How Do I Add A New Client/Project/Activity

This admin guide will take you through the full process of adding a complete client structure for a three-tier setup. We will refer to the levels as follows 

Level 1 - Clients
Level 2 - Project
Level 3 - Activity 

Please note this is the most common configuration for a client structure but yours may be different. If you have a different client structure or you are unable to complete any of the steps in this guide please use the Submit a request button at the top right of this page to contact our team for help.

If you are looking for a guide on adding clients to your timesheet please use this guide Filling out your Timesheet

Index
How Do I Add A New Client/Project/Activity
Page Glossary (A list of all fields with descriptions)

1. Adding a Client
   Click Admin > Timesheets > Clients* > Add New.
   *Please note that your level 1 name may not be Clients. The level names are set in the Admin > System Settings > Edit section
   
   
   
   
   
   
2. Please fill in the following fields to add your new Client
   
   Code - This is used internally by Tempora and is recommended to use the first 5 letters of the client's name.
   Description - This is how the client will be named in timesheets and reports.
   Short Descr - This will be automatically populated from the description. This is used in a few reports where the full description is too long to be displayed.  
   (Optional) click Template > Clone from Template - If you have created a client template you can select it here and lower levels will be created from the template. 
   (Optional) Internal - This indicates this client is internal work and is non-billable 
   Click Save.
   
   
   
   
   

3. (Optional) For additional information on the Template, Other Details and Filters sections, please expand all sections and click the help icon in the bottom right to activate the user tour.

   
4. Adding a Project
   We have created a client we can now add a project to this client. Simply click the name of the Client we created on the left-hand side, click Project* and then Add new
   *Please note that your level 2 name may not be Projects. The level names are set in the Admin > Edit section
   
   
   
   
   

5. Please fill in the following fields to add your new Project

   Description - This is how the project will be named in timesheets and reports.
   Short Descr - This will be automatically populated from the description. This is used in a few reports where the full description is too long to be displayed.  
   (Optional) Time Entry Level - If you would like staff to be able to record time at this level please tick this box
   (Optional) click Template > Clone from Template - If you have created a client template you can select it here and lower levels will be created from the template. 
   Click Save.

   
   
   
   
   
6. Adding an Activity
   We have created a project we can now add an activity to this project. Simply click the name of the Project we created on the left-hand side, click Activity*, and then Add new
   *Please note that your level 3 name may not be Activity. The level names are set in the Admin > Edit section
   
   
   
   
   

7. Please fill in the following fields to add your new Activity

   Description - This is how the activity will be named in timesheets and reports.
   Short Descr - This will be automatically populated from the description. This is used in a few reports where the full description is too long to be displayed.  
   Time Entry Level - If you would like staff to be able to record time at this level please tick this box
   Click Save.

   
   
   
    

Page Glossary

Code
This field is only shown when creating items at the top level (level 1), this level is often called client. This code is used internally by Tempora as a unique ID.

Time Entry Level
This sets if time can be recorded for this item, often only the lowest level item in a group has this enabled, Tempora will set this automatically when creating new items. 

Description
This field sets the name of the item, this is how it will appear in time entry and reports.

Internal
This field is only shown when creating items at the top level (level 1). This field indicates that this item and all lower levels attached to it are internal work, these items may not be displayed when running bill value reports. 

Short Description
This field is usually auto-populated from the description and is used in a few reports where the description may be too long to display. 

Clone from Template
This section allows you to select a template to attach to this item. When the item is created it will populate the lower levels from the selected Template. Templates are especially useful for companies that complete the same types of work for different clients and projects. 

Usable as Template
Sets the item you are creating as a template, this means it will appear in the clone from template selection when creating other items at this level.

Exclusively a Template
Sets the item you are creating as exclusively a template meaning it will not be available for time recording. This is often used when a company has a single dedicated template to populate all of their other items.

Expiry Date
Sets the closing date for this item, once this date is reached or exceeded users will not be able to select it in time entry. When a closing date is reached no data is lost the item is only set as inactive and can be reactivated by removing the expiry date. 

Inherited Code
This field displays the account code from the level above.

External Ref.
This field sets the item's external reference code, this code must be unique and is often used for matching data in other systems.

Account Code
This field sets the item's account code, this code does not need to be unique and is often used for matching data in other systems.

Filters
Adding a tick to a report filter check box means this item and all of its lower levels will be displayed when running a report with the filter selected.

You may also be interested in the following guides

Adding a new Client Using Templates