Manage projects and sprints

The Projects group of the side menu is where projects and their sprints are set up and followed: who works on each project, how they are paid, what each sprint costs and what it has to deliver. This guide walks through each record.

You see the group only if you are allowed to manage projects. It has up to two entries, Projects and Project Sprints; everything else opens from inside them.

Projects

Projects lists the projects, the most recently active first. A project is active while it has a sprint in progress. Projects marked as hidden are left out of the list for everyone except one specific person, who sees them all.

Two filters narrow it:

Active: Yes for projects with a sprint in progress, No for the rest.
Project Type: Not administrative at first, Administrative, Internal or Clients.

Create a project

Click Create Project.
Fill in the Name and choose the Client; both are required. You can also add the Repository Name, the Slack Channel Name and a Description.
Tick Is Hidden to leave it out of the list, or Is Admintrative Internal Project for an internal administrative project.
Save.

The Description of a project, and of a milestone or an internal expense of a sprint, can hold images. Each image is uploaded to the company's file library as soon as you add it, and moves to the record's own folder there when you save. An image you added and then left without saving stays in the library.

When the project is saved, the default members are added to its Team Members: one person for each role that has an active default member. They count as members added by hand, with the same database access and hourly rate history. They join with no way of being paid ticked, so edit each one to say how they are paid in this project. The default members are set up in Default project members.

Inside a project

A project's page shows its details and these sections:

Team Members: who works on the project. See below.
Sprints: its sprints in progress.
General Payments: payments that do not belong to a sprint.
Licences and Server Applications linked to it. A licence added from here comes with the project's client and name filled in.
Tasks: its unfinished tasks that are not in a sprint.

The buttons at the top open, for this project, Cost Times (the time recorded), Tasks and Sprints.

Team members

Each team member joins a User to the project with a Role, and says how they are paid there. Only active people are offered. The User is not required: a member saved without one keeps the role in the team with nobody in it, and gives no database access.

Pay Per Hour: they record time on hourly tasks and are paid for it. They can create hourly tasks and see all the project's sprints in progress on their board.
Pay Per Task: they can receive fixed amounts for tasks.
Pay Per Sprint: they can receive an amount for a whole sprint.
Pay Per Hour Rate: their rate in this project. Leave it empty to use the person's default hourly rate. A member's page keeps the Hourly Rate History; changing the rate twice on the same day leaves one row for that day, with the latest rate.

A member paid in at least one of these ways sees the project in Tasks; see Work on your tasks. The role decides who receives each validation of the project's tasks; see Validate tasks.

Adding a member gives that person access to the databases of the project's server applications, and removing the member takes that access away. When you change the User of a member, the new person is given access.

Sprints

Project Sprints lists every sprint, the latest start date first, with its Total received. Filter them by Project Id or with Active.

Create a sprint

Click Create Project Sprint, or add it from the project's Sprints section.
Choose the Project and, if it applies, the Service sold. Only services whose Behavior Type is Sprint are offered.
Fill in the Name and the Start Date; both are required. You can add an End Date and a File.
Save.

Every time a sprint is saved, the time recorded on its project from the Start Date on, and up to the End Date when it has one, is moved into this sprint. Sprints of one specific service are the exception: saving them moves no time. If you change the Project of a sprint, its tasks, recorded time, payments and expenses move to the new project with it.

Inside a sprint

A sprint's page shows three groups of figures: Expected Information (what the sprint should bring in and earn), Current Information (what it costs so far and the budget left) and Projected Information (what it is expected to cost and earn in the end).

Below them:

Limits: the most that can be spent on each Role in the sprint. Only the roles of the project's team are offered. Each limit shows its Limit Used and Limit Available.
Milestones: the sprint's deliveries. See below.
Costs: what each person paid by sprint receives for it. See below.
Internal Expenses: expenses charged to the sprint's budget.
Payments received and Expenses paid to providers for the sprint.
Tasks: its unfinished tasks.

Milestones

A milestone has a Name, an Original Date and a Description. When you edit it, you can choose a Dependency: another milestone of the sprint it follows.

Change Date moves it. Enter the New Date, choose the Causer, Client or Agency, and give a Reason. The days are added to Days Client or Days Agency, and the milestones that depend on it move by the same days.
Mark as Achieved marks it as delivered. You can do it from the day of its date on. Before that day it is refused with No puedes marcar un hito como logrado si la fecha de entrega no ha pasado, shown in Spanish in both languages.

