones and tasks.

Milestones are logical containers that group tasks by goals or phases. Tasks are the units of work that can be assigned to resources.

For each task you want included in the project report, remember to add:

a start date and a due date;
a workload estimate.

Without this information the task can exist but will not appear in report calculations.

Important

Only tasks with a start date, due date, and workload estimate are included in the project report hour calculations.

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Assign tasks to resources

Each task must be assigned to a collaborator for it to appear in their My projects view and in the Tasks app.

Task assignment is what connects planning to operational work: without it, collaborators cannot see what they need to do and workload reports remain empty.

Related guides

Ask users to install the mobile app

If collaborators need to check project status, review their tasks, or update progress outside the desktop, ask them to install the mobile app early in the rollout.

This is especially useful for:

project managers who check progress during meetings;
field workers;
hybrid workers who split time between office and remote.

Related guides

Install the smartphone app

Recommended setup order

If you want the fastest reliable setup, follow this order:

Add collaborators to the organization.
Create teams and place collaborators in them.
Assign Projects permissions, preferably at the team level.
Set up human resources with work schedules in Humans if you want workload reports.
Create the first pilot project.
Add milestones and tasks to the project.
Assign tasks to resources.
Roll out the mobile app to collaborators who need it.