Moving to the New Beebole Platform

This migration guide covers everything you need to know to move your account to the new Beebole platform, available at app.beebole.com. You’ll learn how the new and Legacy systems coexist during the transition, what’s new and different, and how the updated API and architecture might affect your planning. Note that this guide is for existing customers. If you are starting fresh with no prior Beebole account, the Quickstart is a better place to start. The new Beebole is significantly different from Legacy, so the Quickstart is worth a read even if you’ve been using Beebole for years. It covers how the new system is structured and will help you get oriented before diving in.

Your Beebole Legacy account stays active throughout this process. There is no disruption to your current usage or data, and there is no deadline to switch yet.

Where things stand

What you can do right now:

Test the new platform with a free trial account. We can extend your trial as needed.
Request a copy of your Legacy data in your trial account to see how the new Beebole feels with your own data in it.
Review your current structure and think about how the new features could improve it.
Talk to us about the best setup for your team. Reach out via the in-app chat or at support@beebole.com.
Ask us to migrate your Legacy account when you are ready to switch. Migrations are run by Beebole’s support team, and you choose which data comes over — see Legacy migration.

How the transition works

There’s no deadline to switch yet, and we’ll give you plenty of notice before anything changes. In the meantime, starting to explore the new platform now means an easier switch later.

Your Legacy data stays safe and untouched. You can keep using your Legacy account while you test the new platform and plan your transition.
Migrations are performed by Beebole’s support team on request, not by a tool in the app. Email support@beebole.com when you want one, and tell us which data to bring over — for example, your people and projects but no time records, or history only from a given date. See Legacy migration for what is imported and how the imported history behaves.
Before committing, we can add a copy of your Legacy data to your free trial account, so you can see how the new Beebole feels with your own data in it. There is no commitment to keep that setup. Contact us at support@beebole.com to request a copy, before you enter anything in the trial account: the copy lands on top of what the account holds.
You can have open accounts in both systems simultaneously, at no extra cost. When you’re ready to switch officially, you can start fresh with a clean account, so nothing you try now locks you in.
You can still sign in to the Legacy system from the login button at beebole.com, or at beebole-apps.com/signin. You sign in to the new system at app.beebole.com.
If you use Beebole’s API, your integrations need to be updated for the new GraphQL API. We’re here to help. Your Legacy integrations will continue working in your Legacy account in the meantime.

Data from the Legacy system can only be migrated into the new Beebole as is. You choose which data to migrate, but not to change its configuration on the way in. For example, migrated projects keep the same client > project > subproject hierarchy they had in the Legacy system. If you want a different structure in the new platform, we recommend exporting and saving your historical data and starting fresh. See Review your structure before you switch.

Try out the new platform first

You can create a free account on the new platform without affecting your Legacy account. Treat this stage as a sandbox — nothing you try now locks you in.

Create a free trial account at app.beebole.com/signup. You can use the same email address as your Legacy account, and we can extend your trial as needed.

See it with your own data

If you’d like to see how the new Beebole feels with your existing data in it, contact us at support@beebole.com before you enter anything in the trial account, and we’ll add a copy of your Legacy data to it. The copy lands on top of whatever the account already holds, and it can only be made once per account. So ask for it first, or open a second trial account for it. This is for testing only: it doesn’t commit you to keeping that account or setup.The copy is a snapshot of your Legacy account on the day we make it. Entries made in Legacy after that day are not carried over. Your saved Legacy reports are not copied either: you rebuild the ones you need in Reports. When you are ready to switch, you can ask us to migrate your Legacy account again, into a clean account, so you start with your data as it stands on that day. See what gets migrated.

Explore the new features

Use the trial account to explore new features, create time entries, discover resource planning, and play around with reports. Bear in mind that when you’re ready to switch permanently, you can start fresh with a clean account.

Share your feedback

As with any new system, we anticipate some initial kinks. Please share them with us. You can reach out via the in-app chat or email support@beebole.com with questions or feedback. If you run into a bug or something that doesn’t work as expected, let us know the same way: we’re actively working through issues as they’re reported and releasing fixes regularly.

Signing in on both systems

The new and Legacy systems have separate sign-in pages.

