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Learn how to setup projects, tasks, how the different views work.
How do I add a project?
You can add a new project by going to Projects → Add project. Or by using the Quick Add button → Select project: Or by going to Clients → Select a client → Projects → New
Types of projects in Paymo
When creating or editing a project, you get to decide between Time & Materials Projects, Flat Rate Projects or Non Billable Projects. Time & Materials Projects Are useful when you wish to see how much time you spend on a specific project and want to invoice based on that worked time. When creating a time and materials project you get to decide the billing priorit
The structure of a project in Paymo
In Paymo there’s a mandatory hierarchical structure: Client → Project → Task list → Task → Subtask. This means you can’t create a subtask without a task → task without a task list → a task list without a project → a project without a client. When you create a project, a task list is created by default. If you have larger projects with many tasks, it’s better to group them into several task lists so it's easier to structure them. !(https://storage.crisp.chat/users/helpdesk/web
How to use project templates?
Project templates are useful if you have similar projects that have the same task lists and task structure. By using project templates, you don’t have to add tasks and task lists manually each time you create a new project. Nor set up dependencies again. In order to create a new template, you need to either go to an existing project → "..." → Save as project template. Or
How to duplicate projects
Duplicating a project comes in handy when you have a similar project with the same task list and task structure. No need to create them from scratch anymore. To duplicate a project, go to an existing project → Click on the three elipses → Duplicate project. Once you access the settings, you'll be asked to: Choose a project name and client Keep/discard certain
How the billing hourly rate hierarchy works
In Paymo there are four billing rates: company, user, project and task rate. The company rate - can be set from your Company settings area → ** Company details The user rate - is set in the **Users The Project rate - is set in the proje
What are the different task views?
If you go to the Tasks section of a project, you will notice that there are several ways to view a task from the top right dropdown: List, Table, Board, Calendar and Gantt Charts. The List view gives you a more general overview of the tasks. You can see if there’s a description, to whom it has been assigned, the due date, if there are any comments or files uploaded etc. !(https://storage.crisp.chat/users/helpdesk/website/d1bd615083ab0000/f13b058d-a2f3-4274-bd88-459a0d
What is the (Kanban) Board view?
The Board or Kanban view allows you to visualize and manage your workflow as tasks go through different stages. Paymo provides three default stages: To Do, In progress and Done - but is not limited to them. You can also define custom stages that adapt to your own process by clicking on the +Add Column button to add a new stage in a workflow. Alternatively, you can rename columns and even add numbers at their names to signal the work in progress limits. !(https://storage.cr
How to use the task Calendar view
Tasks can be displayed in different views: List, Table, Board, Calendar and Gantt charts. The calendar view gives you a more visual way of displaying tasks, being structured in a calendar form you can see when a task starts and when it needs to be finished. Using the Calendar view in Team's tasks will give you a birds ey
How to use Project statuses
When going to a specific project you will notice an Active, Archived, Completed etc status. This will help you divide and filter projects based on the status they are in at that particular time. You can select from predefined options or set your own statuses. In order to do that, you need to click on Your name (bottom left) → Company settings → Projects → **Project st
How do I filter projects by status?
If you wish to declutter your project list you can easily decide to display only active, archived, on hold etc projects. In order to do that, you just need to click on the Show icon and select the type of project you wish to see. In Table View you need to click on the filter option and select to display projects by status. !(https://storage.crisp.chat/users/helpdesk/web
How do I export the projects list?
You need to go to **Projects The resulted CSV file can be imported into Excel, Google Spreadsheets or other spreadsheet apps.
How do I archive a project?
In order to archive a project you need to go to **Projects When you archive a project you keep its data but declutter your projects list. You can select to display archived/active projects based on your needs by using the Show icon
How do I delete a project?
In order to delete a project you need to go to **Projects NOTE: Deleting a project will delete all its data, including tasks, time entries, files, discussions etc. Deleted data cannot be recovered. That's why it's advisable to archive projects
How do project and task IDs work?
When creating or editing a project if you don't specify a project ID, one will be created automatically based on the first letters of the project name. For example: a project with the name "Amazon Store" will be AS. If I add another project named "Apple Store", the project ID will be AS-1. Otherwise, you can change it whenever you want by going to project settings (the gear icon on top of the project) → **Advanced Project Settings !(https://storage.crisp.chat/users/helpdesk/website/
Add task lists
Add task lists To add a task list inside a project, go to the Tasks area of a project and either: Click on the Add task list button on the bottom of the task list, OR Click on the Add task list button between task lists (this appears when you hover over that particular area), if you want to add one in-between. Add tasks To add tasks to a task list,
How to re-order task lists
If you wish to re-order the way your task lists are displayed, you need to hover over the area before the task list name and use drag and drop to move it in the desired position. If the task lists are expanded, they will be collapsed automatically when clicking on that area or when using drag and drop.
How to re-order tasks
You can change the task order by using drag and drop. If you hover over a task, you will notice six dots on the left side. Once you move your mouse over them, an arrow will appear and you will be able to change the order of the tasks or move them to a different task list in the same project. Task lists can be re-ordered by using the same principle. NOTE: You can't reorder ta
How to create and use recurring tasks
Recurring tasks are useful for repetitive type of work, when you have to do a task on a daily, weekly or monthly basis. Like sending out emails or posting on social media. How to create a recurring task Open the Full Task Details view and click on the recurring task icon. Here, select: How often it repeats, The start date,
Types of tasks in Paymo
There are 3 types of tasks in Paymo: Time based Flat rate Non-billable By default, tasks inherit their billing type based on the project. This mean that: For a Time and materials project, all tasks will be time based. For a Flat rate project, the task type isn’t relevant, because a flat rate project cost is independent from tasks, so t
How to create and use subtasks
Subtasks represent the best way to break down your task into smaller, more manageable chunks. They are simple, in the sense that: They're either complete or not complete You can't track time against them You can't assign users to them Think of them as a to-do list that resides inside a parent task for you to check-off. How to add, edit, delete subtasks You can create new subtasks in the **Full task details !(https://storage.crisp.chat/users/helpdesk/website/d14df8bfefc8
Can I move tasks to another project?
You can move tasks to a different project in the Full task details of a task. Just click on the project name in the top bar and select the target project (and task list) where you want the task to be moved. This will move both the task and the entries, files, and comments associated with it.
How to convert subtasks into tasks
In order to convert an existing subtask into a task, you need to: **Open the task in Full task details 2. From here, go to the desired subtask → Hover over it → Convert to task. NOTE: The newly created task will be added in the same task list a
How to re-order subtasks
In order to re-order subtasks you need to go in the Full task details view of the desired task → hover over the subtask → use drag and drop to move the subtask in the desired order.
What are workflows?
Workflows are a series of task statuses that indicate how the project is evolving and the state of the tasks. By moving tasks from one column to another, you mark the current state of that task based on the project's different stages. Paymo provides a Default Workflow (ToDo, In Progress, Complete). You can set up custom workflows by heading to **Company Settings → Workflow
Priorities help you organize task after their importance and urgency. To access them, hover over a task and click on the Priorities icon. This will unfold the following priority: Can I set up custom task priorities? To ensure consistency and clear expectations from everyone across the team, we only allow 4 types of priorities: critical, high, normal, low. How to gro
How do I filter the projects list?
If you have a large number of projects, the easiest way to find the one you need is to use the filter option. You can do this in two ways: In the List View, click on the filter icon, type in a couple of letters and find the desired project. You can filter them based on project or client name. If you click on the eye icon you can select to display them by status (Active, Proposal, Archived, etc.). !(https://storage.crisp.chat/users/helpdesk/website/8f11de43dfa73000/8af9298d-ed74-4c87-
Full task details
Full task details is a view/edit mode where you can populate your task with all the necessary details to complete it within a set of agreed requirements. How to access the full task details You can access the full task details in different ways from every available task view: List & Table view: hover over a task → click on Full task details (the square icon wi
How to use project and task reminders
When creating or editing a project, you have the option to set a fixed time budget and toggle on the email alert to receive notifications when a certain threshold from the project budget has been reached/tracked. NOTE: The email notification will be sent to the project managers of the project. You can set a time budget reminder at a task level as well. Just hover over a t
How to attach files
You can attach files either at a task, comment, or project to keep updates in context and inform all the relevant team members about them. To attach a file at a task level, hover over one → open the **Full Task Details A pop-up will open, allowing you to upload files either from your computer or Google Drive. !(https://storage.crisp.chat/users/helpdesk/website/651da4ce835d
How to comment on a task or project
You can collaborate with your colleagues in real-time, both at a task and project level. How to comment on a task To keep task updates in context, open the **Full Task Details Write your feedback, then check which assigned users to notify using the Notify option ("+" icon). !(https://storage.crisp.chat/users/helpdesk/website/43d9e1e199659c00/b58efb43-ca53-468c-b7cd-f9
How to use Milestones
A milestone is a goal you set for each project so by a certain date the task list associated with it will be completed. To create a milestone, go to the desired project → Milestones → Add milestone and set a name, due date, the person responsible for it, followed by the associated task lists and a reminder if you wish to. This way, the assigned user will be notified about the
How to turn off email notifications
Email notifications are only project-based. To configure them, go to Projects → select the desired project → click on Edit Notifications (bell icon on top). Then toggle on/off individually which email notifications you would like to receive or dismiss. **NO