If you've just signed up for a trial and you've got a new site ready to work with, here's a quick introduction to the main features that should get you familiar with Teamwork Projects quickly and easily.
We'll cover these areas:
- The dashboard
- Task lists & tasks
- Messages & comments
- Time tracking
- The 'Everything' section
- The calendar
- The 'People' section
You can follow along with the video above too -
Note: There are some small visual differences in the video since we've updated the interface recently.
When you log in to your Teamwork Projects site, the dashboard is the first thing you'll see. Here, the main panel has a live stream of updates from all the projects that you are a part of so you can see what's been happening across your projects. It includes details of items such as tasks or milestones, notebooks or files being added/edited/completed, and other activity like comments and messages:
If you haven't been adding or updating anything yet, it'll be a bit empty but don't worry, you'll start adding projects soon!
In the upper section of the Dashboard are several tabs, including upcoming tasks, late tasks, upcoming milestones, late milestones and events. You can customise this view to show all items, or only those assigned to you:
This is where it all happens. All of your tasks, milestones, messages, notebooks, files and other items are held within projects. You can create a project from the dashboard, and if you already have any added then clicking the project name brings you directly to that project so you can work with the items in it. When you're anywhere within a project itself, you'll see the project name in the top left of the screen.
A Milestone is a target date, representing an important moment or goal in a project such as a deliverable outcome, for example 'Product ready for testing' or 'Client onboarded'. Once you create a milestone, you can attach it to a task list, showing the tasks you need to complete in order to reach this milestone.
To add a milestone:
- In your project, go to the 'Milestones' area
- In the top right, click the 'Add Milestone' button
- Name the milestone, add a due date and select the responsible person or persons
Once you've added a milestone, you can attach it to a task list:
Note - you can attach multiple task lists to a milestone, however it's not possible to attach multiple milestones to a single task list.
Task lists & tasks
Task lists are a way of organising your tasks into groups. For example, in your project you might set up a task list for all of the tasks in a particular 'phase' of a project, or you could group together tasks of a similar type like 'SEO activities'.
To add a task list:
- Go to the tasks area in your project
- Click the 'Add Task List' button in the top right
- Give your task list a name
- Use the other tabs to select any privacy options, milestones you wish to attach the task list to, choose a template or set up defaults for new tasks
- Click 'Add Task List' once you're happy with the settings you've chosen:
Once you've added a task list you can begin adding tasks.
To add a task:
- At the bottom of the task list, click the green 'Add a Task' button
- Give your task a title in the 'What needs to be done?' area
- Select who should do the task, you can assign it to more than one person by clicking 'Multiple People' and selecting them all
Additional task options include:
- Set a start date and due date
- Add a detailed description to the task by clicking the description button
- Clicking the attachment button allows you to attach files to the task by uploading them or select files already uploaded to that Teamwork project
- Click the padlock icon to make the task and any attached files or comments visible only to the users you select
- Select the priority button to choose a priority level: Low, Medium or High
- By clicking the Progress & Time button you can mark your progress via percentage, and you (or another user / manager) can also estimate how long it should take to do the task
- The Followers button allows you to add followers to the task who can be notified of all notifications, only status changes or only comments added to the task
- The Dependencies button allows you to create a dependent task that must be marked complete before the current task (the one you're editing) can be marked as complete. Click 'Select Tasks' and click the task that should be done first
- The Repeats button allows you to repeat a task (once you've added a due date)
Extra task options
Once you've created your task, extra options now become available when you hover the mouse over the task name:
Clicking the Subtask button allows you to create a subtask under another task. For example, your task could be (and we'll really simplify this) "Do accounts". Subtasks for this could be invoicing, purchase orders, wages and so on.
Hovering over Log Time allows you to either start the timer (more on this later) or log time directly for that task. Clicking 'Log Time' gives you a popup box where you can select the date, your start time and end time. Selecting a start and end time will automatically fill in the 'Time Spent', or if you just select the end time and input how many hours and minutes you've worked, then Teamwork Projects adds the start time automatically. If this time is billable, ensure the billable box is ticked.
You can set a reminder to be sent by email or as an SMS at a specific date and time. You can set the reminder for yourself or for other users.
Click this and leave comments on the particular task. This is useful to ask questions or add a note. You also have the option to make comments private, attach a file and notify people by email.
Messages are great for discussing ideas as a team, you can post a question or suggestion and everyone can add their reply to the thread.
In the messages section of each project, you'll see a list of the current messages which you can sort by date, or whether they're unread.
Three different views are available to give you a compact, list or expanded view of them all.
Clicking the 'Options' button allows you to mark all the messages as read (of course you've read them all) or find the email address to use so you can post a message via email.
You can use the green 'Add Message' button in the top right of the messages are to create a new message and 'post' it.
You can add a subject and for the content, you'll find the usual formatting options such as bold, underline and italic, lists, and you can attach a file or insert an image into the body of your message. To insert a link just click the link icon and you can add the URL and the link text:
Messages don't have to be read by every user on the project so you can select privacy options for each message that you create. Just choose the people you want to be able to read your message and hit Done. The people you don't include here won't be able to see the message in the project.
While message categories are optional, they are a great way of keeping your messages tidy so you can find the one you need later on. For example, you might use a message thread for a weekly team update - and you can create a category just for those messages so you can go straight to them. Just select the appropriate category when you create a new message. Hovering the mouse over the list of categories in the left panel brings up the Manage Categories options where you can add or delete message categories:
Notify by email
Want to ensure that everybody knows about your great idea? Make sure to click 'Notify by Email' and select who you want to notify. Once you click 'Post Message', those people will receive an email notification with a copy of your message.
