Projects

Projects in Kimai are assigned to customers and are linked to activities, which are then used for time-records.

Project colors

Each project can be assigned its own color, for easier identification in many places throughout Kimai.

If no color is applied, Kimai will fallback to the customers color and finally to the default color.

Project start date / end date

Having a project start and end date is optional, but it can help you to limit the project visibility in the “edit timesheet record” screen.

Setting a date for project start or end will place an implicit restriction for project selection when creating a timesheet record. If the date of the record falls before the project start or after the project end the project will not be listed in the dropdown menu.

This behavior is intended to avoid ghost bookings on not yet started or already finished projects. If the booking of records is necessary, the team lead or admin can remove the date restriction in the project settings.

Budgets

Budgets help you to watch your progress and help you to stay within contract boundaries.

If the System > Settings configuration Allow overbooking of stored budgets is not active, Kimai will prevent that records will be created, which would go beyond your configured budgets.

Currently, the visibility of budgets cannot be limited independently. So if you want to show progress to your users, you cannot show only the time budget (this will be changed in the future).

The permissions budget_team_project, budget_teamlead_project and budget_project are used to check if the logged-in user can see the budgets.

Budget type

Kimai knows two budget types. The default budget type is lifetime (which is used if the budget type is empty), the other available budget type is monthly.

  • Lifetime budget - uses all records of all times to calculate progress and budget usage
  • Monthly budget - uses all records of the selected month to calculate progress and budget usage

No matter which budget type is used, it does not influence invoice amounts. There is no automatism that will add a monthly budget to your invoice (you have to create expenses or time records for that).

Money budget

Money budgets will be used to calculate reports.

For Kimai there is no difference between money and time budgets. If there are multiple people with a different hourly rate working on the same tasks, then money and time budget will differ in their outcome.

Only billable records will be used to calculate the remaining budget.

Time budget

The time budget should be entered in the format hh:mm or decimal hh.m.

Time budgets will be used to calculate reports.

If you are using money budget and want to show progress to your users, it is a good idea to calculate the hourly rate by using money budget / average hourly rate.

Only billable records will be used to calculate the remaining budget.

Visibility

By toggling the visibility on a project, you:

  • hide the project from all drop-downs
  • hide the project from the default list in the project administration
  • hide the activities for this project from all drop-downs, regardless of their visibility state
  • hide the activities for this project from the default list in the activities administration

Please note:

  • all currently linked objects will still show the project in the dropdown as pre-selected option
    • you can still change the project on timesheet records and activities, which used it before
    • you cannot create new activities for this project
    • you cannot create new timesheet records for this project
  • you can still access the hidden entries by changing the visibility filter on the toolbars

The visibility filter in the toolbar has three state:

  • Visible: Yes (all projects that are “really” visible, meaning: the project and linked customer are visible)
  • Visible: No (all projects that are exclusively invisible by their own visibility state)
  • Visible “empty” (all projects: not filtering on their own or the customers visibility)

The search drop-down supports filtering by the fields:

  • customer
  • visibility

Besides these filters, you can query for a free search term, which will be searched in the fields:

  • name
  • comment
  • orderNumber

Additionally you can filter for custom fields by using a search phrase like location:homeoffice. This would find all projects with the custom field location matching the term homeoffice.

The search terms will be found within the full value, so searching for office would find:

  • I love working in my office
  • Office
  • This office is beautiful
  • Our offices are very noisy

You can mix the search term and use multiple meta-field queries:

  • location:homeoffice projectname foo - find all projects matching the search term projectname foo with the custom field location matching the term homeoffice
  • location:homeoffice contract:foo projectname - find all projects matching the search term projectname with the custom field combination: location matching the term homeoffice and contract matching the term foo
  • location:homeoffice contract:foo - find all projects with the custom field combination: location matching the term homeoffice and contract matching the term foo