Projects
Projects, tasks and time tracking
66 articles
Projects and tasks
How the project list worksProjects lists your customer and in-house work, with each project's stage, leader, members and progress. Filter, search, sort and star projects at the top.Create a projectClick Add new in Projects, name the project, choose its template, customer, leader and members, then click Create project.Task lists, list view and boardA project's tasks sit in task lists. See them as a list, or as a board with one column per list, and drag tasks to order or move them.Add and edit project tasksAdd a task at the foot of a task list, then open it to set who does it, its dates, labels, estimate and priority. Each change is saved at once.Comment on a project taskOpen the task, write in the comment box, type @ to mention a member, attach files, then click Comment. Followers and the assignee get it by e-mail.Use My workMy work lists your open tasks in every active project, due today and late first. Complete tasks, add new ones, run the timer and see your week's time.Use project templatesA template is a model project: a new project made from it starts with its task lists, open tasks, members and rates. Save any project as a template.Set up stages, categories, job types and labelsProject settings holds the lists every project uses: stages, categories, task labels, and job types with their default hourly rates.What employees see in ProjectsEmployees see only the projects they are members of. They add, change, complete and comment on tasks and log their own time, but never see the money.Who can see and change projectsThe Business owner can do everything. A Member needs the permission for projects, and the one for rates and budgets to see the money.
Time tracking
Track time with the timerStart the timer at the top of the page, on a task or in My work, then click Stop and save. The time is saved on the project and task.Log time on a projectClick Log time, type a duration such as 1:30 or a start and end time, choose the day, project, task and job type, then save.See the time loggedThe Time page lists the time you may see, with totals, filters and a By task view. A project's Time tab shows its weeks, person by person.Billable time, hourly rates and budgetTime on a project with a customer is billable by default. Job types set the hourly rates, a project can change them, and its cost is compared with its budget.
Common to every software
These sections work the same way in every Skileo software.
Calendar
Use the calendarOpen Calendar in the menu to see your team's meetings, tasks, interviews, time off and holidays on one calendar. Show a month, a week, a day or the agenda, and hide what you don't need.Create an event in the calendarIn Calendar, click Add new, or click a time on the calendar. Give the event a title, a date and a time, add the people to invite and click Create. They can get an invitation by e-mail.Repeat an eventIn the event's form, open the list under the time and choose how often it repeats, such as every week or every weekday. Choose Custom… to set your own rule and when it ends.Move, change or delete an eventDrag an event to another time, or click it and choose Edit or Delete. When other people are invited, Skileo can tell them by e-mail. A deleted event can't be restored.Tasks, interviews and time off on the calendarClick a task, an interview or a time off on the calendar to see its details. From there, mark a task as done, open an interview's application, or approve or reject a time off request.Use the agenda and Coming upThe Agenda view lists your calendar day by day, with today at the top. Above it, Coming up counts down the next HR dates, such as an employee's first day or a document that expires.See your Skileo calendar in Google Calendar, Outlook or Apple CalendarIn Calendar, click Subscribe and choose your calendar app. Your meetings, interviews, tasks and time off then appear there and stay up to date. Export downloads the events shown as a file.
Tasks
Create a taskOpen Tasks in the menu and click Add new. Give the task a title and a type, choose who does it and when, then click Create task.Assign a task and add followersChoose the person who does the task in Assign to; they get an e-mail. Add colleagues as followers to be told by e-mail when the task is commented on or completed.Set a due date or repeat a taskUnder When, a task is due on a date, a time after the person starts, a time before they leave, or never. Turn on Repeat this task to open the next one each time it is completed.Complete a task and follow its progressClick the round button in front of a task to complete it. A task moves from To do to In progress to Done; comments on its Activity tab keep everyone informed.Use the task list and the boardTasks shows your tasks as a list or as a board of columns. Switch with List and Board at the top; both show the same tasks, with the same search and filters.Copy, export or delete tasksUse a task's actions button to copy or delete it, or select several tasks in the list. Deleted tasks go to the trash, where you can restore them.
Notes
Create a noteOpen Notes in the menu and click New note. Type a title or some text. The note saves itself as you type, so there is no Save button.Write and format a noteUse the toolbar above the text for bold, italic, underline, links and lists. Undo and Redo are at its left, and the note saves itself as you type.Choose who can see a noteEach note has its own Visible to setting. Choose Everyone, Some people or Only me. A new note is visible to every Business owner and Member.Hide a password in a noteSelect the password and click Hide text in the toolbar. It then shows as •••••• everywhere, and Skileo records each time someone reveals or copies it.Find, pin and export notesUse the search and the filters on the Notes page, as cards or as a list. Pin a note to keep it at the top for everyone who sees it.Delete a noteOpen the note and click the trash button at the top, or choose Move to trash in the list. To get the note back, click Undo in the message that follows.
