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      Updating Project Settings in Keka PSA

      Learn how to configure approval chains, manage project managers, and customize timesheet and billing settings to streamline your workflow

       

      TABLE OF CONTENTS

       

      Keka PSA offers a powerful project management platform that allows organizations to efficiently track, manage, and oversee project progress. Customizing project settings is essential for tailoring project workflows, ensuring proper approvals, assigning project managers, and configuring billing and timesheet policies. This guide will walk you through updating project settings to meet your organization’s specific needs.

       

      Accessing Project Settings

      To configure project settings in Keka PSA, follow these steps:

      1. Navigate to the Project section and select the Projects tab. You will see a list of all Active Projects. For a complete overview, switch to the All Projects section. Click on the project you wish to update to access its details.



      2. Locate the Settings tab within the project’s details page to begin your updates.

       

      Managing Timesheet Approval Chain Settings

      The timesheet approval chain is crucial for ensuring proper validation and accountability.

      Steps to Manage Approval Chain:

      1. Click on the Edit Settings button under the Approval Chain section.



      2. In the Edit Approval Chain Settings window:
        • Enable or disable timesheet approvals for the project.
        • Add or remove approval levels.
        • Assign employees or roles to each approval level.
        • Set up auto-approval based on time thresholds for convenience.
      3. Once the changes are made, click Update to save the new settings.

       

      Pro Tip:

      Auto-approval can streamline processes but should be carefully configured to avoid compliance risks.

       

      Updating Project Managers and Their Permissions

      Project managers play a pivotal role in overseeing tasks, teams, and financials. You can assign or modify project managers and define their access rights.

      Steps to Update Project Managers:

      1. Click the Manage Project Managers button.



      2. In the new window:
        • Add or remove project managers using the Add Manager button or the Delete icon.
        • Configure access permissions such as:
          • Manage Tasks: Allow managers to add and edit project tasks.
          • Manage Team: Enable managers to allocate resources and oversee teams.
          • View Financials: Provide access to view financial details related to the project.
          • Manage Financials: Allow managers to update and handle project finances.
      3. Click Save to apply changes.

       

      Key Insight:

      Granting financial permissions should be limited to roles responsible for budget oversight to avoid unauthorized access.

       

      Configuring Timesheet Settings

      Timesheet settings determine how and when employees log their work and ensure compliance with project guidelines.

      Steps to Update Timesheet Settings:

      1. Go to the Timesheet Settings section and click on Edit Settings.



      2. Configure the following options:
        • Submission Permissions: Control who can submit timesheets.
        • Enable Task Comments: Allow comments on tasks for better collaboration.
        • Email Notifications: Set up notifications for newly added tasks.
        • Task Start/End Times: Require specific start and end times for task entries.
      3. Once done, click Update to save the changes.

       

      Tip:

      Enable task comments to encourage collaboration and clarity on task expectations.

       

      Updating Project Billing Settings

      Billing settings allow you to define how the project is billed, whether based on milestones or time.

      Steps to Update Billing Settings:

      1. Navigate to the Billing section under Settings. Click Edit Settings to modify billing options.



      2. In the Update Billing Settings window:
        • Enable or disable billing for the project.
        • Choose between:
          • Fixed/Milestone-Based Billing.
          • Time-Based Billing.
        • Allow employees to log non-billable tasks or link expenses to the project.
      3. Click Update to apply the changes.

       

      Consideration:

      Choosing the right billing model depends on the nature of the project. Time-based billing works well for services, while milestone billing is better for fixed-scope projects.

       

      Best Practices for Project Settings Management

      • Periodic Reviews: Regularly audit project settings to ensure they align with evolving project needs.
      • Clear Roles: Clearly define project managers' responsibilities and permissions to avoid conflicts.
      • Automation: Leverage auto-approval and notifications to streamline workflows and improve efficiency.

       

      Additional Resources

      If you want to learn more on the process for assigning shadow resources to projects, then click here: Assigning shadow resources to projects