How to set up your projects
This GroupCamp FAQ explains how to set up your projects in the Admin panel.
Depending on how you want to use GroupCamp (the number of users, project managers and number of projects) you can configure project features and privileges to efficiently manage your projects.
In this article:
- Create new projects
- Archive or delete projects
- Manage projects
- Access to information displayed in the Information panel
- Project code, Project type, Project managers
- "Group managers" privilege, Custom settings
- Project access, Group categories, Project dates
- Project budget, Billable, Authorized categories, Group feed
- Project logo, Applications used, Private objects
- Time Zone, Language / Time format
Go to the Admin panel and then click on the Project folder.
The features and privileges of projects and applications can be configured using the icons in this folder.
This FAQ is about configuring Project settings.
To learn about configuring your project applications, please refer to the following FAQs:
- How to set up the Discussions application for projects
- How to set up the Files application for projects
- How to set up the Overview application
- How to set up the Tasks application
- How to set up the Milestones application
- How to set up the Timelog application
- How to set up the Wiki application
To configure the cross-project Dashboard, please read this FAQ: How to set up cross-project dashboard applications
Decide who can create new projects in your account. Click on the Edit button (pencil) and select your choice: All your colleagues, A team of colleagues, Only your administrators, etc.
To learn more about privileges, read this FAQ: How to use privileges
Enable the "Copy an existing project" feature and Who can select the items creator?
You can copy the settings and data from one project to use them as a template in another. To learn more, read this FAQ: How to copy an existing project? How to create a project template?
When the Group managers privilege is selected, project managers can archive or delete their projects. You can also grant this right only to Administrators or to a management team with the A team privilege. See Privilege "Group managers" in the Settings tab.
Use privileges to determine who can manage different project features.
In the settings of each project, you can configure which colleague project members have the Group managers privilege. See Members with the "Group managers" privilege.
These privileges apply to projects without custom settings. When a project has custom settings, use the settings of that project to modify privileges. See Use custom settings.
These features can be found in the Actions menu of each project.
In the project's Information panel, you can access these features. Using the Directory > Groups application is a quick and easy way to modify the settings of several projects at once.
Note: When a project is deleted, it is sent to the Trash in the Directory > Groups application, but it is not permanently deleted. Authorized users can permanently delete or restore it. To learn more, read this article: Groups Administration
All project members have access to their information panels, which includes guests.
Decide which project members can download the .zip files containing the project's data exports.
Decide whether non-member project colleagues have access to the Information panel, and if so, which tabs they can access.
Click on the Projects settings icon (Project folder of the Admin panel)
You can configure the different settings that you want to use for each project.
Use the Fold - Unfold links in the upper-right corner of the window
The project code lets you enter a unique ID for each project, but using this field is not required.
In the settings for each project, the Project code field looks like this:
Your explanation for entering the project code is visible to users by clicking on the (?) button.
This field is only found in the settings of each project.
The project can be an Internal project,
or a Client project, in which case you must associate a company with the project.
The client company is displayed [in brackets] next to the name of the project. The company is also used as a filter within certain applications (E.g. Directory > Groups).
Decide whether selecting a project manager is mandatory in your projects.
In the settings for each project, you can also choose an assistant to the Project manager (or someone functioning as a partner).
When the fied is disabled, project managers and administrators who are members of the projet have the Group managers privilège.
When the fied is enabled, you can select the options proposed for this field in the settings of each project.
The project managers (primary and assistant) must have the Group managers privilege.
When an account administrator is a member of a project, you can decide whether he or she has the Group managers privilege.
When this box is left unchecked, you can decided for each project individually whether administrator project members have this privilege.
- When this box is checked, administrators necessarily have this privilege. (The box cannot be unchecked in the settings of each individual project.)
Authorize selecting of colleague group members
You can give this privilege to a list of colleague group members.
Authorize selecting a Management team
Members of this team automatically have the Group managers privilege if they become project members. For example, you can create a team that contains all your project managers or project leaders.
You can configure which members have the Group managers privilege with the Privilege field in the settings of each project.
When this box is checked, you can choose for each project whether to use custom settings or not.
When the box is left unchecked:
- Newly created projects will not be able to have custom settings.
- Already existing projects with custom settings remain unchanged.
When the field is available, it looks like this in the group settings of a project:
Custom settings let you modify the features and privileges of a project, as well as those of its applications. More about this at the end of the article.
Decide the default value for new projects access:
By invitation only.
Only selected members can access the project. Colleagues authorized to manage group members can add or remove members.