Documents
Add documentsOpen Documents in the menu and click Add new. Drop one or more files, or add a link. Each file becomes its own document, titled from the file name.Share a document with an employee or a candidateChoose the people in Associate with, then keep the share switch on. They get an e-mail and can open the document in their own Skileo space.Who can see a documentA document is open to the people who manage documents in your workspace, and to the employees or candidates it is shared with. Make it private to keep it to yourself.Ask people to confirm they read a documentTurn on Ask them to confirm they read it when you share a document. Each person gets an I have read it button, and you see who confirmed and when.Set an expiry date on a documentGive an ID card, a permit or a contract an Expires on date and choose when to be reminded. When the time comes, a number appears next to Documents in the menu.Find and preview documentsSearch Documents by name or filter by type, person, software, expiry or tag. Click a file's icon to preview it in Skileo: PDF, images, Word, Excel, PowerPoint and more.Edit, copy or delete a documentOpen the document and click Edit to change its file or details. Use the actions button to copy it or delete it. A deleted document goes to the trash, where you can restore it.Your documents as an employee or a candidateOpen Documents in your Skileo space to read the documents your employer shared with you and to add your own. Turn on Share the document with employer so they can see yours.
Assets
Keep track of your company's assetsAssets lists what your company owns or pays for, who has each item, what it costs and what comes up next. Open Assets in the menu of any software.Add an assetOpen Assets, click Add new, choose Equipment or Software & subscription and type a name. Only the name is required; the dates, costs and people can wait.Give equipment to an employee, hand it over or get it backOpen the item and click Assign to give it to an employee. Hand over moves it to someone else in one step, and Return makes it available again. Every move is kept in History.Give and take back software seatsOpen the subscription and click Assign seats to give seats to employees. Revoke takes a seat back. The list shows how many seats are used and how many are free.Subscription payments, renewals and cancel-by datesA subscription has three different dates: the next payment, the renewal and the last day to cancel. Skileo works out the cancel-by date from the notice period and reminds you of it.Asset reminders and the Coming up viewSkileo reminds the asset's responsible person before a warranty ends, a loan is due back, or a subscription must be cancelled or renews. Coming up lists all of it for the next 60 days.Collect equipment and revoke seats when an employee leavesOpen the employee's record and its Assets tab: it lists the items they hold and their software seats, with Return and Revoke buttons. A banner shows their last day.Find, change, export or delete assetsSearch by name, serial number, provider, holder or place, and narrow the list with filters. Select several assets to change their responsible person, add tags, export them or delete them.
Messages
Start a chatOpen Messages in the menu and click a name under Start a chat. Type your message and press Enter. The chat is listed under Direct messages from then on.Create a channel or a private groupIn Messages, click + next to Channels. Give it a name. Leave Private group unticked for a channel the whole team sees, or tick it and add the people of the group.Send messages, files and photosType in the box at the bottom of the conversation and press Enter. To send files, click the paper clip, paste them or drop them on the conversation: up to 10 files of 25 MB each.Reply to, react to or forward a messagePoint at a message to see its actions. Click an emoji to react, Reply to answer it with a quote, or Forward to send it to another conversation or person.Edit or delete a messagePoint at your message and click Edit or Delete. A deleted message is removed for everyone, with its files. Only the person who wrote a message can change it.Unread messages and read marksMessages in the menu shows how many messages you have not read. Under your last message, Sent becomes Seen with the time once the other person has read it.Search messages and shared filesOpen a conversation and click Search messages at the top. Search in this conversation or in all chats. Shared files and links lists the photos, files and links sent in a conversation.Make a voice or video callOpen a conversation in Messages and click Call or Video call at the top. The call opens in its own window and rings the others on any page of Skileo. Up to 8 people can join.
Trash
How the trash works in SkileoWhen you delete an invoice, a document, a task or another item, Skileo moves it to the trash. It waits there, hidden from the rest of Skileo, until someone restores it or deletes it for good.Restore a deleted itemTo get back something you deleted, open Trash in the menu, find the item and choose Restore. It returns to its usual place, unchanged, with its attached files.Delete items from the trash for goodTo remove an item permanently, open Trash, choose Delete for good in the item's actions and confirm. This can't be undone: the item and its attached files are erased.Empty the trashA business owner can delete everything in the trash at once with the Empty trash button. Every item is erased for good, including the ones your search or filter hides.
AI
Write with AIClick the sparkle on a text field to fix spelling, rephrase, or change the tone or length of your text. In Messages it can also suggest a reply. You read the result before you save or send it.Turn AI writing on or offThe workspace owner turns Write with AI on or off for everyone in Settings, on the AI tab. It is on by default in every plan.
Account security
See where your account is signed inThe Security tab of your profile lists your last 20 sign-ins, failed ones included, and signs out every other device in one click.Confirm a sign-in from a new browserWhen you sign in from a browser your account has never used, on a new network, Skileo e-mails you a code. Type it to finish signing in; it works for 10 minutes.Turn on two-factor authenticationWith two-factor authentication, every sign-in asks for a 6-digit code sent to your phone, after your password. Turn it on in the Security tab of your profile.