Costs of the sprint

A sprint cost has a Name, the User it is for (only members paid by sprint) and the Cost. Its page shows the Missing Cost and, in its expenses, the payments scheduled or made for it. A cost that has been paid in full cannot be deleted. A cost with any payment already made cannot be deleted either: you see This cost already has payments made, followed by how much was paid of its total, and nothing is deleted. Deleting a cost with no payments made also deletes the payments scheduled for it.

The member sees their sprint payments on the task board, in Sprint report.

Sprint actions

The buttons at the top of a sprint:

Tasks and Cost Times open its tasks and its recorded time.
Finish Sprint closes it. Choose the Type: Finish marks the sprint as finished, and sets its End Date to today if it had none; Task Closing does the rest without finishing the sprint. Either way, what is still owed on each sprint cost and each task paid by task is scheduled for payment, and the sprint's tasks are finished, with their QA and pull request reviews marked as validated. The client review is left as it was. A finished sprint no longer appears on the task boards.
Add Commission adds a commission for a Seller. Everyone with the Vendedor role is offered, including inactive and blocked people, so check you pick someone who still works with the company. Total Comission comes filled in with 10% of the sprint's Total To Receive, and you can change it; give it a Name. The commission is added to the sprint's Costs, marked as Is Commission, and scheduled for payment straight away.
Add Tasks From Analysis creates tasks paid by task from a written analysis. Choose the Default User who receives them, among the project's members paid by task; set the Cost Multiplier, which starts at 500; and paste the analysis in Markdown. Each task's amount is its cost units multiplied by the multiplier.
- The analysis can be a table with a cost column, such as Cost, Costo, Puntos or Estimación. A column named like Tarea, Task or Nombre gives each task its summary, and one named like Descripción or Detalle its details. Rows without a cost greater than zero are skipped.
- With no such table, each numbered section (a ## 1. Name heading) becomes a task, and a line starting with one of those cost words gives its cost. A section without a cost line still becomes a task, with an amount of 0.
- When it works you see Tasks created from analysis: followed by how many; when nothing can be read, No valid tasks were found in the markdown analysis.
Transfer Money moves budget to another sprint in progress. Choose where to Transfer To, the Total and a Name. Transfer To lists the sprints in progress of the client's other projects, the other sprints in progress of this project (shown as Otros sprints del proyecto), and the sprints in progress of internal and administrative projects that are not hidden, except those of the specific service whose sprints move no time when saved. The sprint you are on is never in the list. The transfer is recorded as an internal expense here and as a payment received in the other sprint. Tick Is External when the money leaves this sprint's budget.
- The Total must be greater than zero. Otherwise you see The amount must be greater than zero. under it, and nothing is recorded. It is not checked against the budget available, so make sure of the amount before you save.
- A destination that is not in the list is refused with Choose a destination sprint from the list.
- The expense here and the payment in the other sprint are saved together or not at all. If either one fails you see The transfer could not be completed, so nothing was saved., and neither sprint changes.

Finish Sprint, Add Tasks From Analysis and Transfer Money are only offered while the sprint is not finished. Add Commission is offered on finished sprints too.

Tasks and their costs

Tasks, from a project or a sprint, lists its task records. Filter them by project, sprint, whether each validation is done, and Is Finished; unfinished tasks are shown at first.

A task created here is paid by task. Its User is required: it is the person who will do the task, who becomes its assignee and receives its Total Cost.

A task's page shows its details, its validation dates and these sections:

Costs: the fixed amount each person receives for the task. A task cost has the User (only members paid by task) and the Cost, and shows its Missing Cost and the payments made for it.
Assigned: who the task was assigned to, and by whom.
Review Request: each validation requested, with its reviewer and result.
Tracked Time: the time recorded on it.

Cost Times

Cost Times lists the time recorded on tasks, the latest first, with who recorded it, the project, sprint and task, the time, its Status and what it is worth. Filter by person, project, sprint, task, dates, Entry Type (Tracked or Manual), Status and Is Paid. The list is read only. You see it if you can see finances or time records.

Sprint Expenses

The Sprint Expenses page adds up what a sprint costs in people. You open it from the eye button next to a sprint's cost on the management Dashboard. Only people who can see finances can open it; anyone else gets a page that does not exist.

Cost on Activities: each task cost, with its Total Assigned, Total Paid, Total Pending and whether it is Paid or Unpaid.
Cost on Sprint: each sprint cost, with its Name, User, Activity Cost (the amount of the cost), Total Paid, Total Pending and Status.
Cost on Hourly Rate: the approved time recorded on each task, in hours, with its Cost and how much is paid and pending.

Each list shows No data when it is empty.