Features

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We have the features you need to run your projects successfully.

Dashboard

Get an at-a-glance view of how your projects are progressing
  • See your upcoming milestones, tasks, and events
  • Complete, approve, and change due dates for your milestones and tasks directly from the dashboard
  • View the activity feed containing the actions performed by project members on all of your projects
  • Subscribe to an RSS feed of the latest activity
  • Receive alerts when you are assigned to new milestones or tasks and when you receive new messages
  • View the online status of project members
  • Access your working drafts and bookmarked items

Project Workspaces

Share and collaborate with people on your projects using secure workspaces
  • Add a project description that is shown to all project members
  • See upcoming milestones, tasks, and events for the project
  • Complete, approve, and change due dates for milestones and tasks directly from the project overview
  • View the activity feed containing the actions performed by project members on the project
  • Subscribe to an RSS feed of the latest activity
  • View the online status of project members
  • View files that have been recently uploaded to the project

Reports

Stay on top of your projects using real-time reports
  • See completion status of all your projects using the project status report
  • View milestones and tasks that were completed the previous week or are due this week using the weekly status report
  • See incomplete milestones and tasks using the open items report
  • View status of individual milestones and tasks using the project detail report
  • View comments that have been added to your projects using the comments report
  • Compare the actual time spent on projects compares with the budgeted time using the hours budget report
  • See how much of your clients' retainers have been used using the retainers report
  • See where your team members are spending their time each week using the weekly timesheet
  • Get detailed information about the total time being spent on each project or by each team member using the time report
  • Print your reports in a printer-friendly format
  • Export reports as CSV files that can be opened with Microsoft Excel

Branding

Customize the site to match your company's branding
  • Create a branded sign-in page that your team members and clients can use to access the site
  • Create your own branded site URL (i.e., fedex.teamworklive.com)
  • Customize the look-and-feel of the site with your company's color scheme and logo

Company

Take advantage of easy administrative and customization features that help you manage your company account
  • Define new user default settings that are applied to all new accounts
  • Create accounts for your team members and clients and send them customized welcome emails
  • Assign administrative privileges to team members
  • Add or remove a user from multiple projects at once
  • Define new project default settings that are applied to all new projects
    • Enable/disable project workspace sections (i.e., folders, calendar, time, etc.) for team members and clients
    • Specify notification preferences for when budgets are exceeded
    • Specify whether clients can view time reports
    • Specify whether team members can view the time entries of other team members
  • Remove unused features on a site-wide basis (time tracking, budgeting, personal menus, client dashboard features, etc.)

Clients

Set up accounts for your clients and customize their dashboards
  • Create client companies and assign projects to them
  • Create user accounts for your clients
  • Show your client's remaining retainer hours on their dashboards
  • Hide the latest activity feed from the dashboards of your clients
  • Add your company's contact information to the dashboards of your clients

Projects

Get your projects up and running quickly and manage them with ease
  • Invite users to your projects as team members or clients
  • Enable/disable project members' access to projects
  • Set the status of your projects to planning, active, critical, on-hold, or archived
  • Customize projects to only show the project sections you will use (folders, calendar, milestones, tasks, etc.)
  • Create reusable project templates with common milestones, tasks, and documents
  • Save time on setup by creating new projects from an existing project or a project template
  • Import your projects from Basecamp, a CSV/Excel file, or Microsoft Project using our import tool
  • Backup your projects as ZIP files containing HTML versions of project data as well as any file attachments

Folders

Keep all of your project files in one place and easily share them with team members and clients
  • Upload any type of file (Word, Excel, PDF, ZIP, images, etc.)
  • Use multi-level nested folders to organize project files
  • Set view permissions for individual folders
  • Customize sorting of folder contents
  • Display folder contents in list, tile, or blog view
  • Drag and drop to reorder folders
  • Drag and drop to reorder files within a folder or to move files between folders
  • Add files to a folder via email
  • Bulk upload multiple files into a folder
  • Download all files in a folder as a ZIP file
  • Subscribe to RSS feed for individual folders and get notified when new files are added
  • Share common files by duplicating a folder and its content into another project
  • Customize folder URL used to share folders

Calendar

Simplify project planning and keep project members in sync using shared calendars
  • View project calendars that show all milestones, tasks, and events for the project
  • Filter project calendars by project member
  • View your personal calendar that shows all of your milestones, tasks, and events from all projects
  • Add milestones, tasks, and events directly to the appropriate calendars
  • View calendar in monthly view or agenda view
  • View details for a calendar item when you move your cursor over it
  • Customize color-coding of calendar items by project or by type and status
  • Subscribe to your calendar from any program that supports the iCalendar format
  • Print calendar in a printer-friendly format
  • Filter calendar items by type (milestones, tasks, or events)

