Systems are only as good as the value they add to you, your business and its users. To understand the actual architecture of the system can help you to better understand how the system can be leveraged to make your life and work, a little easier and much better organised.

Let’s take a look at how your data is organised, how allows you to enter data on the fly and how you can personalise your Workspace and organisation of data whilst keeping all of the benefits has been designed to provide.

How is your data organised?

Typically your data is organised like so – Workspace > Client > Project > Task > Time.

Time entries must be added to Tasks. Tasks can be located under Projects which are in turn located under Clients. All of your records are then stored in a single Workspace to which one or more people may have access.

Note – This hierarchy ensures that all of your information is well organised and reports and records are easy to find.

On the fly data entry

You will notice that makes it incredibly easy to capture data ‘on the fly’. We have designed many shortcuts that allow you to enter information from a pop-up box, rather than having to enter a specific Task page or Client page.


You can start the timer with a single click of a button and then assign it to a task later on. You can even create a new task with a time entry in one single step. See Logging Time for more information.

Tasks, Projects, Clients:

Similarly, you can create a new task in a new project in a new client all in one single step. If you are creating a task and need a new value that does not exist you can just type it in and it will be created along with the task. See Creating Tasks for more information.

Note – You can add multiple Contacts to your clients. These contacts are people who can send tasks to you and potentially even log into your workspace to see their tasks. See Managing Users for more information.

Customise naming within your workspace

Clients and Projects can be renamed in order to better suit your business and make sense to your staff. You might prefer to call them “Customers” and “Jobs” or if you are in property management, for example, they may be “Owners” and “Properties”.

This can be easily done by going into your Settings on the bottom right corner, then Project Naming once you are in the settings page.

Then you simply change the Top level and Second level names and hit Save configuration.

Note – Whatever name changes are made to your Workspace, the overall structure remains the same. The Top level represents who you work for (Clients/Customers/Owners), and the Second level is a way or organising your tasks (Projects/Jobs/Properties).

Personalising your data organisation

Labels can be used to tag tasks into new categories. For example, you may have labels such as “Lead” or “Quote” or “Bill” to help you find particular types of tasks. Or you may use labels to extend the workflow options such as “awaiting client response” or “in testing”.

See Task Labels for more details on how to use labels.

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