Project Management

About this Addon Module

The Project Management addon can help you organise jobs and tasks by linking support tickets and invoices with to-do items to create projects. You can then work with these in a single interface and track internal discussions, share files, and track (and optionally bill for) time spent on individual tasks.

You can access the add-on at Addons > Project Management.

For more information, see the WHMCS Project Management website.

Addon Name	Latest Release	Current Version	Compatible With	Included in WHMCS
Project Management	N/A	N/A	N/A	Yes

Activating Project Management

Because this addon ships with WHMCS by default, you do not need to download files before you activate the addon through the Admin Area.

To do this:

1. If you have not already, purchase the addon.
2. Go to Configuration () > System Settings > Addon Modules or, prior to WHMCS 8.0, Setup > Addon Modules.
3. Click Activate for Project Management.
4. Click Configure.
5. Select the admin role groups who will have access to this addon.
6. Select the admin users who can configure Project Management settings within the addon.
7. Click Save Changes.

Project Management

The Project Management Overview lists all of your projects by default, in ascending order of due date. The list includes the title, assigned staff member, status, creation date, due date, number of days left or overdue, and the last updated date for the project.

From this page you can also review the most recent 10 activity log entries and search for projects.

Projects Tab

This tab displays a list of projects. You can search by project title or associated ticket numbers. If there is only one match for your entered search term, the system will direct you to the project view for that project.

You can apply several filters to the list of projects:

• Incomplete — View all incomplete projects.
• My Incomplete — View your assigned incomplete projects.
• View All — View all complete and incomplete projects.
• Assigned To Me — View all projects assigned to you, including completed ones
• Due Within 7 Days — View all projects that are overdue or are due within one week.
• Closed — View only completed projects.

Accessing Projects via Tickets

When you view a ticket that is associated with a project, the project's title, due date, and status will display within the support ticket itself.

Accessing Projects via Clients

In a client's profile's Summary tab, you can click View Projects under Other Actions to go to the project list at Addons > Project Management with the list already filtered by client.

Tasks Tab

This tab lists tasks for all of your projects and includes the filters that you can also use in the Projects tab.

Reports Tab

This tab lists reports on your projects, time, and invoice amounts. You can filter them by date range and by admin.

Projects

Everything in the Project Management addon, including tasks, tickets, invoices, attachments, and messages, requires a project.

When you access a project, all of the project's information will display in a single interface page.

At the top of the page, you can click the pencil icon to edit the project title and details.

• This includes the creation and due dates, the assigned admin, the associated client, and the project's status.
• Click Save to save your changes.
• You can search for the associated client using Intelligent Search.

Use the buttons next to the project title to perform additional actions:

• Start tracking time when you work on a project (Start Timer) or stop tracking (End Timer).
• Add a private staff-only note (Add Comment).
• Upload a file to the project (Upload File).
• Send an email using a template under the General Messages email template type (Send Email).
• Enable or disable email notifications about the project (toggle Watching to On or Off).

The system will also send email notifications to admins who are assigned to the project or task.

The top of the page also displays basic information about the project, including the creation date, a color-coded due date, the assigned admin, the client, the status, and the date of the last update to the project.

Creating Your First Project

To create a project:

1. Click + New Project in the top right corner.
2. Enter the title of the project, associated ticket number, assigned admin, associated client, the creation date, and the due date.
3. Click Create.

You can also create a project directly from within a support ticket by clicking the Create New Project tab. This option only appears in tickets if the ticket is not already associated with a project.

Tasks

To add a new task to a project:

1. Enter the task name in Add new task.
2. Select an admin to assign to the new task.
3. Set the desired due date.
4. Click Add Task.

To mark a task as complete, click the checkmark icon on the left of the list.

To edit a task, click the pencil icon, make the desired changes, and click Save.

To delete a task, click the trashcan icon. You can also click the pencil icon and then click Delete.

Messages

The Messages tab allows you to add notes and other messages that all admins can see when they view the project. Clients cannot view these messages.

To add a message, enter it in the text box and click Post Reply. You can also browse for and attach files.

Time Tracking

You can start the timer to track the time spent on tasks by clicking Start Timer.

• This creates a timer entry in the Time Tracking tab. It includes the admin and the start time.
• Click End Timer to end the timer.