Open to all colleagues
All colleagues in the account can join or leave the project freely. The project can be found in the menu Directory > Groups > Suggested groups.
Decide whether 'guest' users can be members of project groups. This setting determines whether the checkbox "Guests are allowed to be members of this group" is enable in the update window of the settings for each project.
This option is available only if you have enabled the Guests feature in your account. If not, you cannot select this checkbox.
To learn more about guests, see this article: Share projects with your clients and partners
In the settings for each project, the field looks like this:
Note: A privilege is required to Manage members of a project. See the Privileges tab.
See whether your plan contains this feature in the Plans & Quotas icon of the Admin panel.
Group categories let you consolidate groups of the same type. Group categories are primarily used as filters for different reports offered by GroupCamp.
The category selector can be found in the settings of each project.
Examples of project groups: differentiate between internal projects by their nature or service; differentiate between kinds of client projects: type of project and/or type of client. To learn more, read this article: Manage categories.
Decide whether entering project dates is mandatory.
Then decided whether you want to put restrictions on dates entered for tasks and milestones (default values):
- No entries outside of the project dates
- Group managers: entries allowed for tasks and milestones outside of project dates (with automatic project date shifts)
- All users: entries allowed for tasks and milestones outside of project dates (with automatic project date shifts)
You can modify these values in each project using the project settings or the Actions menu.
Decide whether you want to use budgets with your GroupCamp account and whether they are enabled by default for new projects.
You can configure a Management team that is added by default to budget alerts received by email (exceeding a percentage of the budget vs. time spent recorded in the project).
You can enable or disable the budget in the settings of each project.
To learn more about budgets, see this FAQ : How to use the budget of a project.
The Billable feature enables the "Billable" checkbox when entering time spent in a project.
Use this feature if you want to differentiate between "Billable" time spent and "Non-billable" time spent.
You can configure this feature in the settings of each project:
When project members record time spent, a privilege prevents access to the Billable checkbox (see the Privileges tab).
For example, you can allow all colleagues to check this box or reserve the right for colleagues with the Group managers privilege. In the latter case, only colleagues with this privilege can decide which time spent is billable.
This field can only be found in the settings of each project.
The Authorized categories feature allows you to limit the available time categories when entering time spent in a project (in the Timelog application of each project and in the Timesheet application of the Tracking group).
Managing authorized categories is protected by a privilege. Se the Privileges tab.
The Group feed is displayed in the Activity application of each project. All project members can post messages in this feed.
Project members can follow posts of this feed to be automatically added as a follower to every new post and receive them in their GoupCamp Inbox application. The management of the Feed followers list is protected by a privilege. See the Privileges tab.
How new members follow this feed
Decide whether new members follow this feed by default: Follow posts or Do not follow.
Group feed email address
This feature lets you post messages to this feed using your email account.
The Activity application lets all members access a window that displays the Group feed email address and explains how it works.
You can modify these features in the settings of each project.
This field is only displayed in the settings of each individual project.
You can customize each project by adding an image or a log. When you use this image as favicon, you can easily see your different projects in your browser tabs.
Checked applications are configured by default in newly created projects. Activity, Discussions, Files and Overview applications are mandatory.
You can sort applications of all your projects using vertical arrows.
You can always modify this list in the settings of each project.
Private objects allow you to hide applications and items from your guests.
You can configure Private objects in the settings of each project.
When private objects are enabled in a project:
- Milestones, Timelog and Wiki applications can be private.
- in the Tasks, Files and Discussions applications, you can create private items such as task lists, files, or topics.
- in the Overview application, Private objects can only be seen by your colleagues.
To learn more about private objects, please read this article: Use Private Objects in a project with clients
This field is only found in the settings of each project.
The default time zone of a new project is determined by the Regional options icon in the Admin panel.
You can hide the time zone if your projects are not international or if you country has only one time zone.
If you manage international projects or if your country has several time zones, it is recommended to display the time zone of your project so that all users have this information displayed.
This field is only found in the settings of each project. Its default value is determined by the Regional options icon in the Admin panel.
If your account is in French but your project is in English, some update messages (E.g. "Création de l'élément") will still be in French. You can change the language of these messages here.
When the Custom settings checkbox is checked.
In the project settings window, you can decide to have custom settings for a project. In this case, Privileges and Applications tabs are added to the window.
The Privileges tab allows you to customize who can manage the project (who can change project settings, who can manage members, etc).
The Applications tab allows you to customize applications features and privileges for the project.