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.

The new Beebole is currently in beta. You may encounter occasional bugs or rough edges as we continue to improve the platform. We’re committed to fixing issues quickly and releasing improvements regularly — and your feedback is a meaningful part of that process. If you notice anything, reach out via the in-app chat or email us at support@beebole.com.

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, during the beta:

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.

Coming soon:

A self-service migration tool will become available in the app, letting you choose which data to migrate — for example, only your people, or only your projects or absence types.

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.
Official migrations will start later this summer, when a self-service migration tool becomes available. The tool will let you choose which data to migrate — for example, only your people, or only your projects or absence types.
In the meantime, 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.
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.
Sign in for the Legacy system can still be done via the login button at beebole.com, or at beebole-apps.com/signin. Login for the new system is 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’ll be able to choose which data to migrate, but not to change its configuration. For example, migrated projects keep the same client > project > sub-project 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.

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.

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, and we’ll add a copy of your Legacy data to your trial account. This is for testing only — it doesn’t commit you to keeping that account or setup.

Share your feedback

The new Beebole is still in beta and, 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.

Signing in on both systems

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

Legacy login is still done at beebole-apps.com/signin, or via the login button at beebole.com. In that sense, nothing changes for your employees still using Legacy.
Login for the new system is done at app.beebole.com.
Login in 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.

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 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	Admins and managers can edit submitted or approved entries directly, without rejecting first. 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 on team members in the team and approval views.

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 requested 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 or reject straight from the notification email.
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.
Recurring tasks	Set up tasks that repeat on a schedule (e.g., every Friday).

Tasks are independent planning items in the new platform — they live on their own Tasks 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.

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.
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, Jira, Monday.com, Linear, QuickBooks, Xero, and BambooHR, plus webhooks.

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. Official migrations will start later this summer, when a self-service migration tool becomes available. In the meantime, we recommend testing the new platform — and if you’d like to test it with your own data, contact support@beebole.com 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’ll be able to choose which data to migrate — for example, only your people, or only your projects — but not to change its configuration. For example, migrated projects keep the same 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.

What should I do if I encounter a bug or if something doesn't work as expected?

The new Beebole is in beta, so you may occasionally run into something that doesn’t behave as expected. If that happens, let us know. Reach out via the in-app chat or email us at support@beebole.com. We’re actively working through issues as they’re reported and releasing fixes regularly.

Can I use the same email for my trial and my Legacy account?

Yes. You can sign up for the new platform with the same email address. Login for the Legacy system is at beebole-apps.com/signin. Login for the new system is done at app.beebole.com.

Do my API integrations carry over automatically?

No. The new platform uses a GraphQL API, so Legacy integrations need to be updated. Your existing integrations keep working in your Legacy account.

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.

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

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

Communication and platform

Frequently asked questions

Getting Started

Custom fields

Tags

API introduction

​Where things stand

​How the transition works

​Try out the new platform first

​Signing in on both systems

​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

​Communication and platform

​Frequently asked questions

​Related content

Getting Started

Custom fields

Tags

API introduction

Where things stand

How the transition works

Try out the new platform first

Signing in on both systems

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

Communication and platform

Frequently asked questions

Related content