Scoro's project view serves as the central hub for project management. It allows you to manage and track all aspects of your project while collaborating with your team to ensure efficient use of time and budget.
All project information is organized into focus-based tabs and subtabs, making concentrating on one aspect at a time easy.
Watch the video for a high-level overview, or use the written guide below to learn about the view at your own pace.
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1. Project view header
When you open a project in Scoro, you will see an overview of your project's essential information. This includes details like the project timeframe, the client’s name, the project's progress bar, and a summary bar in the middle.
You can easily change the project start and end dates here:
- Click on the project time frame dates
- Select the new project start or end dates
- If you've already planned out some tasks for the project or scoped out resources and placed some bookings before the project timeline changes, tick the Bookings or Phases and tasks checkboxes to adjust them accordingly. Their start date will shift based on the new project start date while keeping the same spacing between all items.
The new start and due dates for the shifted phases and tasks may fall on weekends, depending on your settings under Settings > Work and projects > Projects:
- If weekends are included in the workweek, tasks and phases can fall on the weekends.
- If weekends are excluded, the dates will move to the nearest weekday (Saturday to Friday, Sunday to Monday).
You can also manage the project team directly from the header. Click on the user profile avatars to add or remove team members with just a few clicks. You can manage both the internal team and customer portal users this way.
1.1. Progress bar
The progress bar visually indicates your project’s progress time-wise, i.e., how far you are with the project and if you’re in danger of exceeding your planned hours.
Different colors represent the status of tasks and activities. Here's how to interpret progress bars and other availability indicators in Scoro:
- Blue reflects the total time already spent on tasks and activities
- Yellow highlights the time for work that has been scheduled or planned
- Red indicates if activities take more time than estimated
- Grey signifies the estimated ‘buffer’ time for completing the project
1.2. Summary bar
The summary bar gives you an instant overview of your project’s progress in numbers. It presents real-time project-specific metrics that vary depending on how your project budget is set up.
Below are the various metrics the summary bar for regular one-off projects. Learn more about the summary bar metrics for retainer projects.
Time metrics
The following metrics are shown only if a time budget is set for the project:
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Used hours – shows the hours you've already spent on a project
- If you've set a time budget for the project, you also see another metric right below it, which helps you understand what percent of the time budget is now used up with these spent hours
- The completed hours are divided by the budgeted hours
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Remaining hours – the number of hours you have left to use for the project/filtered period, with the percentage of budgeted hours shown below
- Completed hours are subtracted from the total hours budgeted for the project
- A negative value indicates you have exceeded your time budget
Monetary budget metrics
- Used budget – the amount you have spent from the budget based on the work you've completed
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Earned revenue – the amount you have earned from the work you have delivered to the client
- If you’ve enabled the ‘Include bills and expenses' toggle in the project modify view, then any bills and expenses are also included in this calculation.
Progress metrics
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Remaining days – the number of work days left for the project
- Compare it with the used hours and earned revenue to evaluate progress.
- Note! If your site also includes weekends in the workweek, the remaining days counter will consider weekend days.
- This metric shows up only if an end date for the project is set
- Overdue tasks – the number of overdue tasks for the project
Now that we’ve covered the header, let’s see how to customize the project view and dive into each tab separately!
1.3. Customizing the view
All project-related information is divided into tabs, each focusing on a specific area: Tasks, Budget, Time, Bookings, Finances, Details, Comments. We'll cover them in more detail in the paragraphs below. By default, you see all the tabs your user has permission to see. However, you can customize the view by changing the order of the tabs or even hiding the less relevant tabs.
For example, if you’re mostly interested in project financials, you can move the tabs around to ensure the Budget tab is always the first thing you see when you open any project. Or, if you’d rather focus on your tasks and the task list, you can hide the rest of the tabs altogether to reduce the noise.
To change the order of the tabs, click on the gear icon in the top right corner. Then, simply drag the tabs and subtabs around to find the most convenient place for them. If you want to hide some of the less relevant information altogether, simply untick the corresponding boxes and apply the changes.
Scoro will always remember your preference across all project views. You can change it at any time.
2. Tasks tab
2.1. Task list
The Task list is where convenient and efficient task management happens.
- Track the progress of your tasks with key indicators such as the task progress bar, status, due date, time spent, and remaining time
- Add new tasks, or edit and manage previously set tasks
- Update task status
- Assign, unassign, and reassign tasks to relevant team members
Furthermore, you can filter the tasks you want to see (Done, Not done, or both) using the gear icon in the top right corner of the list.
Note! Scoro uses your most recent filter as your default preference. If you filter out done tasks, you will only see Done tasks in each project until you change the filter.
By default, the tasks in the task list are sorted chronologically by the due date. However, you can click on the column titles to sort them as follows:
- Title - sorts alphabetically
- Statuses - sorts by the order of statuses set up in the settings
- Due date - sorts chronologically
- Time spent - sorts from less time to more time logged, and vice versa
- Remaining - sorts from less time to more time remaining, and vice versa
If the project has phases, the tasks are sorted within each phase.
