Commonly Asked FunctionFox Questions

We hope these commonly asked questions - and our answers - will give you a better understanding of how FunctionFox features and processes work.

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Getting Started

Can FunctionFox alert me when a job estimate reaches a certain percentage of completion?
Yes. With FunctionFox Premier you can pre-set a percentage of completion and have an email sent to the project manager automatically when the number of hours reaches that level. The percentage is based on your FunctionFox estimate of hours for the job and the actual number of hours people have recorded for that project. (Go to Account Preferences > Alerts). Project managers will also need to mark that they wish to receive email alerts. (Go to My Preferences > FunctionFox Alerts).
I created a project, why can't I see it on my timesheet?
If you cannot see a project on the timesheet, check:
  1. The start date of the project, you will only see projects in your timesheet when the start date has been reached. Projects with future start dates will not show up.
  2. Has the project setup been complete? Does it include tasks? You need to have set up the Client, Project and Tasks to be able to track time on the timesheet.
  3. The status of the project, only open status projects will show up in the timesheet. Closed or Archived projects will not appear and you cannot track time against them.
  4. Are you in a user group? User groups control which clients and projects appear on your timesheet. You may need to have your FunctionFox administrator add the project to your group.
How do I add another person to my account?
Go to Personnel in the left menu. Enter in the details of each new user including: username, password, access level, and whether they are a Project Manager. Click 'Save New', and FunctionFox will email the new user's login details to the email address you provided.
How do I delete personnel from my account, and will I be able to keep records on the work they have done?
Go to Personnel in the left menu, on the right side click on the 'Archive Personnel' link. This will bring you to a new page where you can select the user you wish to archive. Once archived they will no longer be able to login to the account. Their information however, is saved in the system and you will still be able to access the details of the work they’ve done.

Don't forget to send a quick email to billing@functionfox.com, to let us know that you have archived one of your personnel, so we can update your billing.
I forgot my login information. How can I retrieve it?
Go to www.functionfox.com/timefox and click on the 'Forgot Login Information' link. Enter your email address and click 'Submit'. We will email your login details to you right away.
How do I update my billing information?
Go to Account Preferences and Settings and click on the 'Payment Info' tab at the top. Here you can update your billing information. If you do not see this tab, you may not have the correct access level in FunctionFox to update account information. In that case, talk to your FunctionFox administrator.
Can I limit what FunctionFox information my employees have access to?
Access levels control what features, reports, and data each person can view and use. Go to Access levels to see the pre-set default levels (Admin, Level 1, 2 and 3). You can also customize and create new levels to suit your individual needs. Access levels are assigned when you set up personnel, and can be reassigned at any time.
How do I control what clients and projects a freelancer or employee can see?
FunctionFox user groups restrict which clients and projects people have access to. This feature is particularly useful when you want to use a freelancer, but do not want to give them access to your entire client list, or when you have departments that work independently on different projects. Go to User Groups and type in a name for the group or individual, then use the pull down menus and arrows to add clients and projects you want these people to see.
Note: When you create a new project for this user group, you will need to select it on the Project setup page so people in the group can track time on the project.
How do I add my logo to my reports?
To replace the default FunctionFox logo with your own company logo on reports, go to Account Settings and Preferences and select the 'Logo' tab at the top. Then click 'Browse', locate your company logo on your computer and click upload logo. Artwork at least 200 pixels wide and in a GIF, PNG, or JPG format on a white background will work best. All logo changes will take effect when you click the 'Upload Logo' button. If you have any trouble uploading your logo, we would be happy to do it for you. Just email your logo to FunctionFox and we will resize and upload it.
How do I delete a project?
You can't delete a project if it has time tracked against it, but you can archive it. Archiving a project means it will no longer show up on the timesheet page, but all the information about the project (hours, expenses, personnel, etc) is still available if you need it, and you can produce reports that include it. To archive a project, go to the Project Status page. Make sure the status of the finished project is placed in a 'Closed' status type. Then click the 'Archive Projects' link on the top right side of the page, where you will be able to select the project(s) you want to archive. Once you have archived a projet, it won’t appear on the Timesheet page or CEO Desktop; but it remains in FunctionFox in case you need to find details about it in the future.

