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.
How the transition works
There is no rush to switch. You can keep using your Legacy account for as long as you need, and create a free account in the new platform whenever you want.- Your Legacy data stays safe and untouched until you’re ready to migrate.
- Migration will be done manually by our team, one account at a time. Contact us at support@beebole.com when you are ready to switch, and we’ll get back to you as soon as possible.
- You can have open accounts in both systems simultaneously, at no extra cost. Eventually, you decide if you want to migrate data from the Legacy system, or simply start fresh.
- 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.
- We recommend taking advantage of this opportunity to reconsider the architecture of your projects, tasks, and teams. Migration is a chance for improvement.
- 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.
The migration itself is handled by Beebole support. Historical projects, people, and time records are migrated manually on a case-by-case basis.
Try out the new platform first
You can create a free account on the new platform without affecting your Legacy account.Sign up in the new system
Create a free trial account at app.beebole.com/signup. You can use the same email address as your Legacy account.
Sign up in the new system
Create a free trial account at app.beebole.com/signup. You can use the same email address as your Legacy account.
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, we will migrate your data into a clean, new account.
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, we will migrate your data into a clean, new account.
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.
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
Migration is a chance to clean up how your organization is modeled. Before you switch, 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?
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. |
Related content
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.
Tags
Organize people and projects with tags for reporting and availability.
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?
Do I have to migrate to the new Beebole platform right away?
No. Your Legacy Beebole account keeps running with no deadline. You can trial the new platform whenever you like, and migrate only when you are ready by contacting support@beebole.com.
Will I lose my historical data when I migrate?
Will I lose my historical data when I migrate?
No. Beebole will migrate your historical people, projects, time records, and settings into the new account, and your Legacy account stays untouched.
What should I do if I encounter a bug or if something doesn't work as expected?
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?
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?
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.
- 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.
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.
| 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. |
| 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. |
| 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 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.
| 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. |
| 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. |
| 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. |
| 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. |
Do I have to migrate to the new Beebole platform right away?
Do I have to migrate to the new Beebole platform right away?
No. Your Legacy Beebole account keeps running with no deadline. You can trial the new platform whenever you like, and migrate only when you are ready by contacting support@beebole.com.
Will I lose my historical data when I migrate?
Will I lose my historical data when I migrate?
No. Beebole will migrate your historical people, projects, time records, and settings into the new account, and your Legacy account stays untouched.
What should I do if I encounter a bug or if something doesn't work as expected?
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?
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?
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.