Clients, projects, sub-projects and activities

They are four different things and they fit together like this:

• «Clients» — who you work for. Internal too (“Company”, “Internal”) if the work is not for someone outside.
• «Projects» — what you do for that client. They sit under a client.
• «Sub-projects» — the parts of a large project, when they need telling apart. Having them is not compulsory.
• «Activities» — what kind of work it is: development, meeting, travel, training. They do not sit under a client: they apply to everyone.

Put simply: client and project say for whom and on what, the activity says what sort of work. That is why the same “meeting” activity appears on every project.

Where they are managed

In the left-hand menu, «Catalog»: at the top of the page are the tabs «Clients», «Projects», «Sub-projects» (if your organisation uses them), «Activities», «Tags». In each tab the blue button at the top right creates a new one — «New client», «New project», and so on — and a window opens in the middle with name, colour and details. Clicking a client or a project opens its page, with the hours logged and the projects under it.

The count that matters

A report by project tells you how much a job cost. A report by activity tells you how much time goes into meetings. They are two different questions, and you can answer both only if the hours are logged against both things.

Closing one

A finished client or project gets archived, not deleted: it disappears from the lists you track against, but the hours already done stay in the reports. Deleting it would lose the history.

On the client’s or project’s card, at the bottom, there are three icons: the pencil «Edit», the box «Archive», the bin «Delete». To see archived ones there is the box icon at the top right, next to the create button — «Show archived» — and from there «Restore».

You cannot create them

If in «Catalog» you cannot see the create buttons, in your organisation they are created by an administrator. See the page on how to request creation: the request starts from where you are tracking.

Questions this guide answers

• what is the difference between a project and an activity
• what is a sub-project
• how do I organise work in Klokka
• where do I put hours if there is no project
• where do I manage clients and projects
• how do I archive a project