You still sign in to Legacy at beebole-apps.com/signin, or from the login button at beebole.com. Nothing changes for your employees still using Legacy.
You sign in to the new system at app.beebole.com.
Signing in to the new system is passwordless: you confirm your identity with a one-time 6-digit code emailed to you, a passkey, your Google or Microsoft account, or your organization’s SSO provider. See Authentication for details.

Which Beebole am I using?

The two platforms look different, and the pages in the other tabs of this site only describe the new one. Before following an instruction, check which app you are signed in to:

	New Beebole	Legacy Beebole
Address	app.beebole.com	beebole-apps.com, or the login button on beebole.com
Layout	A left sidebar with Timesheet, Planning, Reports, People, and Projects, and a button with your initials at the bottom	A home screen and a Settings screen made of modules — Timesheet, Account, Timesheet Settings, API Token, and so on
Sign-in	Passwordless: a one-time email code, a passkey, Google or Microsoft, or SSO	Email and password
Settings	The button with your initials opens Account Settings, Person Roles, Work Schedules, and the other settings screens	”Settings” in the top right corner opens the Settings screen
Roles	Custom roles under Person Roles	Fixed user groups: administrator, employee, contractor, project manager, team leader
API	The GraphQL API at `app.beebole.com/graphql`, with the key from Your API key	The Legacy API, with the token from the API Token module

If the Legacy column is what you see, use the Legacy documentation for now: the current pages describe controls your app does not have, such as Person Roles or the initials button. Screenshots pasted into the docs assistant from the Legacy app lead to the same dead end.

Review your structure before you switch

In most cases, we recommend starting fresh in the new platform rather than migrating. The project structure can be significantly improved in the new system — unlimited project levels, tags that carry configuration, custom roles — and migrating your Legacy hierarchy as is means carrying its limitations with you. Your historical data stays safe in your Legacy account either way, and you can export and save it at any time. Before you settle on a setup, it is worth asking:

Does your current project hierarchy still reflect how work is delivered?
Are people grouped efficiently for reporting and approvals?
Have timesheet settings, localization, costs, and billing rates drifted into something hard to follow?
Which custom fields would improve your data and invoicing on projects, people, tasks, or time records?

The Key concepts page explains Beebole’s new core entities (projects, people, tasks, and tags) and how they relate to each other. Try mapping out your structures and settings ahead of time and, when in doubt, reach out to us.

New API and developer readiness

The new platform includes a GraphQL API for querying and mutating Beebole data. This is the primary developer-facing change for customers with integrations or automation. Review the GraphQL API for the API basics and authentication model. Then, start planning the migration of any Legacy integrations as part of the manual account migration.

The API is a major reason to evaluate the new platform early. It is also the right time to document your current integration points and look for improvements and optimizations.

What has changed

The tables below summarize the main changes from the Legacy system. Most will feel familiar.

Time tracking

Topic	What’s new
Timesheet submission	You submit a full timesheet period (such as a whole week), not individual entries. Submitting locks that period.
Timesheet periods	Fixed daily, weekly, or monthly views are replaced by a configurable period — weekly, bi-weekly, 1st–15th, and so on — set in Timesheet and Planning Settings.
Entry formats	Log time in hours (hh:mm), decimal hours, days, or a percentage of a workday.
Work from home flag	Mark an individual entry as remote work directly on the entry.
Non-billable flag	Mark individual entries as non-billable.
Auto-submit	Configure a timesheet to submit automatically after a set number of days, so forgotten periods still lock.
Direct edits	Managers correct draft and rejected timesheets directly. A submitted timesheet can be edited by an approver of its current stage (which restarts the approval chain) or by an admin, without rejecting it first, and an approved one by an admin only. Every change is logged.
Custom fields on time entries	Capture extra structured data per entry for reporting.
Calendar in the timesheet	Connect your Google or Microsoft Outlook calendar and drag events onto timesheet rows. The connection is per-user and one-way (Calendar to Beebole) only.
Timesheet score	A per-person compliance score (0–100) based on on-time submissions, late submissions, missed timesheets, and rejections. It appears in the Score column of the Timesheet Compliance report.

