Clients

Clients are the highest level and serve as folders for your projects. Billable settings and rates are not set on clients; they are set on individual projects.

Each client can have multiple projects assigned, but a single project can't be assigned to multiple clients at once.

If you will be invoicing with My Hours (or setting up a Xero or QuickBooks integration), setting up clients is mandatory. The client details that you enter in the Clients tab will be used on the invoices. Clients tab is accessible only to users with the Administrator role.

Learn more about invoicing >>>

If you are invoicing elsewhere, it is possible to use only Projects without Clients if you do not need the Client level.

If you are not working with clients per se, you can still utilize this level. For example, if you have departments in your organization, you can set up departments as clients. This will allow you to organize and filter your reports by departments.

Projects

Projects are the cornerstone of My Hours. This is where you set your billable method and rates, set and track the budget, and assign the users or teams.

You can use Projects without Clients, but you can't use Clients without Projects.

Users always need to be assigned to projects they are working on; otherwise, they can't add time to them.

You need to set up projects to be able to track time on tasks. Task lists and tasks can't be used on their own, but are always set up under individual projects.

More on managing projects here >>>

Task lists

On every project, you can further create task lists and tasks. Task lists are useful if you want to have two levels of task organization. If not, you can put all your tasks on a single task list.

Task lists serve as folders for your tasks. Settings (such as task-based rates, billability, budgets) are set on individual tasks, not on task lists.

Each task list needs to contain at least one task.

Task lists can't be assigned to users; you can only assign individual tasks. However, users will see tasks organized by task lists when they are selecting tasks on the tracking form.

Tasks

By tracking time on specific tasks, you will get even more insightful reports.

If you set your project up with a task-based rate as a billable method, you can set the billable rates by task.

Tasks can be available to all users or assigned to specific users only.

If you set up a task-based budget on a project, you can enter the available budget for individual tasks, which can also work as a task estimate.

See how to manage task lists and tasks >>>

Time logs

Time logs can essentially be added without the information on projects and tasks, but this will impact the granularity of your reporting. Each level of organization that you use will help you to group and filter your reports more effectively and provide better data.

Other than adding project and task information to a time log, additional information can be included as well: custom fields, tags, and notes/description of work. This will provide even more details in your reports and another level of analysis.

If you have any questions, feel free to reach out via chat or at support@myhours.com.

Introduction to the My Hours structure