Projects View

To review and manage a specific project or phase, navigate to its profile. In the Projects list, you can use the "Go to Project View" button to access the Project page, which includes the Overview, Employees, Phases and Profitability tabs. Alternatively, you can go directly to a Project or Phase page by clicking on its name in the Project List.

Overview Tab

The Overview tab provides a centralized summary of a project’s key information, structure, and administrative controls. It is designed for both visibility and quick management by users with the appropriate roles. Budgets Section If the Budget module is active for your organization, you can manage the project's relationship with budgets within the Overview tab. This section lists all budgets connected to the project. A project can be connected to multiple budgets. Budgets cannot be edited directly here, but:

Clicking a budget tile redirects you to its Budget Details page.
Clicking “Go to budget” takes you to the page with Budgets list.

You can remove a budget assignment by clicking the ❌ on the tile. To connect a Project/Phase with a Budget, click the "Add New" button in the top right corner of the Budget section and select from the list of existing budgets. Once saved, the budget will appear in the section.

Note: Projects and Phases can be connected to different budget. Additionally, if you want each project phase to be connected with the same budget as parent project, you will have to do it manually for each project phase. Notes Section A single common note can be added per project. Click “Add note” to provide the note initially. To edit an existing note simply click into the field, make your changes, and press Enter to save. When no note exists yet, an empty-state visual appears with the message “No notes for the project.”

Employees Tab

In the Employees tab, you can manage all employees assigned to the project. To add an employee:

Click on the "Add employee" Button: Opens a form to select and assign an employee.
Select the Employee: Choose the employee from the list.
Assign a Role: Specify the role of the employee in the project.
Save: The employee will appear in the list.

Note: You can assign a role to an employee only once. However one employee can have multiple roles in the same project (e.g. 1 employee can be Accountant manager and Tech lead at the same time). If a role has already been assigned to an employee, it will no longer appear in the list of available roles.

Once saved, Employee will appear in the Employee list. You can also modify previously selected role by clicking "Edit employee" button and Remove employee from the project by clicking Bin button and confirm the choice.

Phases Tab

A Phase in Flowtly is a separate entity within a parent project. It operates with the same functionality as a project but maintains its own settings, such as:

Independent Budgets – Each phase can have its own budget allocation.
Distinct Start & End Dates – A phase can run on a different timeline than its parent project.
Separate Employee Assignments – Employees can be assigned either to a specific phase or parent project.

Phases allow for better organization of complex projects by breaking them down into manageable sections while keeping all related work under one main project structure.

How to create a Phase

There are two ways to create a phase inside a project:

1. Creating a Phase from the Project Page

Navigate to the dedicatedProject page.
Go to the Phases tab.
Click "Add project phase".
Fill in the following form details:

Name (Required)
Type (Fixed price, Internal, Not billable, Time and Material)
Date From (Optional)
Date To (Optional)

Click Save.

Once saved, the phase will appear under the parent project in the Projects List.

2. Creating a Phase from the Projects List page

Click "Add project" on the top-right corner of the Projects List page.
Fill out the project creation form as usual.
Navigate to the Project edit mode of the newly created project.
Select a Parent project for it.
Save the changes.

Now, the project will become a phase of the selected parent project.

Employee Access & Time Logging

Employee assignments and time logging depend on whether the phase was created from scratch or converted from an existing project.

1. When a new Phase is created under a parent project

All employees assigned to the parent project will be automatically attached to the phase.
Employees can log time under both the parent project and the phase.

2. When a separate Project becomes a phase of another Project

Employees assigned to the parent project will be granted access to the phase.
Employees who were assigned only to the phase before the assigning will not gain access to the parent project.

3. When an Employee is added only to a Phase

The employee will be able to log time only under that phase.
The employee will not be displayed as attached to the parent project.

4. When an Employee is added to the parent Project

The employee will automatically gain access to the parent project and all of its phases.
They will be able to log time under both the parent project and any of its phases.

Key Takeaways

✅ Phases function as independent units but inherit employee access from the parent project.
✅ If an employee needs to work across all phases, assign them at the parent project level.
✅ If an employee should only work on a specific phase, add them directly to that phase.

By using phases correctly, you can better structure complex projects and ensure smooth collaboration among teams while keeping billing and resource management efficient.

Profitability Tab

The Profitability tab offers a visual and tabular overview of the resource utilization and cost distribution for each employee involved in a project. This section helps Admins track how much time team members spent on the project and what the associated labor costs were, over a given time frame. Key Features

Metric View Selector At the top left, there’s a dropdown labeled “Display on chart” that allows users to switch between two display modes:

Employee costs: Shows the monetary value of time logged by employees (calculated based on internal rates).
Hours worked: Displays total hours and minutes recorded by each employee within the selected period.

Date Filter Next to the display selector is the “Date from/to” filter. It allows selection of:

Predefined ranges like Last 6 months
A custom date range using the calendar picker. The displayed data dynamically adjusts to the selected timeframe.

Chart Visualization A stacked bar chart summarizes data month by month, broken down per employee. Hovering over each bar segment shows a tooltip with:

Employee name
Cost or time logged, depending on the current view.

Table Breakdown Below the chart is a detailed table listing all project team members with their individual monthly values:

In “Employee costs” view: Costs are shown in Client currency (e.g., zł 788.38).
In “Hours worked” view: Logged time is displayed in hours and minutes (e.g., 132h 30m).

If no data is available for a particular employee in a month, a dash “–” is shown.