Time off

Topic	What’s new
Carry-forward rules	Set a maximum balance that rolls over when a time-off allowance period ends; any excess expires.
Absence unit	Configure each absence type to be counted in days or hours, independently per type.
Public holidays	Public holiday calendars populate automatically by country and region, with custom holidays on top — no more manual entry each year.
Accruals (coming soon)	Configure accrual frequency and quantity per absence, with accrued balances adjusted on the allowance’s Accrued field. See Accruals.

Approvals

Topic	What’s new
Multi-stage workflow	Define as many approval stages as you need (for example, project manager → team leader → admin).
Quorum rules	Per stage, require all approvers or any single approver before advancing.
Approval history	Each timesheet keeps a full log of approvals, rejections, and comments, so you always see where it stands.
Email actions	Approve straight from the notification email. To reject, reply to the email with “reject” followed by your reason, or use its Reject link, which opens the rejection dialog in Beebole.
Approval reminders	Approvers receive automatic reminders for pending timesheets.
Mobile approval	Review and act on pending timesheets from a phone.

Tasks

Topic	What’s new
Kanban board	Manage tasks as cards across configurable status columns on the Kanban board.
Gantt chart	See tasks on a timeline with dependencies and per-person workload on the Gantt chart.
Task dependencies	Link tasks so one cannot start before another finishes.
Effort allocation	Assign a percentage of a person’s time to a task and spot over- or under-allocation.
Timesheet integration	Tasks assigned to you can appear in your timesheet, ready to confirm.
Custom fields on tasks	Add structured information to tasks beyond the description.

Tasks are independent planning items in the new platform — they live on their own Planning page and are not sub-elements of projects, although they can be linked to existing projects. See Task planning.

Expenses

Topic	What’s new
Project expenses	Track expenses on a project and factor them into budgets.
Expense types	Define types with currency or quantity units (for example, miles for travel).
Markup	Set a billing markup on an expense type.
Budget impact (coming soon)	Choose whether an expense type counts toward the project budget.

People and roles

Topic	What’s new
Custom roles	The fixed Legacy roles are gone. Use the default roles or create as many custom ones as you need.
Bulk operations	Bulk-archive, bulk-unarchive, and bulk-invite people.
Sign in as	Admins can use Sign in as… to see exactly what a team member sees, for troubleshooting.

Projects and tags

Topic	What’s new
Unlimited project levels	The fixed three-level structure is gone — nest projects as deep as you need.
Multiple timesheet columns	Add independent project columns to the timesheet.
Project availability	Make projects visible to everyone by default, or hidden until explicitly assigned.
Tags as configuration	Tags carry configuration (rates, schedules, holidays, allowances), and a person or project in several tags receives the combination of all of them.
Multiple tag trees	A person can belong to several independent tag trees at once. Tag trees are unlimited in depth and number.

Billing, costs, and reporting

Topic	What’s new
Daily rates	Define billing and cost rates per day, not only per hour.
Fixed recurring fees	Apply a fixed rate (such as a salary) for a period, regardless of hours worked.
Budgets	Set budgets for billing, cost, and hours, and split them by person or project.
Budget status reports	Easily check the budget status and planned budget on any project for costs, billing, and time in reports.
Saved reports	Create, save, and organize reports into folders, and toggle between table, chart, and matrix views.
Spreadsheet add-ins	Link a saved report to Excel or Google Sheets and refresh the data on demand.

Compliance and audit

Topic	What’s new
Audit trail	Every change is recorded in the Audit Trail without a setting to switch on, unlike the Legacy checkbox.
DCAA ownership and SOX reports	The Legacy Timesheet Settings toggles are replaced by the DCAA compliance choice in the Add restriction menu of Timesheet and Planning Settings, which turns on Only the owner or an admin can edit entries (keeping managers from changing other people’s hours) and Only time off can be recorded in the future in one step; the approval history kept on every timesheet; the Lock date that freezes closed periods; and the Timesheet Compliance report, which shows submissions period by period. If your auditor needs a specific extract, support@beebole.com can help you build the report.