Note - non-administrators can edit or delete their own messages for up to 15 minutes after posting, and cannot edit or delete messages added by anyone else.
The important distinction between messages and comments is that messages are general while comments are specific to an item, such as a task or a file. You can leave a comment on tasks, milestones, files, notebooks and links - just look for the 'Add Comment' icon:
Anywhere you see the comment icon you can click it to show the comment editor, where you have the same convenient formatting options, privacy and notify options as messages - just bear in mind that those options will be affected by the privacy settings of the item you're commenting on.
You can upload files directly to your projects for your colleagues to collaborate on, view, download or start a conversation about in the comments. And if you're creating different versions of the same file, you can upload a new version without deleting the old one so you can track your progress.
In the files area, you'll see a panel on the left with categories, which you use to organise your files. You can set up the categories that work for your own projects - just like the folders on your computer.
Underneath categories, you'll find a 'Filter by User' option, which allows you to view files uploaded by specific people. You'll also see a note of how much storage space you've used in this project and how much you have left overall in your site - it's shared between all of your projects.
On the right of the screen you have sorting options, which give you the choice of sorting files by date, name or size. You also have a filter (to match files by text, person or tag) and viewing options to show files in a list, in an 'expanded' view, or in a grid:
The 'Options' button allows you to select multiple files or to see the email address you can use to email a file directly to the project:
Click the 'Upload Files' button to choose files to upload to your project - either drag and drop the file into the box or click 'Add Files' to browse and choose them. Once you've chosen your file for uploading, you can select a category, privacy or notify by email options from the 'Options' tab. In the 'Description' tab, you can add a description to the file and the 'Advanced' tab has versioning options.
You may have multiple drafts of a file, so once a file has been uploaded you can add newer versions of the file by clicking the 'Versioning' button. Again, you have the usual file options - set categories, notify by email and privacy options for the new version, as well as adding a description. Once the new version of the file has been uploaded, you'll see the 'Versions' button:
Clicking this will show you all the versions you have uploaded for that particular file.
File storage integrations
You can select files from Dropbox, Google Drive, One Drive and Box instead of uploading them directly to your project by clicking the button for that integration next to the 'Upload Files' button - once you have that integration enabled. Browse to the file you want to add, select it and click 'Link-in Selected Files'. Files shared like this do not count against your file storage limits as part of your plan.
Depending on the file type, you may be able to view it within Teamwork Projects directly. Image files, PDFs and some spreadsheets and text documents are instantly viewable. Other file formats need to be downloaded to open them on your computer with the appropriate application. Look for the 'View' or 'Download' options.
Get a better idea of how long activities are taking to help manage your own time and plan work for your team - it's easy to track your time within Teamwork Projects and you can log time on a task in a number of ways. The quickest and easiest way to log time on a task is to click the time icon:
You'll see a screen where you can add details of the time log:
Selecting a start and end time will automatically fill in the duration. Alternatively, if you just select the end time and input how many hours and minutes you've worked, then the start time will be calculated automatically.
Instead of logging time manually when you're finished, you can start a timer directly in your browser to leave running while you work on the task. The timer starts automatically and you can pause it as needed, and click the stopwatch icon to log it when you're ready:
Clicking the arrow on the right will expand the timer and gives you the option to make the time billable or to delete that particular timer. If you've logged time using the browser timer before, the 'Billable' setting will be remembered from last time.
The Everything section
The Everything Section is the area to see exactly what is happening across all your projects.
All active tasks - here you can view, sort and filter all the tasks from all the projects you are working on.
All completed tasks - see all the completed tasks over a period of time, completed by a user or all people.
All Milestones - view all the milestones on all the projects you are a part of.
All Messages - see all the messages from all projects relevant to you.
All Comments - view all the comments from all projects you belong to.
All Files - view all the files from all projects you are working on.
All Notebooks - view all the notebooks in all of your projects.
All Time - view, log, report on time from all projects you are working on.
Workload - this is based on the estimated time that you add to the tasks; you can see how much time has been allocated to either a person or a project over a specific period, and compare it to logged time too.
The Calendar is an area that lets you add and view events for your site, your company or your projects. You'll also see your milestones, and a preview of any tasks due that day too.
In creating new events, you have 3 options:
- Only people in my company - this allows you to share an event with just the people who are in your company
- Members of a project can see this - this allows you to create an event and share it with members of a particular project - this makes the event linked to the project, so you can use the project filter in the calendar to view it specifically
- This is just for me (hidden from other people) - this creates a private event and has the capability to show the time blocked out for you but hide the other details from anyone else
Other options available include an iCal feed that you can use to subscribe to your calendar to an external calendar (like Google Calendar or Outlook), adding reminders to events and creating specific event types for events.
Next to the Dashboard, Calendar, Projects and Everything tabs at the top of the screen, you'll see the main People area for your site. From here (and depending on your permissions), you can view, edit or add new users or contacts and you can manage the companies on your site.
In the top right of this screen, you'll see two buttons:
The 'Invite Users' button gives you the option to invite people as 'users' to log in to your site, and interact with the projects you add them to. This option gives you a quick way to invite lots of new users to your site at the same time, add them all to a particular set of projects, and write a custom message they will all see within their invite email.
Choosing the 'Add' option lets you add a single user or contact and fill in all of their details straight away.