Note: You can only archive projects that have a 'closed' status type assigned.
Why can’t I find the client/and or Project I am looking for?
The Client/and or project might have been archived. Go to the setup page for Clients/Projects) and select the De-Archive Clients ( or Projects) link on the top right. Select a date range - we suggest using a date range of a year or more- and check the box beside the Client/Project you would like to de-archive.
My fiscal year runs April 1 to April 1 - how should I set up my company's internal projects?
We recommend that you create internal projects (vacation, sick time, holidays, training and other non-billable admin time, etc) with a start date that is the same as the beginning of your fiscal year, and a due date at the end. By closing your internal projects every year, you can easily make year-to-year comparisons, and it is simple to change tasks or tracking structure for the next year. Most companies set up an Internal Client and with separate projects for each business aspect they want to track, and include a task called "Non-billable" with a rate of $0.00 for tasks that cannot be billed.
Why doesn’ client/project I just added appear on my Timesheet page?
There are several reasons why a client and project might not appear on the Timesheet page:
  1. Only Clients that have at least one open project set up for them will appear on the Timesheet page. Go to the Projects page to create a project.
  2. Check the start date of the project, you will only see projects on your timesheet when the start date has been reached. Projects with future start dates will not show up. To edit the start date of a project, go to the Projects page and select the client and click on the pencil icon to edit.
  3. The project setup might be incomplete. Check that the project includes tasks. You need to have set up the Client, Project and Tasks to be able to track time on the timesheet.
  4. Check the status of the project. Only open status projects will show up on the timesheet. Closed or Archived projects will no longer appear to have time track against them.
  5. Are you in a user group? User groups control which clients and projects appear on your timesheet. You may need to have your FunctionFox administrator add the project to your group.
How do I create a new Project Status?
To create a new status in FunctionFox, go to the Project setup page and select the 'Manage' link beside the status menu. Simply type in the name of the new project status in the entry field, and select whether it is of an 'open' or 'closed' type. Once you have done this, your team can choose which status a project is in each time they open a new project on the Project setup page, and can adjust the status as needed from the Project Status page, or the project pop up window on the Timesheet page.

Note: You can only archive projects that have a 'closed' status type assigned.
How do I adjust rates for a specific job?
In FunctionFox, rates are established at the task level. To adjust rates for a specific project, go to Tasks page and select the client and project that you want to adjust from the pull down menus at the top of the page. The current tasks and rates are displayed below. To edit, select the pencil icon and change the rate at the top of the page. This will update the dollar amount calculated for both hours already entered on this job, and hours that still need to be tracked.
How do I change rates to reflect individual personnel rates?
FunctionFox does not have rates associated to personnel. FunctionFox is setup to link rates to tasks, and has been designed to calculate the total cost of a project based on the number of hours spent at each task. There are 3 options that would allow you set up personnel rates.
  1. You can create several levels of the same task (on the Tasks page) to reflect different pay rates. IE: JR Design 85.00, SR Design 110.00, or Design I 85.00, Design II 100.00. These will now show up in your common task list and will appear when you are setting up each project. If you choose only the tasks needed for each project you will simplify the task pull down list on the Timesheet page and make it easier to estimate time.
  2. You can change the name Tasks to Employee in Account Preferences > Naming. Then just enter each employee’ name and rate on the Employee page. Each team member can tracj time on projects under their own name, adding a description od the work they are doing. This setup will allow you to create estimates by employee and give you accurate dollar amounts at the end of a project.
  3. We can add a report called Personnel Rate** to your account. This allows you to enter employee's rates and will be applied to all the hours each employee tracks in FunctionFox regardless of the set task rate. This report is the only place you will be able see the personnel rates.

    Note: If you are using FunctionFox for invoicing you will have to manually enter the information using inline editing.
** The Personnel Rate Report is currently in Beta testing, there may not be further development on the feature. Please contact staycreative@functionfox.com to have this feature added to you FunctionFox account.
Why can I not delete a Task from a Project?
You cannot be delete a task from a project if time has already been tracked against it. The timesheet entries will either need to be deleted or reassigned to another task. To find the entries go to Reports > Project and run a detailed report with the option to include 'edit entry link'. Click on the edit link to delete or reassign each entry.

