Project Management Quick-Start Guide
Creating a Project
To start a new project, simply select “New Project” from the Project tab of your main dashboard.
Next, fill out the Project Name and Project Description, and optionally assign it to a Business Sector (See “Creating a Business Sector” below)
After that, you will want to assign users to the Project. This will include assigning the Project to the respective Client, and attaching Teammate(s), Project Manager(s), Admin(s), and/or Team(s).
NOTE: Assigning a Project to a Client is a requirement to create a Project. Once a Project is created, the assigned Client cannot be changed. Only one Client can be assigned to a Project.
NOTE: You can optionally choose to assign an Admin to a Project. This will allow the Admin to assume the role of “Project Manager”, which will mean the Admin will receive email notifications about the Project, such as when a Client or Teammate posts into Team/Client Talk, or a Task is completed. By default, the Admin does not receives notifications regarding individual Projects, so this setting allows an Admin to micromanage a specific Project. The Admin will retain all of their administrative control over the Project.
You can also optionally set a “Projected Completion Date”
And a "Estimated Value"
Alternatively, you can create a Project with no employees assigned, and assign them to the Project later. Any changes to the Project can be made from the individual Project dashboard, or by clicking the edit button (a pencil icon) from the main dashboard.
Creating a Task
Once you have a project created, you will want to begin adding Tasks. To do this, select your Project, and navigate to the “Tasks” tab of the Project dashboard.
Then, click “Add Task” to bring up the New Task box.
Here you will want to enter the Task title and description. You will want to keep the title short, so it appears nicely on the page. Any details about the task should go in the description.
From this box you can also set the Task’s Due Date:
Assign it to a Teammate:
And give it a priority:
URGENT Priority Tasks appear Magenta in the Task list
HIGH Priority Tasks appear Red in the Task list
NORMAL Priority Tasks appear Yellow in the Task list
LOW Priority Tasks appear Green in the Task list
After a Task is created, you can apply tags:
And change it’s status:
Additionally, you can view the activity involving the Task:
View and send messages related to the Task:
And upload/download files associated with the Task:
Creating a Subtask
If you would like to break down a Task into smaller, more manageable segments, you can create Subtasks. This feature allows you to divide the portions of a Task into smaller segments, and assign each of those portions individually. Essentially, the main Task becomes the “parent” of it’s Subtasks.
To create a Subtask, first select the corresponding Task. Then select the option “Add Subtask” from the side-pane menu:
By default, a Subtask will have the same user assignment, due date, and priority as the parent Task. These can be adjusted individually for each Subtask using the side-pane menu, in the same manner as editing a Task.
Creating a User
To create a new Teammate, Project Manager, or Freelancer, simply navigate to the “Users” tab from your main dashboard.
From there, click the “Add User” button.
You will be brought to the user registration form, where you can choose the user’s role, and enter their profile information.
NOTE: Be sure that the email address you enter is correct, as this will be address that any password related emails will be sent.
NOTE: The “Username” field cannot be changed after the user is created. If a mistake is made with the username, the user will need to be deleted and created again. This is a WordPress restriction, and applies to all users in your installation.
NOTE: The “Username” and “Email” fields must be unique to each user in your installation, both inside and outside WP-Client. This is a WordPress restriction, and applies to all users in your installation.
You can optionally set a profile avatar for the user, by uploading a unique image, or choosing from the default options.
Types of Roles
A Project Manager will have access to all resources, settings and options related to their assigned Project. They can assign Teammates to a Project, create and delete Tasks, assign Tasks, send clients messages, upload files, and any other access an admin would have. The difference being that a Project Manager can only access assigned projects inside WP-Client Project Management. They will have no access to any other part of your site, so you can safely assign someone the Project Manager role without worrying about them having too much access to your admin dashboard.
A Teammate would be any normal employee that you have, that would be working on a Project. This may be your someone like your in-house graphic designer, programmer, or web designer. Any person who works for you, and would have tasks assigned to them, would be considered a Teammate.
The Freelancer role acts very similar to the Teammate role. The difference will mainly be in who is assigned to the Freelancer role. If you have a task that would need to be completed by someone outside of your employ, they would be created as a Freelancer. This will allow you to easily identify them in the user list, and deactivate/delete their account after the project is completed. Additionally, Freelancers do not have access to the Team Talk functionality of a project. (See “Sending Messages” below)
Creating a Milestone
A Milestone is a “timed folder” for Tasks. You can assign multiple Tasks to a Milestone, and they will all fall under the “umbrella” of that Milestone. This allows you to group similar Tasks together, and see at-a-glance the progress of different segments of the Project. For instance, you may have a Project that involves a marketing campaign for a client. Included in this might be building them a website, redesigning their brochures, and organizing a gathering of their best customers. Each of those items will have many individual Tasks associated with it. By creating a Milestone for each, you can group the appropriate Tasks under the “heading” of the job at hand. So you might have 5 Tasks under the Milestone “Build Website”, 9 Tasks under “Redesign Brochure”, and 6 Tasks under “Organize Customer Event”. With these Tasks created, assigned to Teammates, and attached to a Milestone, you can easily view the progress of key parts of a project, allowing you to quickly identify and correct weak points in the workload.