Milestones

Define and track the major goals of your projects
  • Assign project milestones to an individual or multiple people
  • Specify due date and time (with optional reminder when due)
  • Assign a person to approve the milestone after it has been completed
  • Designate milestones as low, medium, or high priority
  • Specify a budget for the milestone and track time spent against it
  • Set up recurring milestones
  • Automatically notify appropriate project members (i.e., responsible person, approver) of new/modified milestone
  • Automatically shift due dates of associated tasks when the due date for a milestone is updated
  • Include an optional comment when completing, approving, or reopening a milestone
  • View milestones sorted by due date or by a user-defined order
  • Drag-and-drop to reorder milestones
  • Bulk update due dates, responsible project members, approvers, and permissions
  • Create new milestones by duplicating an existing milestone and its associated tasks
  • Includes common features

Tasks

Define action items and make your project members accountable for completing them
  • Associate with a milestone (tasks takes defaults from milestone if not specifically specified)
  • Assign tasks to an individual or multiple people
  • Specify due date and time (with optional reminder when due)
  • Assign a person to approve the task after it has been completed
  • Designate tasks as low, medium, or high priority
  • Designate a budget for the task and track time spent against it
  • Set up recurring tasks
  • Create subtasks
  • Automatically notify appropriate project members (i.e., responsible person, approver) of new/modified task
  • Include an optional comment when completing, approving, or reopening a task
  • View tasks by due dates, by a user-defined order, grouped by milestones, or filtered to a specific milestone
  • Drag-and-drop to move tasks between milestones and to change the ordering of tasks
  • Bulk update due dates, responsible project members, approvers, and permissions
  • Create new tasks by duplicating an existing task
  • Includes common features

Documents

Collaborate on online documents that are accessible by everyone
  • Edit online documents using rich-text editor with word-processor-like formatting support
  • Save multiple versions of a document and easily compare changes between revisions
  • Undo changes by reverting to old versions
  • Archive documents that are no longer needed with the ability to access them later if necessary
  • Includes common features

Comments

Keep your team and client discussions centralized and accessible using comments
  • Provide feedback that is visible to all project members
  • Compose your comments using built-in rich text editor with word processor-like formatting support
  • Attach multiple files to each comment
  • Save drafts of unfinished comments

Time Tracking

Track time spent on your projects so you stay within your budget
  • Add time entries for milestones and tasks
  • Enter time manually or using the built-in timer
  • Quickly enter time for all your projects using a single-page quick entry form
  • Get notified when a budget is reached so that appropriate actions can be taken
  • Specify default hourly rates for a project to aid in invoice calculations
  • Specify a minimum billing increment and automatically round entered time to specified increments
  • Track and review your time using the hours budget report, retainers report, weekly timesheet, or time report

Budgeting

Create budgets for your projects and effectively monitor them
  • Specify an overall budget for each project and indicate the budget type (fixed fee, fixed hours, unlimited hours, or retainer)
  • Break down an overall project budget by specifying amounts for individual milestones and tasks
  • Compare the actual time spent on projects compares with the budgeted time using the hours budget report
  • Get notified when a budget is reached so that appropriate actions can be taken

Retainers

Use retainer budgeting to track preapproved recurring budgets
  • Track budgeted versus actual time for retainers
  • Get notified when the retainer budget is reached so that you do not exceed your client's budget
  • Override retainers to handle an increase or decrease in budget
  • Show your client's remaining retainer hours on their dashboards

Messages

Communicate by sending messages that are automatically placed into the correct project for you
  • Send messages to a single project member, multiple project members, or the entire project team
  • Link messages to milestones, tasks, or documents to make it easy to access the items being discussed
  • View messages in context as related messages are automatically threaded together into a conversation
  • Identify and track messages requiring follow-up
  • Add additional project members to an existing conversation
  • Compose your messages using the built-in rich text editor with word processor-like formatting support
  • Attach multiple files to a message
  • Save drafts of unfinished messages
  • Search messages with automatic highlighting of search results
  • Move messages between projects
  • Print messages in a printer-friendly format
  • Archive messages that are no longer needed while retaining the ability to access them later if necessary
  • Enable project administrators to view all project messages so they can easily follow a project's progress

Group Chat

Chat and share files in real-time with your team members and clients
  • Create multiple discussion topics for each project
  • Upload files to share and discuss with other chat participants
  • Automatically capture transcripts of all chat conversations for future reference

Contacts

Share contact information with project members
  • Create contacts with company information, phone numbers, email addresses, addresses, etc.
  • Import contacts from Microsoft Outlook, Google Gmail, or any other email program that supports export of contacts as CSV files
  • Export contacts as CSV files for import into email programs such as Microsoft Outlook, Google Gmail, etc.
  • Add comments to provide additional information about a contact
  • Search your contacts with automatic highlighting of search results
  • Save contact as vCard
  • Includes common features

Productivity Tools

Use these productivity-boosting tools from anywhere on the site
  • Search your projects using a full-text search engine that allows you to search:
    • Milestones
    • Tasks
    • Online documents
    • Comments
    • Contents of specific file types (Word, Powerpoint, Excel, HTML, RTF, etc.)
  • Bookmark items and access them from the dashboard
  • Use the notepad to keep track of all the little things

