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Getting Started
I created a project, why can’t I see it on my timesheet?
If you cannot see a project on the timesheet, there are a few items to 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.
- The status of the project: only open status type projects can have time tracked against them. Projects that are closed will not appear in the projects dropdown for the timesheet.
See our help center topic on setting up projects for more information.
How do I add new user to my account?
Go to Personnel in the left menu. Enter in the required details of each new user you need to add to your account and click 'Save New'. When you are ready to send login details to you new users click on the "Tips/Links" button and clink on notify personnel and FunctionFox will email the new user's login details to the email address you provided.
See our help center topic on setting up personnel for step by step instructions for adding new users.
I forgot my login information. How can I retrieve it?
On the FunctionFox Login page, click on the 'Forgot Login Information' link. Enter your email address associated with your account and click the 'Email Reset Link' button to receive a password reset link to your email address.
Can I limit what FunctionFox information my employees have access to?
Access levels control what features, reports, and data each user can view and use. Go to Access levels where you will 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.
See our help center topic on managing access levels for more information on access levels.
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. Go to the Personnel menu and select "User Groups" and either create a new group or select and existing group, choose which users will be in the group then select the clients and projects for the group.
Note: When you create new projects and they should be seen by a user group, you will need to select it on the Project manage page so people in the group can access 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 (accepted formats include GIF, PNG or JPG). Logos that are at least 200 pixels wide and 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 staycreative@functionfox.com with your logo and we will resize and upload it for you.
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.
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, and you can produce reports that include it. Once you have archived a project, 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.
See our help center topic on closing and archiving within FunctionFox for step by step instructions for archiving projects.
How do I delete a user from my account? And will I be able to keep their work records?
Go to Personnel in the left menu, you can either go to the Archive Personnel link in the "Tips/Links" button. Here 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 retained in the system and you will still be able to access the details of any 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.
Why can’t I find the client/and or project I am looking for?
The client/and or project may have been archived. Go to the manage page for Clients/Projects) and select the De-Archive Clients (or Projects) link in the Tips/links section. Check the box beside the client/project you would like to re-activate.
See our help center topic on closing and archiving within FunctionFox for step by step instructions for de-archiving.
My fiscal year runs April 1 to March 31 - 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. We recommend closing and re-creating 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.
Why doesn’t the client and projects I just added appear on my Timesheet page?
There are several reasons why a client and project might not appear on the Timesheet page:
- 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.
- 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.
- 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.
- Check the status of the project. Only open status projects will show up on the timesheet.
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 for the job, and hours that still need to be tracked.
See our help center topic on setting up tasks for step by step instructions creating and managing tasks.
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.
- 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.
- 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 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 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 in-line 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 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. Go to Account settings and preferences and the 'My Preference' tab, and check the box beside 'Allow Multiple Timers'. Now you can return to your timesheet 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 Projects manage page and click 'Save New'. This will bring up the Task modal, select the link on the top that says 'Copy Tasks from an open Client/Project'. This will allow you to select the client and project you want to copy rates and estimated from.
Can FunctionFox alert me when a job estimate reaches a certain percentage of completion?
Yes. With FunctionFox Premier you can select at what percentage of completion you would like notification emails sent to the project manager for the project. The percentage is based on the estimated hours for the project versus the actual number of hours personnel have tracked. (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).
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.
See our help center series getting started for step by step instructions for setting up your account.
Can I track my retainers?
Yes, retainer can be setup based either on a monthly dollar amount or a specific number of hours. As users track time against projects included in the retainer, you will be able to easily track the health of your retainer.
See our help center topic on creating retainers for step by step instructions for creating retainers.
Reports & Billing
How do I see what tasks or services a team member has worked on in a given time-frame?
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 time-frame.
What's the easiest way to see project details without creating a report?
Select a client and project on the timesheet page, you will see the 'Project' field title change to a link. Clicking this will open up the 'Project Info Modal' where you can see project details such as: start and due dates, project scope, project manager, current status and actual vs. estimated hours on this project per task to date.
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.
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 generate a report that contains the information you want and save the files in your preferred format. Need some help? Our friendly, knowledgeable customer service reps will be happy to lend a hand.
Can I create invoices or client quotes with FunctionFox?
Yes, FunctionFox has a simple Quoting/Invoicing module that can be added to your FunctionFox account at no additional charge. Please contact staycreative@functionfox.com to add Invoicing to your account.
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.
See our help center topic on Invoicing for step by step instructions.
How does FunctionFox charge me for contractors or part-time users?
With FunctionFox you pay for the number of users that you have on your account**. You can add a contractor or intern by going to Personnel page, when these users no longer need to track time on projects, you can easily archive the personnel.***
** $5/additional user in Classic, $10/additional user in Premier, and $20/additional user in In-house.
*** If your number of active users will be decreasing, and you do not plan on replacing them with a new user, you must contact billing@functionfox.com to have your billing updated.
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.
How do I bill for freelancers?
There two ways to bill for the work freelancers do.
- 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).
- 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***.
** $5/month in Classic, $10/month in Premier, and $20/month in In-house.
*** if you do not plan on replacing the freelancer with a new user, you must contact billing@functionfox.com to have your billing updated.
FunctionFox Premier
How do I see a Gantt chart?
FunctionFox Gantt charts are available with our FunctionFox Premier and In-House subscriptions.
Gantt Charts can be found under the traffic menu. To learn more about using this feature, check out our help center.
How can I see what my team is working on?
The Availability feature is the best way to see everything your team is working on and whether they have the ability to take on more work. The availability feature can be found under the Traffic menu, and is only available with our Premier and In-House subscriptions. To learn more about using this feature, check out our help center.
How can I see the workloads of individual members of my team?
The Availability feature is the best way to see everything your team is working on and whether they have the ability to take on more work. The availability feature can be found under the Traffic menu, and is only available with our Premier and In-House subscriptions. To learn more about using this feature, check out our help center.
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.).
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 an open API?
We do not currently have an API that maps between FunctionFox and other programs. All FunctionFox reports and data can be save to Excel. Learn more about FunctionFox reports in our help center series on my reports.
Does FunctionFox integrate with accounting software?
FunctionFox does not integrate with any accounting programs. All FunctionFox reports and data can be save to Excel. Learn more about FunctionFox reports in our help center series on my reports.
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).
To learn more about using this feature, check out our help center topic on file sharing.
