Project Tracker is the module for running capital and refurbishment projects. You build a Project plan from milestones and tasks, keep an eye on the dates in the Gantt chart and account for the budget. This article covers what the module does and its three access plans: Demo, the 30-day free trial and Full Access.

A single project holds:

A project is either Active or Closed. You change the status with the Status button above the project card. The rest of the project data, the budget and currency among it, is changed with the Edit button.

You add a new project on the project list with the Add project button. A ready set of projects can be loaded with the Import from XLS button.

Project Tracker runs on one of three access plans. The plan covers your whole organisation, not a single user. A bar above every page of the module states the current plan.

The table below says how many projects you can add on each plan and whether you can add contributors to them. The first column is the plan name, the second covers adding projects, the third contributors, and the fourth the text on the bar above the page.

The Demo plan limit is counted per user. It covers the projects that user added, duplicated projects and ones loaded with the Import from XLS button among them. Projects where you are a contributor do not use up the allowance.

Any user of the module starts the trial, with no need to contact Singu. It covers the whole organisation and runs for 30 days from the click.

The limits stop applying immediately, for every user in the organisation. The bar above the page then shows the number of days left in the trial. Users of the module receive an email confirming the trial and its end date.

After 30 days the module returns to the Demo plan limits. Projects, plans, budgets and files stay in the system and you can still open them.

Once the trial has ended, the module puts on hold:

The bar above the page then states that the trial has ended and carries a button for requesting full access. Singu switches Full Access on once the agreement with your organisation is signed.

You send the request for full access from inside the module. It reaches the people who manage all Project Tracker projects in your organisation.

You then see a confirmation. A further request from the same person is sent 24 hours after the previous one. Before that, a note appears saying the request has already been raised, instead of the confirmation.

The module sends four emails tied to the access plan.

The table below says when each of these emails goes out and who receives it. The first column is the event, the second the recipients, and the third the permission the system uses to pick them.

The reminder goes out exactly 7 days before the trial end date, once only. Where nobody in the organisation manages all projects, the reminder has no recipient.

A project card has five tabs. Above them you see the execution flag, the milestone progress preview and the budget widget.

The table below says what you do on each tab. The first column is the tab name, the second describes its contents.

The flag above the project tabs is calculated by the system every time the project is opened. It cannot be set by hand.

A project loses the On track flag when the plan holds at least one item with an end date in the past that has not yet been marked complete. A single overdue milestone or task is enough. The flag comes back once you complete that item or move its end date.

You name the responsible person on the Project plan tab. Click the Responsible cell and an inline search opens, narrowed to the project contributors. The choice saves instantly and everyone with access to the project can see it.

The Responsible column is available to every user of the module and needs no configuration.

You set the budget and the currency in the Edit project dialog, in the Project budget and Currency fields. The widget on the right of the project card shows that budget together with the amounts entered on plan items. Each entry also carries its share of the budget as a percentage.

The table below explains what each entry in the widget means. The first column is the name from the interface, the second says where that amount comes from.

A milestone sums the amounts from its own tasks. When at least one task has an amount entered, the milestone budget field switches to summing mode. The field then shows the sum of all task amounts and stops being editable.

The total recalculates on every change to a task amount. Once all amounts are cleared, the field becomes editable again. Summing works in every project containing tasks and needs no configuration.

You attach helpdesk tickets and bids from the BID Management module to plan items. The work done in a ticket is then visible on the milestone it belongs to.

Project documents, contracts and handover protocols among them, are added on the Files tab with the Add new button. You remove a link in the same dialog you created it in.

You add a comment to an individual milestone or task. The Project plan tab shows a comment counter. Clicking the counter opens a dialog with the full comment history and a field for a new entry.

Comments are visible to the people who have access to the Comments area in that project.

You add contributors on the Contributors tab with the Add contributor button. Each of them is granted access separately for six project areas. Access to an area is set to view, edit or none.

The areas appear as columns on the contributor list:

That split lets an external contractor run the Project plan with no sight of the Financial data. Adding contributors works during the trial and on Full Access.

Project Tracker sends email notifications about events in the module, an approaching task due date among them. You set your preferences under User Settings, in the Notifications section.

Each notification type can be set to None, Immediate or Deferred. The Deferred mode is a single summary sent once a day.

The GANTT view shows the same plan as the LIST view, only on a timeline. The milestone and task names stay on the left, and their dates are shown on the right.

You switch the scale between DAYS, WEEKS and MONTHS. A vertical line labelled Today marks the current day.

The Add milestone and Add task buttons append an item at the end of the list. To place an item elsewhere, open the three-dot menu on a chosen item and pick Add above or Add below. The same menu holds Delete milestone.

You reorder tasks within a single milestone. A task cannot be moved to a different milestone.

The double arrow in the Name column header expands and collapses every milestone at once. The single arrow on a milestone expands that milestone's tasks only. Both work in the LIST view and the GANTT view.

The Columns menu shows and hides columns such as Responsible or Contracted. Each user's column selection is saved separately and carries over across sessions and devices.

Permissions decide who has access to the module, who adds projects, who sees other people's projects and amounts, and who manages work categories and project templates. They are granted in the Admin module by the person who manages permissions in your organisation.

In the table below the first column is the permission name, the second explains what that permission grants.

If a permission is missing, ask the person who manages permissions in your organisation. Permissions work independently of the access plan. On the Demo plan you add one project even with the full set of permissions.

Why can I not add a second project?

On the Demo plan each user has one project available. A second project can be added once the 30-day free trial is started, or on Full Access. A project duplicated from an existing one and projects loaded with the Import from XLS button count towards the limit too.

Why can I not add a contributor to a project?

Contributors are added during the 30-day free trial and on Full Access. On the Demo plan and after a spent trial, a project is run by its owner alone. You can start the trial yourself, from the bar above the page.

Can the 30-day free trial be extended?

The trial runs for 30 days and an organisation gets one. Full Access is switched on by Singu, once it has been agreed with your organisation. You send that request with the button on the bar above the module page.

What happens to projects after the trial ends?

Projects stay in the system together with their plan, budget, comments and files. You can still open, review and run them. What is put on hold is adding further projects and contributors.

Why does a second full access request show no confirmation?

A further request from the same person is sent 24 hours after the previous one. Before that, a note appears saying the request has already been raised, instead of the confirmation. The 24-hour window is counted per person: if Anna sends a request in the morning, Piotr's afternoon request still reaches the recipients.

Who receives the email about the trial ending?

The email about the trial ending goes to the people who manage all projects in the module. The first message goes out 7 days before the end date, the second once that date has passed. The email about the trial starting goes to all users of the module instead.

Why can I not see the budget or the amounts in a project?

The budget and the amounts are shown by the ProjectTracker/BudgetView permission. Without it the budget widget and the amount columns do not appear in a project, even when somebody else has filled them in.

Why does a contributor not see the amounts although they have access to the project?

A contributor's access is set separately for six project areas, and the amounts belong to the Financial data area. Open the Contributors tab and raise that person's access in the Financial data column.

Why do I only see my own projects in the list?

The list shows the projects you own or contribute to. Everyone else's projects are revealed by the ProjectTracker/SeeOtherPeopleProjects permission.