Project Time Entry Controls

Time Entry Controls: Project Controls & Availability explains how to decide who can see & select Projects on time entry and pickers. Use these settings to keep lists tidy, enforce policy, and prevent miscoding.

Plan availability: Project List Controls are available on the Team plan or higher.

Jump to:

• Overview
• When controls are off: My Projects
• Project List Controls (levels)
• Enable & configure Project List Controls
• Project Availability (by Division or Person)
• How these settings affect time entry
• Best practices
• Troubleshooting

Overview

Project visibility is governed by Project List Controls, which define whether Projects are visible to everyone, specific Divisions, or specific People. When scoping is enabled, you set Project Availability on each Project.

When controls are off: My Projects

If Project List Controls are off (Minimum/open access), employees see a My Projects page in the top navigation. Each user can choose which Client → Project rows appear in their time entry pickers. By default, all active projects are selected until the user changes them.

For each client you can:

• Show All projects for that client
• Hide All projects for that client
• Select Projects to manually choose which projects display

Click Select Projects to see all active projects for the client, check the ones you want visible, then click Save.

New projects are, by default, available to all employees. If you don’t want new projects for a given client to auto-appear, check Don’t show new projects for this client before saving.

• Per-user setting: Choices affect only that user and can be changed anytime.
• Admin limits still apply: Users can only choose from Clients/Projects they’re allowed to access.
• Not seeing My Projects? Your organization likely has List Controls enabled.

Project List Controls (levels)

Choose the level that fits your organization. This setting determines whether you’ll see a Project Availability step on Project Add/Edit.

• None — Everyone sees all Active Projects. No Project Availability step appears. Employees can manage their own lists via My Projects.
• Moderate (by Division) — Control which Projects are visible to each Division. You’ll manage Project Availability by Division.
• Maximum (by Person) — Control which Projects are visible for each Person. You’ll manage Project Availability person by person.

Enable & configure Project List Controls

1. Go to Company → Preferences.
2. Find Project List Controls and choose one: Minimum, Moderate, or Maximum.
3. Click Save.

When you choose Moderate or Maximum, configure access on each Project via the Project Availability step (details below).

Project Availability (by Division or Person)

After setting Moderate or Maximum, open a Project to control who can see/use it:

From the Project (recommended)

1. Go to Company → Projects and open the Project.
2. Locate the Project Availability section.

3. If controls are Moderate: choose the Divisions that can access this Project.

   

4. If controls are Maximum: choose the specific People who can access this Project.

   

5. Click Save.

From Division or Person (optional, when applicable)

• Moderate — From the Division Detail page, choose to show all Projects, select Projects, or hide all for that Division.

  

• Maximum — From each Person Detail page, choose to show all Projects, select Projects, or hide all for that individual.

  

Note: Changing availability affects who can see/select the Project in time entry and pickers. Historical time remains intact.

How these settings affect time entry

• Project selection — Employees only see Projects they’re permitted to access (based on Project List Controls and Project Availability).
• Inactive items — Inactive Projects remain reportable but cannot receive new time.

Best practices

• Pick the simplest level that works: Use None unless you need a higher degree of control.
• Prefer Divisions for scale: If you need to restrict access, Moderate (by Division) is easier to maintain than person by person.  Of course, if by Person is desired, use Maximum.
• Review quarterly: Revisit Project availability when teams or offerings change.
• Inactivate: Preserve history by inactivating Projects no longer in use.

Troubleshooting

• “I can’t find my Project.” Check that the Project is Active and that Project Availability includes the employee’s Division/Person.
• “A manager can’t view certain time.” Confirm their scope (by Division or People) and security-level permissions.
• “I don’t see these settings.” Project List Controls require the Team plan or higher. If you’re on Starter/Basic, ask your admin about upgrading.