Project Availability

In ClickTime, users log the time they work on specific Projects. Depending on the type and size of your organization, there will be situations where you might not want all of your users having access to all Projects.

You can use the following links to skip to the section of the Article that covers your List Controls options:

Project Availability Overview
My Projects (No List Controls)
Restricting Projects to Divisions (Moderate List Controls)
Restricting Projects to People (Maximum List Controls)
Checking Project Availability

Project Availability Overview

Here are some common examples of why you may use Project List Controls:

• Your Project lists are quite long and users might be overwhelmed or make errors choosing the right Projects.
• People aren’t always aware of which Projects they’re authorized to log time against.
• Some people should not be allowed to see the names of confidential Projects.

To control Project accessibility, ClickTime offers a feature called Project List Controls. You will find this feature on the Company Preferences page under “Project List Settings”. These options are available to Corporate and Enterprise Accounts.

ClickTime has three levels of Project list controls.

None: This is the default setting for new accounts. Use this setting if you do not want to limit which Projects are visible for specific People or Divisions. Please note that people can still filter their own Project lists by going to the "My Projects" page on the Personal tab. to users. This is optional, and can only be done by the users themselves. Click here to skip to that section of the guide.
Moderate: Administrators (and Managers who can edit Projects) can decide which Projects are available to groups of users (which we refer to as “Divisions”). This is a convenient shortcut for quickly limiting groups of employees. Click here to skip to that section of the guide.
Maximum: Administrators (and Managers who can edit People or Projects) can select which Projects are available for each Person. This is is used by organizations with the highest concern for restricting users to certain Projects. Click here to skip to that section of the guide. 

My Projects (No List Controls)

If a user wants to restrict which Projects are displayed on their own time-entry pages, they can click on “My Projects”. Managers and Administrators will find this in the "Personal" tab of the ClickTime web interface. Please note this option will only be displayed if your Project List Controls are set to "None".

Here your staff can select which Projects they want to see on the time entry pages. Use this page to "Show All", "Hide All" or "Select" which Projects for the Client they want to track time for.

Don't forget to hit "Save" to apply your changes!

Your staff can also determine if they do not want access to future Projects created for specific Clients on a case-by-case basis using this option:

Restricting Projects to Divisions (Moderate List Controls)

If the Administrator for your account has set the Project List Settings to "Moderate", you can choose which Divisions (groups of people) have access to which Projects by navigating to the Project Detail page. This can be done on the Project level from the Project Details page by going to the Project Availability tab. From the Project Details page select the Project Availability tab and click "Edit Section" to assign the Project to the appropriate Division(s). Don't forget to click "Update" to apply your changes.

This can also be done from the Divisions Detail page by clicking the pencil icon from Company --> Divisions, and then the "Project Availability" link, as shown below:

Then you can choose whether to "Show All", "Hide All" or "Select" Projects for each Client everyone in the the Division should be able to access.

Don't forget to "Save" your changes.

If you choose "Select Projects", you'll see a new page where you can choose which specific Projects this Division can access:

You'll also see the option to "Ignore future projects for this client", which means that new Projects added to the Client will not be available to the Division.

Remember that if you do not select at least one Division, this Client and Project will not appear in anyone's time entry lists.

Restricting Projects to Individual People (Maximum List Controls)

If your organization's Project List controls are set to "Maximum", Administrators (and Managers with the ability to edit People or Projects) can choose which people have access to each Project on a person-by-person basis. You can access the Project Availability options from the Person Details page. Alternatively, you can use the toolbox icon on the Company --> People page to go directly to the Project Availability options:

Click "Edit Section" to indicate which Projects this employee should be able to access:

Then use the options to either make "All" Projects within the Client available to the user, "No" Projects, or "Specific" Projects:

Remember to click "Update" to save your changes.

You can also manage Project Availability by each Project from the Project Availability tab on the Project Details page. Click "Edit Section" to indicate which people should have access to this Project and then click "Update" to save your changes:

Remember that if you don’t select any people on the list, this Project will not appear in anyone's time entry lists.

Checking Project Availability:

If you are using "Moderate" or "Maximum" Project List Controls, you can check to see which Projects arev available and to whom by using the "Project Availability Report". This report is accessible in the "Miscellaneous" section of the Company --> Reports page (it will be one of the last Reports in this section):

The report will generate a .xlsx file that you can open in Excel and then sort/format to make sure your settings are correct: