Projects and clients

OtiumWork uses two first-class entities for billable work attribution:

• Client — a billing entity (e.g., "Acme Corp"). Has a stage (prospect / active / archived), billing email, notes. Lives at /admin/clients.
• Project — work done for a client (e.g., "Acme Q3 feasibility study"). Has status, budget, start/end dates, team assignments. Lives at /projects.

Every work event can be linked to a project; every project belongs to a client; reports aggregate up the chain.

Who can do what

Project managers with the plain "employee" role

Running a project doesn't require the manager role. Someone counts as a project's PM — and gets the rights in the column above, on that project only — if either:

• they're named in the project's Project manager field (project edit), or
• their role on project in the team list is PM, Project Manager, Program Manager, or Lead (case-insensitive).

A PM-employee sees the projects they manage on /projects with the planning (Gantt) strip, and can assign work to anyone staffed on those projects. They still don't get the company-wide capacity grid, the KPI strip, profitability, or any dollar figures — those stay manager/admin (and Finance-flag) territory.

Salesperson on a project

The Salesperson field (project create/edit) names who sold the project. That person can open the project and follow its hours — on the project page and on the time report for any period — to decide when to bill and when to call the customer. It's read-only: they aren't added to the team, can't edit the project or its tasks, and see no dollar figures unless they already have Finance access.

Client stages

• Prospect — you're doing pre-sales work, not yet a paying customer. Hours here count as pre-sales investment (/reports/presales).
• Active — paying customer. Hours on active-stage clients count as billable.
• Archived — dormant or lost deal. Hours stay in history but are ignored by active reports.

When a prospect signs, flip their stage to active from /admin/clients — pre-sales hours retroactively count as converted investment.

Project status

• planned — not started yet (shows on Gantt but not in active views)
• active — in progress
• on_hold — paused
• completed — done and billed
• canceled — shut down before completion
• archived — historical / imported (hidden from /projects by default; click + Show N archived to reveal)

Jumping to a specific project

The filter bar on /projects and /projects/gantt has a Jump to → dropdown listing every non-archived project alphabetically. Picking one navigates straight to that project's detail page (per-task table + per-person time-spent breakdown). On the unified Gantt at /projects, project name labels are also clickable.

Budgets + alerts

Projects can have: - Budget hours — e.g., "200 hours allocated" - Budget dollars — hard spend ceiling - Alert threshold — default 80%; when logged hours × hourly_rate crosses this fraction of budget, admins get an email alert

The Hours logged and Cost logged cards on the project page are labelled with the period they cover: the headline figure is the whole project, and the small line under it is the last 30 days. Budget alerts and burn-down use the whole-project figure.

Linking events to projects

Three ways:

1. Desktop client correction — right-click tray icon → Review recent events → pick project from dropdown.
2. Web review page — /events/mine, edit inline or use bulk-link.
3. Rules — admins create pattern-based rules at /admin/rules that auto-link matching events.

Meetings: notes, transcripts and attachments

Each project has a Meetings list. Open a meeting to record attendees, action items and a transcript, and click Extract summary + action items with AI to turn the transcript into a summary.

Under Attachments you can add up to 5 files at a time, 20 MB each: PDFs, images, Word, Excel, PowerPoint, and text or caption files. A transcript file (.txt, .vtt, .srt, .md or a Word .docx, such as a Teams transcript export) also fills the meeting's Transcript if it's empty, so you can run the AI extract straight away. Anyone on the team can open the files. The person who attached a file, or a manager or admin, can remove it.

Projects that need a customer (Tech Support, Sales Support)

Some projects are company-wide buckets where the useful question is which customer the time was for, such as Tech Support. On a project's Edit page, tick Customer required on time entries. After that:

• adding time to the project, or moving a block onto it, asks you to pick the Customer;
• if you're running a focus session on it without a customer, My Day shows a reminder on the live tile, and picking one there tags everything in the session.

Support hours per customer: open the Time report, set Project to Tech Support (or Sales Support), and set Group by to Customer. Time logged without a customer shows up as "(no client)", so you can see what's still missing.