To create a Milestone, first choose the appropriate Project from your main dashboard, then choose the "Milestones" tab.
And click the "Add Milestone" button.
Next, enter the Milestone Title, Description, and Due Date. (All of these fields can be edited after the Milestone is created)
The Milestone will then appear in the Milestone list. From here you can begin adding Tasks to it.
Create a Team
Many times when working on Projects, you will be assigning the same group of employees to the same types of Projects. If the Project is a new website, you know that Bob from the art department, Shelly from programming, and Project Manager Tim will all be involved. By creating a Team, you can easily group these users together, allowing you to assign all of them to a Project with a few clicks.
To create a Team, first navigate to the “Teams” tab of your main dashboard, then click the “Add New Team” button.
Next, enter the Team Name and Description, and beginning assigning users. Simply click a user to add a green checkmark to their box, signifying they have been added. For ease of use, Project Managers are marked in BLUE boxes, Teammates are ORANGE, and Freelancers are GREEN.
That’s it! Now, when you want to assign the Team to a project, just use the “Assign Teams” option when creating a new Project, or editing an existing Project.
Create a Business Sector
Business Sectors allow you to get a quick glance of your business, and see exactly where your business is coming from. For example, an advertising agency might have Business Sectors for logo designs, television commercials, radio commercials, etc. Each Project can be categorized under a Business Sector, and the assignments can be viewed from the “Business Sectors” tab of your main dashboard. This will allow you to see what types of Projects are generating the most business, and where the majority of your Team’s workload is originating.
Business Sectors can be viewed and modified by navigating to the "Business Sectors" tab from your main dashboard.
Communication is key to completing a Project quickly and efficiently. Searching through emails can be clunky, and an important message can get lost through when every employee needs to search through their inboxes individually. Using the Team Talk and Client Talk functions, you can ensure that everyone has all of the information and resources they need to complete the Project.
For each individual Project, you will have a “Team Talk” and “Client Talk” tab on the project dashboard.
The essential difference here is who can access which tab.
- Clients will have access to Client Talk only.
- Teammates will have access to Team Talk only.
- Project Managers and Admins will have access to both Team Talk AND Client Talk.
- Freelancers do not have access to either Team Talk OR Client Talk.
When you navigate to either Talk tab, you can send a message, with the option of attaching files to the message. Multiple file uploading is enabled, allowing you to attach multiple files to a single message.
The message and file(s) will then be viewable by the appropriate users once they login. (See below for more details on File Sharing)
Once you navigate to an individual Project, you will be able to view all associated files by clicking the “Files” tab.
From here, you can manage all of the files associated with a Project. This includes files that are upload via the Team Talk and Client Talk messaging system, through the Task menu, and directly from the Files tab. Essentially, if a file is assigned to a Project, it can be found from the “Files” tab. You can view the author of the file, as well as what channel the file was added through, such as “task” or “message”.
Additionally, you can download or delete a file by hovering your mouse over the file, and selecting the corresponding option.
Allowing Work Requests
If you would like to allow your clients to submit potential Project ideas to you, this can be accomplished using the "Work Request" functionality. To get started, first you will want to insert the shortcode "[wpc_client_pm_work_request]" (without quotes) in the page of your choice (such as in a Portal Page). Wherever this shortcode is placed, the Work Request form will be displayed for the client, with fields for Title, Request Type, Description, as well as a simple file uploader that the client can use to attach files to the Work Request.
Once submitted, the Work Request will display in the backend at WP-Client-->Project Management-->Work Request. The admin can view the request from there, and choose to "accept" it or delete it. Accepting the Work Request will automatically convert the request into a Project.
The "Request Types" that the client can choose from on the Work Request form is drawn from the types that are created by the admin in settings at WP-Client-->Settings-->Project Management. These Request Types can be created with a Title, Price, Currency, and can be automatically assigned to a specific Business Sector. All Request Types created here will be visible to any client who views the Work Request Form, where they will see only the Request Type title and price (with currency).
Various Project Management settings can be adjusted by navigating to the "Settings" menu in the WP-Client menu.
From here, you can choose whether or not to use the HTML5 File Uploader to allow multi-file uploading, set the limit for "auto hiding" completed/closed Tasks, and turn the various email notifications on and off.
NOTE: These settings are only available to WordPress and WP-Client Admin users.
Additionally, each user (Teammate, Project Manager, Freelancer) can adjust their own email notifications on an individual level.
All of the Project Management email notification templates can be edited by navigating to the "Templates" menu in WP-Client.