Using the project board, you can quickly get an overview of all your projects and customers, along with their KPIs. To access it, simply click on "Clients & Projects" in the menu on the left side.
The following video will give you an overview of the project board in just 3 minutes.
Note: Only the "Admin" and "PM" roles have access to project management.
The upper line displays the KPIs for all projects, including effort, billable hours, billable forecast, remaining budget, and profitability.
Columns of the Project Board
project state: This section provides a detailed overview of the current state of the project, including whether it is pending, in progress, or completed.
billing mode: Another important aspect of any project is the billing mode. This can include non-billable, fixed price, or time and material projects. Each billing mode has its own unique advantages and disadvantages, and project managers need to carefully consider which one is the best fit for their project.
profitability: The difference between costs and billed amounts, expressed as a percentage.
planned profitability: The planned margin. Calculated on forecast costs of a planned project.
offset actual vs. planned: The offset between your team's planned and actual tracked project hours. So you can see at a glance if there is an overplanning or underplanning.
planned hours and tracked hours: This refers to the number of hours that are planned for the project and the number of hours that have already been tracked by employees.
expenses: All additional project costs such as external costs, flat rates, hardware, travel expenses, etc.
remaining hours: The remaining hours of the specific project.
hourly rate: Flat hourly rate, per user or per task.
effort: Refers to the sum off all time entries and the expense types.
total budget: In order to stay on top of a project's expenses, it is important to have a clear understanding of the total budget. This section provides an overview of the total budget and helps project managers stay on track.
billable budget: All billable amounts of a project.
remaining budget: Is calculated by subtracting the already invoiced budget from the total project budget.
estimate/estimated progress: Estimated project progress in percent.
time/progress duration: This calculates the percentage of time that has elapsed from the entire project timeframe.
invoiced: amount that has been already invoiced.
CoffeeCup ID: It's a unique identifier for the project. This section provides an overview of the CoffeeCup ID and helps project managers stay organized.
code: A shortcut is automatically generated from the project name, but it can be customized.
connections: It is important to have connections to other tools like Jira, Azure Devops, Gitlab or easybill. This section provides an overview of the connections associated with the project and helps project managers stay organized.
team: All team members working on this project are displayed.
used %: Used budget as a percentage.
Custom Fields for Projects:
With CoffeeCup's Custom Fields for Projects feature, managing project-related data is easier than ever. You can seamlessly attach & store custom data from CRMs like HubSpot or SalesForce directly to your projects within CoffeeCup.
This enables effortless data transfer between different project tools, ensuring a smooth flow of information. Configure custom fields to suit your specific needs, streamlining data management & enhancing your project workflows.
Context menu
At the top right of the screen, you can manage tasks and expense types. You also have the option to export your Project Board as a CSV file. In the Project Board, you can choose to show or hide the KPI summary, as well as clients without projects.
Additionally, you can configure your client folders to close automatically. Activate the planning chart to view at a glance all actual tracked vs. planned hours.
To create a new project, client, task, or expense type, click on the plus button located in the top right corner.
Note: You will find the option to "show/hide archived items" in the Project Board filters now.
Any questions?
If you still have questions about employee management, please contact our support directly here in the chat or via E-Mail. We will be happy to help you at any time.