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Projects in Beebole are what your team logs time against. Every report, budget, and billing calculation builds on your project structure, so organizing it well pays off across the whole account. Projects live in categories you define and can be nested into subprojects as deep as you need.

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How projects are organized

Beebole uses a flexible hierarchy with three building blocks:
  • Categories — The broadest grouping. A new account starts with Clients, Internal, and Activities. Each project belongs to exactly one category.
  • Projects — The engagements or work streams inside a category, such as a client account or an internal initiative.
  • Subprojects — Smaller pieces of work nested under a project. There is no fixed depth limit, and each category names its own levels (for example, the Clients category starts with the levels Project and Job).
Projects describe what your team works on. To group projects and people across other dimensions — departments, locations, service lines — use tags instead of deepening the project hierarchy.
Which project categories your team can record time on is controlled by the Record time on these project categories setting, in the Categories tab of the Timesheet settings panel. Open it from Settings > Account Settings.

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Creating a project

1

Open the Projects page

Click Projects in the sidebar.
2

Pick a category

Click the category name next to the Projects: heading and select the category the project belongs in. To create a new category, type its name in the field at the bottom of that menu and click Add.
3

Add the project

Click the Add [category] button at the top right — its label shows the active category, for example Add Clients. Enter the project name and click the Save new… button (its label ends with the level you are creating, for example Save new project).
4

Add subprojects (optional)

In the project list, expand the parent project, then click the + button next to the level name below it (its tooltip reads Add followed by the level name, for example Add Job).

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Adding several projects at once

When the add panel is open, use the Or add multiple entries area below the name field:
  1. Copy rows from a spreadsheet — one entry per line, using Tab or spaces to indent sub-levels.
  2. Click Paste.
  3. Review the entries to be imported, then click Add them all. If something looks wrong, click Undo.

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Managing categories and level names

Click the category name next to the Projects: heading to open the category menu. From there you can:
  • Switch to another category by clicking its name.
  • Add a category — type a name in the field and click Add.
  • Rename a category — hover over it, click the pencil icon, edit the name, and click Ok.
  • Delete a category — hover over it and click the trash icon.
To rename a hierarchy level, expand a project in the list and click the level name shown above its children — the tooltip reads Click to edit the level name for the whole category. The new name applies to that level across the whole category.

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Moving a project in the hierarchy

You move a project by changing its parent from the project’s detail panel:
1

Open the project

Click Projects in the sidebar, then click the project to open its details.
2

Open the parent selector

Hover over the breadcrumb above the project name and click the Change parent button that appears.
3

Pick the new parent

Select the new parent project or the category root. The change is saved immediately, and the project’s subprojects move with it.
A project can only be moved within its own category — the parent selector lists destinations from the same category and excludes the project’s own subprojects.

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Project settings

Clicking a project opens its detail panel, which is organized into settings panels. Open panels appear first; the remaining ones are listed below — click a panel’s name to open it. Changes are saved automatically.
PanelWhat it controls
ManagerThe people who manage this project.
TagsThe tags applied to the project. Subprojects inherit tags from their parent project.
BillingProject-level billing rates.
CostProject-level cost rates for profitability tracking.
BudgetsSpending or effort ceilings for the project. See Budgets.
ExpensesThe expenses recorded against the project. See Expenses.
Custom fieldsValues for the custom fields defined for projects. See Custom fields.
Who has access?Who can use the project — see below.
Secondary projects allowedWhether people can log time to a secondary project alongside this one.
Show or HideWhich expense types and custom fields are available on this project.
Valid period for time entryFrom and To dates limiting when time can be recorded on the project.
DescriptionFree-form notes about the project.

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Billing and cost rates per project

Open the project’s Billing or Cost panel and click Add to create a rate. Choose a method — Hourly rate, Daily rate, or Fixed fee — and optionally split it with Split by persons, Split by projects, or Split by tags. A rate set directly on a project overrides rates inherited from tags or the organization. See Billing rates for the full priority order and repeat options.

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Custom fields on a project

The fields shown in the Custom fields panel come from the field definitions in your account — you fill in values there, but you create and scope the fields themselves in Settings > Custom Field. Custom field values appear as dimensions and filters in reports.

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Controlling who can track time on a project

The Who has access? panel decides who can use the project:
  • A toggle switches the project between Available to everyone and Unavailable to everyone. The default comes from your organization’s Show or hide by default settings.
  • Individually — add specific people with the Select person field.
  • By tags — make the project available to everyone in a tag with the Select tag field.
See Assignments for how availability defaults and exceptions work together, and Roles & permissions for what each person can see and do. You can also restrict an expense type to specific projects from the expense type’s own Who has access? panel — see Expenses.

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Duplicating, archiving, and deleting projects

Each project has a ⋯ action menu — it appears when you hover over the project’s row in the list, and next to the project name in its detail panel. It offers:
  • Duplicate — create a copy of the project.
  • Rename — edit the project name in place.
  • Go to tasks — open the Tasks view filtered to this project’s tasks.
  • Archive / Unarchive — retire the project or bring it back.
  • Delete — remove the project.
Archived projects are hidden from the list — click Show Archived at the top of the page to display them (the label includes the count), and Hide Archived to hide them again. Their recorded time stays available in reports.
Delete permanently removes the project. To retire a completed project while keeping its history in reports, use Archive instead. If you delete by mistake, click Undo in the notification that appears right after.

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Related content

Tags

Group projects and people by department, location, or any other dimension, and cascade configuration through tags.

Budgets

Set billing, cost, or hours budgets on your projects and track progress.

Billing rates

Configure billing rates at the organization, tag, project, or person level.

Assignments

Control which projects, expense types, and custom fields are available to each person or group.

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Frequently asked questions

Beebole doesn’t impose a fixed nesting limit — you can keep adding subprojects under subprojects. In practice, structures stay easiest to navigate and report on at four levels or fewer.
The Change parent control in Beebole moves a project anywhere within its own category — under another project or back to the top level. It does not move projects between categories.
Yes. Open the project’s Who has access? panel in Beebole to make it unavailable to everyone and then grant access individually or by tags. See Assignments for the full availability model.
Yes. When adding a rate in the project’s Billing panel, choose Split by persons to set a different rate for each team member. See Billing rates for details.
The project disappears from the active list in Beebole, and its recorded time remains available in reports. Click Show Archived to display archived projects, and use Unarchive in the ⋯ action menu to make one active again.