Communication and platform

Topic	What’s new
Journal	Every record has a Journal — a threaded feed where you comment, attach files, mention people, and track changes.
Email reply-to-comment	Reply to a Journal notification email to post a comment.
Email templates	Customize the content of system emails, with dynamic placeholders.
Notifications	Choose emails to be sent in a daily or weekly digest.
Push notifications	Receive mentions, approval requests, and reminders as notifications on your computer or phone, alongside email or instead of it. See Notifications.
Passwordless sign-in	Sign in with a one-time email code, a passkey, Google, Microsoft, or SSO — no passwords. See Authentication.
Organization branding	Upload your organization’s logo (it appears in the sidebar and on outgoing emails) and set an accent color for the interface.
Undo/redo	A global undo/redo across the app.
Copy/paste setup	Duplicate a project’s configuration to reuse as a template, and add people, projects, or tags in bulk by pasting spreadsheet rows.
Integrations	Native integrations include Asana, monday.com, Linear, QuickBooks, Xero, and BambooHR, plus webhooks.

Getting Started

Take a look at the quickstart guide to set up Beebole in a few steps.

Custom fields

See how to set up custom fields on projects, people, tasks, and time records.

API introduction

Get started with Beebole’s GraphQL API for custom integrations.

Frequently asked questions

Do I have to migrate to the new Beebole platform right away?

No. There’s no deadline yet, and we’ll give you plenty of notice before anything changes. When you are ready, email support@beebole.com and our team runs the migration for you — there is no migration tool to find in the app. In the meantime, we recommend testing the new platform, and if you’d like to test it with your own data, ask us and we’ll add a copy of your Legacy data to your trial account.

Will I lose my historical data when I migrate?

No. Your Legacy account and its data stay safe and untouched, no matter what you do in the new platform. You can also export and save your historical data at any time — and if you’re unsure of the best way to do so, just ask us.

Can I migrate my Legacy data into a new configuration or project hierarchy?

No. Data from the Legacy system can only be migrated into the new Beebole as is. You tell support which data to migrate — for example, only your people, or only your projects — but not how to reshape it. Migrated projects keep the hierarchy they had in Legacy. If you want a different structure, we recommend exporting and saving your historical data and starting fresh in the new platform.

Will my pricing change when I switch to the new platform?

No. You may see different pricing in the new app, but we’ll honor current per-user pricing for all existing customers.

How do I know whether I am on the new Beebole or on Legacy?

Look at the address bar and the layout. The new Beebole runs at app.beebole.com, has a left sidebar, and signs you in without a password. Legacy runs at beebole-apps.com, is organized in modules on a home screen and a Settings screen, and uses a password. See Which Beebole am I using? for the full comparison.

Does the new Beebole have DCAA ownership and SOX reports like Legacy?

Not as the same toggles. For DCAA, the timesheet Add restriction menu offers a DCAA compliance choice. It turns on Only the owner or an admin can edit entries, the rule Legacy called DCAA ownership, which stops managers from editing other people’s hours, together with Only time off can be recorded in the future. There is no SOX setting: the new platform records every change in the audit trail without one, keeps the approval history of each timesheet, and shows submission compliance per period in the Timesheet Compliance report. Whether that covers your audit requirements is for your compliance team to confirm; support can walk you through the controls.

Per Roles

Migration

FAQ & Troubleshooting

Moving to the New Beebole Platform

Where things stand

How the transition works

Try out the new platform first

Signing in on both systems

Which Beebole am I using?

Review your structure before you switch

New API and developer readiness

What has changed

Time tracking

Time off

Approvals

Tasks

Expenses

People and roles

Projects and tags

Billing, costs, and reporting

Compliance and audit

Communication and platform

Getting Started

Custom fields

Tags

API introduction

Frequently asked questions

​Where things stand

​How the transition works

​Try out the new platform first

​Signing in on both systems

​Which Beebole am I using?

​Review your structure before you switch

​New API and developer readiness

​What has changed

​Time tracking

​Time off

​Approvals

​Tasks

​Expenses

​People and roles

​Projects and tags

​Billing, costs, and reporting

​Compliance and audit

​Communication and platform

​Related content

Getting Started

Custom fields

Tags

API introduction

​Frequently asked questions

Where things stand

How the transition works

Try out the new platform first

Signing in on both systems

Which Beebole am I using?

Review your structure before you switch

New API and developer readiness

What has changed

Time tracking

Time off

Approvals

Tasks

Expenses

People and roles

Projects and tags

Billing, costs, and reporting

Compliance and audit

Communication and platform

Related content

Frequently asked questions