To change the sorting direction, click on the column again. Scoro will remember your preferences and will apply them across projects.
2.2. Gantt chart
Scoro’s interactive Gantt chart gives you a detailed outline of the status and progress of your project.
Use it to
- Plot phases and tasks on a timeline as you plan out your project
- Track the current state and progress of tasks once your project commences
- Manage and update project details
The Gantt chart is interactive, so all tasks and phases are updated accordingly when you make any changes, i.e., time changes like extending the deadline.
For example, if deliverables or deadlines change, move or pull on the task to change the timeline. Add tasks on the left-hand side and distribute responsibilities using the assignee column. Read more about the Gantt chart.
2.3. Task board
In the Task board, you can see the project backlog and track tasks across different stages without leaving the project view. Use the filters in the right corner to filter out tasks that are only done or not done. You can even add new tasks directly from the Add button.
2.4. Events
On the Events tab, you can overview all project-related events in a list view. On the right-hand side, you can filter out future and past events or choose both options to overview all related events. And additionally, you can add new ones, that will be automatically linked with the project and contact card.
If you want to check out events for a specific period, click on the Events title on the left-hand side, and you will be navigated to the Calendar module, where you can update the dates filter.
2.5. Calendar
The Calendar lets you easily view, schedule, modify, and track project-related events.
3. Budget tab
The Budget tab focuses on all your project’s budget insights.
3.1 Burn-up
The Burn-up chart visualizes your budget burn over time. There are various lines in the chart:
- Actual - how much time you have spent on the project
- Planned - how much work you have planned for the future
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Budget - the total hours you've budgeted for the project
- Compare them with the actual and planned hours to ensure you stay within the estimated project scope
- Forecasted - a forecast dimension to help you detect potential overservicing in advance so you can correct it by replanning or renegotiating the project scope.
3.2. Breakdown
The Breakdown chart tracks the use of time budget across roles.
The chart shows the time you initially quoted for each role (Budget line), how much work has been planned (Planned bar) and logged (Actual bar), and the projected hours for each role based on the remaining planned time (Forecasted bar).
Note: The Breakdown chart is only visible if you have chosen role prices for the revenue calculation method in your project.
From here, you can easily detect if you’re overutilizing certain roles and need to replan work. Read more on budget charts.
3.3. Quoted vs Actual
The Quoted vs Actual table lets you deep-dive into your project’s financials as it breaks it down service by service and shows how well you're doing against your quoted estimates.
Track your project's financial progress from time spent to income generated and costs incurred to ensure profitability. Review the budget line by line to compare initial quotes with actual results and determine if you stay within the budget for each service. Read more on the Quoted vs actual table.
3.4. Revenue
The Revenue subtab lets you manually recognize and forecast revenue on a project level.
If you’ve set up a monetary budget, Scoro will distribute it equally across the months and suggest some initial numbers for you. To recognize revenue, fill the fields with actual committed or forecasted sums.
This data feeds directly into a company-wide revenue report.
3.5. Profit
The Profit tracker gives you a high-level take on project profitability.
The tracker summarizes and compares the quoted budget with issued invoices, cost documents, and logged time. In fact, the simple budget may be your first point of reference to help you spot if you need to delve deeper and open the Quoted vs Actual table.
4. Time tab
The Time tab displays all done time entries, past events, relevant labor cost, and billing information.
Each time a team member adds a time entry under a specific task or attends a project-related event, it will be logged under this tab. You can then review how much time various activities take and the cost to your business.
If you use time billing, you can easily bill your client based on the time spent in this tab by ticking the activities you want to invoice and clicking the “Create invoice” button. The green and white currency icons on the right can help you quickly assess which time entries have been billed and which haven’t yet.
5. Bookings tab
The Bookings tab helps you map out resource needs on a high level and book resources for your project. The dynamic heatmap shows you how utilized project members already are in the given period, based on their bookings across all projects. This helps you to determine when they could take on new work. By booking the team members' time in advance, you ensure you will have the right people available once the project kicks off. Read more about bookings.
6. Finances tab
The Finances tab is where you’ll find all project-related financial documents.
From quotes and invoices to purchase orders, bills, and expenses, you'll never have to guess the initial agreement with the client or where to find it. Hover over the document's name to see more details and click on it to open a complete overview in a new tab.
7. Details tab
Access and modify all project-related information in the Details tab, including description, tags, files, related contacts, and custom fields.
We recommend uploading all project-related files, e.g., contracts or supplier agreements, here to ensure everyone in your team is on the same page.
8. Comments tab
Keep up with all project-related discussions and communication in the Comments tab.
Here, you can add, edit, and reply to all comments and sort previous comments from oldest to newest or vice versa.