To assign the timer record entry to a specific task:

1. Go to the Time Tracking tab.
2. Click the Edit pencil icon.
3. Select the relevant task from the menu.
4. Optionally, adjust the admin user, start time, and end time.
5. Click Save.

The system then calculates the total time for each task and for the project as a whole.

Tickets

To associate support tickets with a project:

1. Go to the Tickets tab.
2. Click Associate Ticket.
3. Optionally, search for the desired ticket number or keywords from the ticket name.
4. Select tickets by checking Select for each desired ticket.
5. Click Save.

A single ticket can be assigned to multiple projects, and a single project can have multiple tickets assigned to it. If a project does not have an associated client and you assign a client's ticket to that project, that client will automatically be associated with the project too.

You can create a new ticket to associate with the project by clicking Open New Ticket.

Billing

Associating invoices with projects allows you to view their status from within the project itself.

The system will automatically associate invoices using the following methods:

• Invoices with a line item including Ticket #xxxxxx followed by any associated ticket number.
• Invoices with a line item including Project #XXX followed by the ID number for the project.
• Invoices that you generated from within the project using either the Quick Invoice or Bill for Task Time Entries features.

To de-associate an invoice from a project, you must update or remove the line item description to remove the ticket or project reference.

Files

The attachments section allows you to upload files to the project without posting a message.

All attachments, both uploaded here and as attachments in messages posted on the staff messageboard, are stored under the attachments directory, in a folder structure of /projects/xxx/ where xxx is the Project ID number, so projects can be easily accessed by FTP if needed, and cleaned up.

Log

The Log tab lists a full history of each action in that project, the date and time, and the associated admin.

Task Templates

Task Templates are predefined lists of tasks to add to a project.

• You can save and import task templates from within individual projects.
• You can view a list of task templates and delete them by going to Settings > Task Templates in the top-right corner of any Project Management page.

Save Task List

To save all of the tasks in the current project as a new task template:

1. Click Save Task List.
2. Enter a name for the new task list.
3. Click Save.

You can now replicate this task list in this or other projects.

Import Tasks

To import tasks from an existing task template:

1. Click Import Tasks.
2. Select the desired task template from the menu or enter text to search for a template and select it.
3. Click Import.

This will import a new copy of all of the task template's tasks into your project.

Settings

You can configure several Project Management settings as well as configuring permissions for related actions. To do this, click Settings in the top-right corner of any Project Management addon page.

You can configure the following settings in the General tab:

• Default Hourly Rate — Set the standard hourly rate to charge in automatic time-based billing calculations. You can override this rate on a per-case basis when generating invoices for time-based logs.
• Project Statuses — Set the available statuses for projects as a comma-separated list.
• Completed Statuses — Select the statuses to treat as completed (not incomplete or awaiting work). This defaults to Abandoned and Completed.

You can configure the following settings in the Client Area tab:

• Enable/Disable — Check to enable or uncheck to disable Client Area project access.
  
• Allow Access To — Check the sections of the Client Area in which clients can view the status and details of their projects. To access this, add the following line to your Client Area URL: /index.php?m=project_management

You can view a list of task templates and delete them in the Task Templates tab.

You can set admin role access by checking and unchecking individual permissions in the Permissions tab.

Homepage Widget

The addon also includes an Admin Area Dashboard widget, which you can activate for your admin role group in the normal way in Configuration () > Manage Admins or, prior to WHMCS 8.0, Setup > Staff Management > Administrator Roles.

The widget allows you to see an overview of projects, including title, due date, days left, status, and recent activity.

API

A range of API commands are available for the addon to facilitate project management from remote systems:

• AddProjectMessage
• AddProjectTask
• CreateProject
• DeleteProjectTask
• EndTaskTimer
• GetProject
• GetProjects
• StartTaskTimer
• UpdateProject
• UpdateProjectTask

For more information, see our API documentation.

Upgrading

To apply a manual update to the Project Management addon, download the update from our website, unzip the files, and upload them to the root WHMCS directory.

The files are in the appropriate sub-directories to ensure correct upload.

Uninstalling

To uninstall the module and completely remove all associated data (projects, logs, tasks, task templates, and attachments), see Addon Modules.

Troubleshooting

N/A

Change Log

See the Project Management Marketplace listing.