My Account

Update your profile, preferences, and membership plans
  • Sign into all of your accounts using a single-sign on no matter how many companies you work with
  • Add your contact information to share with your project members
  • Update your preferences
  • Select which users are included in your membership plan

Preferences

Customize TeamWork Live to work the way you work best
  • Set your time zone, date format, and time format
  • Specify the default currency, display format, default hourly rate, and minimum billing increments for time tracking
  • Customize your email notifications for the following situations:
    • You are invited to a project
    • You are assigned to a milestone/task
    • A milestone/task that is assigned to you is modified
    • An item you created is modified
    • A milestone/task that is assigned to you has been completed/reopened
    • A milestone/task that you need to approve has been completed
    • A milestone/task you assigned has been approved
    • A comment is added to an item you created
    • A comment is added to a milestone/task that is assigned to you
    • A comment is added to a milestone/task where you are the approver
    • Follow-up comments are added to an item you commented on
    • An event in your calendar is created or modified
    • A message is sent to you
    • A message is sent to everyone in the project
  • Configure whether reminders are sent via email or mobile text message
  • Configure messaging defaults that can be overridden when sending messages
    • Whether you want to always alert recipients of new messages via email
    • Whether to include clients in messages sent to all project members
  • Customize your display preferences
    • The order by which messages in a conversation are sorted
    • The time window used to determine which milestones and tasks are shown in the upcoming items lists
    • The order by which comments are sorted
    • The default view for new folders
  • Configure default permissions for the folders and items you create

Common Features

Applies to milestones, tasks, events, documents, and contacts
  • Add detailed descriptions to items using the built-in rich text editor with word processor-like formatting support
  • Attach files directly to items for easy access
  • Attach files by retrieving them directly from a website by providing a URL
  • Save drafts of items being created
  • Select which users to explicitly notify of creation/updates (in addition to users automatically being notified based on their preferences)
  • Bookmark items for easy access from your dashboard
  • Link items together to make it easy to navigate between them
  • Auto-save items being edited every three minutes when using the full-edit mode
  • Edit items using quick edit features
  • Double-click items to quick edit them
  • Preview attached PDF, PowerPoint, and TIFF files from the item detail page
  • Save multiple versions of items and easily compare changes between revisions
  • View comments, messages, related items, time entries, and activities for an item all from the item detail page
  • Share items:
    • Print details of item in a printer-friendly format
    • Email item detail to an external user
    • Send item summary to your phone as a mobile text message
  • Archive items that are no longer needed with the ability to access and restore them later if necessary

Permissions

Control access to project information using granular permission settings
  • Set view/edit permissions for team members and clients on a per-item basis
  • Make items private so that only you and the person responsible can view them
  • Easily determine the permissions for individual items from its color-coding

Integration

Integrate and interact with TeamWork Live from a variety of programs
  • Integrate with third-party applications, dashboard widgets, or your own custom software using our API
  • Export your projects in JSON or XML format for import into other programs
  • Create tasks, add comments, send messages, and more directly from your email program through our email integration
  • Subscribe to RSS feeds of your recent activity, project activity, and folder activity
  • Subscribe to your calendar from any program that supports the iCalendar format
  • Import/export your contacts as CSV files
  • Export online reports as CSV files that can be opened with Microsoft Excel
  • Receive reminders on your mobile phone as SMS text messages

Email Integration

Reply to messages, add comments, and create items via email
  • Turn emails into milestones, tasks, events, documents, or contacts by forwarding them to a drop-box email address
  • Configure the item being created via email by adding keywords to the email subject
    • Put the item in a project
    • Put the item in a folder
    • Associate a task with a milestone
    • Assign a responsible person and approver
    • Add a due date, due time, and reminder
    • Add subtasks to a tasks
    • Specify the permission
  • Attach files to emails when creating items via email and they will be attached to the created item
  • Create customized email addresses that can be used to create pre-configured items via email (for creating business workflows)
  • Keep your project members in the loop about changes through automatic email notifications
    • Notify project members based on their preferences when an item is created or updated
    • Select additional users to notify (selected users are remembered for future edits)
    • Deselect users to not send to users that would have received an automatic notification
    • See the exact change that was made in the notification email
  • Add comments via email by replying to notification emails
  • Reply to messages via email by replying to the new message notification email
  • Mark milestones/tasks as completed, approved, or reopened by replying to notification emails and including the appropriate keywords
  • Get reminded when milestones or tasks are due via email and SMS alerts
  • Receive the daily status report via email with your upcoming milestones, tasks, and events and the activities from the past day

Google Docs Integration

Access and share Google Docs files from within TeamWork Live
  • Attach Google Docs to milestones, tasks, documents, comments, and messages
  • Open and edit Google documents, spreadsheets, presentations, and drawings in Google Docs with single click
  • Open and edit Microsoft Office files and save it back to TeamWork Live automatically using Google Cloud Connect integration

Advanced Customizations

Contact support for setup
  • Define projects where project members cannot see each other (useful for sharing information with members of multiple projects)
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