The Question:

I understand the concept of building a Project Team, but I would like to get a better understanding of how Project Teams works specifically in Apptivo.

The Answer:

Project Teams are built from a combination of people from your Employees app, and also from your Contacts & Customers apps to handle various projects roles and responsibilities.

Building a Project Team provides several benefits in Apptivo:

  1. Increased Access Control
    1. You can set up Project permissions to only display Projects to users who are a member of the Project team.
  2. Enhance Communication
    1. When an Employee/Customer is a member of a Project Team, they can be notified of updates to the Project so everyone stays in the loop.
  3. Organization
    1. Documenting which Employees are a member of a Project team allows others outside of the Team to quickly understand who is working on the Project, allowing them to identify the correct person to communicate with.

Adding people to your Project team is actually quite simple.  Start off by logging in, going to the Projects app, then viewing the Project which will be modified.  On the Project overview page, select the “Team” tab.

On this page, you can begin building your team. You can either add a employee or a customer’s contact as a project team member. Click on “Add resources” button which displays you the pop up of all the Employees in your firm. You can select your needed employee one by one or you can create a new employee from here which gets added in Employee app as well. Similarly clicking on “Add Contact” button helps you to search for customer’s contact associated with the project.



If you plan on billing a customer for hours spent during this Project, it’s a good idea to add an individual billing rate for every member of the Employee team.  Do this by viewing the Project Team tab, then clicking the “edit” button next to an Employee name.  If you generate an Invoice from this Project, the billing rate will be automatically tied to the proper tasks which that user logged hours against.


You also have the option to grant role based access to your customers in order to view the Project and receive updates.  Adding a customer is similar to your employees, but you’ll actually be selecting individual contacts, rather than employees.
Hence, you can add different roles in project management.

Video Tutorial

Next Steps

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