🎯 Trackers
The Trackers feature is your proactive risk management tool. It moves beyond simple reporting by allowing you to set up automated monitoring and alerts for specific projects or tasks, ensuring you stay within budget and meet your profitability goals.
1. What is a Tracker?
A Tracker is a configuration where you choose a single project or task to monitor.
Once set up, the tracker allows you to view real-time progress and, most importantly, receive immediate email notifications when predefined milestones are met for your time estimates, budget, and revenue goals.
Create or view your trackers any time under the Trackers page from the navigation side menu.
2. Automate Milestone Notifications
You can set up email notifications for any milestone you want, based on the percentage of completion for time or cost.
Time Estimates (Effort Tracking)
Set alerts to monitor your project’s time consumption against the original estimate:
Set a time estimate: Enter the amount of hours you estimate is appropriate for this project or task.
Custom Milestones: For example, you might want to get a notification when 25%, 50%, 75% and 100% of your time estimate has been tracked for this project or task.
Preventing Overruns: You can even set notifications for above 100% (though we hope you won’t need that!), giving you a chance to adjust scope or budget before it’s too late.
Cost & Budget Tracking
Similarly, you can set notifications based on the percentage of cost consumed against the project’s budget. Use the “Budget” field to enter an amount in the currency that you’ve set up in the Settings page.
3. Profiles and Rounding
To ensure your tracker’s calculations are accurate for both invoicing and internal accounting, you must specify your financial rules when setting it up.
When you set up a tracker, you select which Cost Profile it should use when making the calculations of cost and billable amount. This ensures the numbers reflect your current client agreement or internal cost structure.
The tracker will also factor in Time Rounding if that feature is set up in your workspace. This means the percentage calculations are based on the final billable time, not just the raw tracked time.
4. Notification Recipients
Trackers are a team feature, so you can keep multiple stakeholders informed.
Selecting Users: You can select which emails addresses of who gets these notifications. It can be multiple users, as long as they are part of the workspace. This is perfect for keeping team leads, account managers, and executive sponsors updated on project health.