If you need to keep the time already entered on the task, but do not want any more time tracked on it you can choose to archive the task. If you do not have that ability email staycreative@functionfox.com and we can help you.
Can I run more than one timer, or track time on two different projects or tasks at the same time?
Yes, select the 'My Preferences' link, either on the Timesheet page or by going to Account settings and preferences and the 'My Preference' tab, and check the box beside 'Allow Multiple Timers.' Now you can return to your time sheet and click on the timers you would like to start and they will run simultaneously.
Can I copy rates and estimated hours from one project to another?
Yes. Once you have set up one project for a client, you can copy tasks, rates and estimates from another project in the system. Create a new project from Project setup page, add in the scope and due date, and save your changes. When you see the task pop up window, select the link on the top that says 'Copy Tasks from an open Client/Project'. This will take you to another screen where you can select the client and project you want to copy tasks from. By selecting the 'Copy Estimated Hours' box FunctionFox will complete hours for task on the estimate page automatically.
What is the difference between Daily Notes and Personal Notes?
Daily Notes only appear on the Timesheet page for the date that you added the note. Personal notes remain on the Timesheet page until you select and delete them, regardless of the date.
Can I transfer data from my current timesheet system into FunctionFox?
We do not currently import timesheet data from other systems into FunctionFox. Our goal is to get you tracking today's time in FunctionFox as quickly and easily as possible. Our setup steps will help you enter your current clients, projects and tasks, so you can get started right away.
Can I track my retainers?
Yes, retainer tracking is a free add-on available in FunctionFox. It allows you to create and track retainers for clients. Retainers can be based either on a monthly dollar amount or a specific number of hours. You can easily see the monthly progress of all client retainers. Please contact our service team at staycreative@functionfox.com for more information.

Reports & Billing

How do I see what tasks or services a team member has worked on in a given timeframe?
The 'Productivity Report' summarizes all billable and non-billable time spent by FunctionFox users in a specific time frame. Click on a specific Personnel bar to see a detailed view of an individual's productivity (billable versus non-billable time) by both Client/Project and also the breakdown of time spent on tasks and services across all clients and projects in a given timeframe.
What's the easiest way to see project details without creating a report?
Select a client and project on the timesheet page. Click on the underlined 'Project' link on the right. A pop-up will appear, showing start and due dates, project scope, project manager, current status and actual vs. estimated hours on this project per task to date.
If I decide that FunctionFox is no longer working for me, can I keep the data I've already entered? If so, how?
All FunctionFox reports can be saved as Excel files, or printed as PDFs in a clean, readable layout. Just create a report that contains the information you want and save the files in the format you prefer. We also have a 'Download Data Tool' that lets you download any raw data you want to your hard drive, as a CSV or XML file. Need some help? Our friendly, knowledgeable customer service reps will be happy to lend a hand.
Does FunctionFox create Invoices?
Yes, FunctionFox has a simple Quoting/Invoicing module that can be added to your FunctionFox account at no additional charge.

Create comprehensive quotes for new projects and develop and modify invoices using the time and expenses entered directly from FunctionFox. You can also create a quote based on a total dollar amount and compare your Quote/Invoice to the true actual time and costs the project took. Keep track of current Quote/Invoice status, add in taxes and personalized notes.

Please contact staycreative@functionfox.com to add Invoicing to your account.
How does FunctionFox charge me for contractors or part-time users?
With FunctionFox you only pay for the exact number of users you need have at any time. You can add a contractor or intern by going to Personnel page (From $5.00 per month)**. You can control which features and clients your contractors or part time employees are able to access, and when you no longer need them to track time on projects, you can archive them easily at by clicking on the Archive Personnel link on the right. Let us know when you add or archive personnel (if you're not replacing them with another user) and we will update your billing information.

** $5/additional person in Classic, $10/additional person in Premier, and $15/additional person in In-house.
Can I track and bill time for different employees at different billable rates?
Yes. If you want to bill or track time by individual billable rates, we recommend that you change the name Tasks to Employee at Account Preferences > Naming. Then just enter each employee's name and rate on Employee page. Each team member can track time on projects under their own name, adding a description of the work they are doing. This setup will allow you to create estimates by employee, and give you accurate dollar amounts at the end of a project.

We can also add a Personnel Rate Report to your FunctionFox subscription. This report helps you compare individual billable rates against a shop-wide billable rate for clients, projects, and personnel, and can help you track profitability or assess the difference between a blended rate and individual billing rate. Call us Toll-Free: 1.866.369.8463 for more information about this option.
Do you have an API to Basecamp, MS Outlook, etc.?
We do not currently have an API that maps between FunctionFox and other programs. You can, however, export any FunctionFox data that you wish by creating a customized report in CSV or XML format. You can then import the data into other applications. Please contact our service team at staycreative@functionfox.com for additional information or help.
Can I create invoices or client quotes with FunctionFox?
Yes, quote management and simple invoicing is available as a free add-on in FunctionFox. You can create quotes, customize notes and details to the client and track which quotes have been approved and which are still waiting for approval. Create invoices using the actual time tracked in FunctionFox, modify a few items, or invoice a set dollar amount while still keeping the true time, project and expenses that the project took in FunctionFox. Contact us for more details.
How does FunctionFox integrate with accounting software?
We can create custom exports of timesheet data if your accounting software imports from CSV or XML. Please contact our service team at staycreative@functionfox.com for more information or for help with this.
How do I bill for freelancers?
There two ways to bill for the work freelancers do.
  1. If you only have a few hours to bill, or you need to bill for a set dollar amount, you can add the freelancer as a project cost (For example: $200.00 photographer).
  2. If the freelancer will be working on a project over a longer time, you can add them to your FunctionFox Account from $5.00** a month. Our Access Levels will let you control how much information (clients, projects, tasks) any user, including freelancers, can access. When you no longer need to track the freelancer's time, just archive them, and we'll reduce your bill.


** $5/month in Classic, $10/month in Premier, and $15/month in In-house.

FunctionFox Premier

How do I see a Gantt chart?
We do not have traditional Gantt charts in FunctionFox Premier. Instead, we have a centralized calendar and detailed production reports to ensure you do not miss any Milestones or Actions. There are three ways to view project schedules.
  1. Go to 'Schedule' on the left hand menu and select Project Calendar', where you can filter your results,
  2. Pull a detailed production report for either all clients or all projects for a specific timeframe, or
  3. Go to a particular project and filter down to the level of detail you need.
How can I see what my team is working on?
The Action Report is the easiest way to see everything your team is working on and the current status of projects. You can find the report under Actions in the left hand menu and select the Action Report tab, or under Reports > Action. Select all clients, all projects, and the date range that you are interested in. You can group results to a particular team member (Group by 'Assigned To') or in chronological order (Group by 'Date'). Show "Edit Links" on the report to edit or update actions directly from the report.
How can I see the workloads of individual members of my team?
Go to Actions > Action Assignment and select 'Check Availability', to see individual workloads. View available hours left per person to see whose schedule is overloaded, and who has time for additional work. Availability is shown by the week and can be printed, use the arrows in the header to view upcoming weeks.

Note: If you do not see any personnel or details in this table, no actions or meetings have been assigned to personnel. Availability is based on estimated versus actual time, on actions within a due date.
Can I change the Priorities of Actions from low, normal or high?
Yes. Go to Actions > Action Assignment page and select from the Priority drop down menu. To customize priorities click on the 'Manage' link beside Priority and rename or add to the current list of priorities.
Can I modify the Action Status options available?
Yes. Go to Actions > Action Assignment page and click on the 'Manage' link beside Action Status. Rename or add action statuses (such as On Hold, With Client, Out for Proofing, etc.).

Troubleshooting

I created a project, why can't I see it on my timesheet?
There are several reasons why a client and project might not appear on the Timesheet page:
  1. Only Clients that have at least one open project set up for them to appear on the Timesheet page. Go to the Projects page to create a project.
  2. Check the start date of the project, you will only see projects in your timesheet when the start date has been reached. Projects with future start dates will not show up. Go to Projects page and select the client, click on the pencil icon to edit the start date if necessary.
  3. Has the project setup been complete? Does it include tasks? You need to have set up the Client, Project and Tasks to be able to track time on the timesheet.
  4. Check the status of the project, only open status projects will show up in the timesheet. Closed or Archived projects will no longer appear to have time track against them.
  5. Are you in a user group? User groups control which clients and projects appear on your timesheet. You may need to have your FunctionFox administrator add the project to your group.
I am having trouble printing Online Reports, any suggestions?
FunctionFox is a frame-based application and has been developed so that all reports use browser specific printing standards. On any page that has report output there is a print link in the menu bar up at the top.
How do I add a task to an open project?
To add a task to an open project, go to the Tasks page in the left hand menu. Select the client and project for which you need a new task from the top pull-down menus. Check the box for the missing task, or type in the new task you would like to add. You can add in estimated hours right from this page.

Other

What happens if your company goes under?
FunctionFox Systems has been in business since 2001. We run our business very carefully and prudently, and are proud of our stable business model and proven track record. In the highly unlikely event that our business fails, you will be able to download all your data from our servers.
Do you have a client portal?
You can send PDFs and proofs to your clients using our Flink** file exchange feature. Because we have designed our system to be for team collaboration only, we do not have a client portal.

** Flink (document exchange) is included with In-House for the first 10GB (anything over that amount is $10 a month for an additional 10GB). It is also available as an Add-On to Classic or Premier for $10 a month (for 10GB).