Project Tracking

Flowtly Editorial Team2 min

Project Tracking in Flowtly provides real-time visibility into the progress and status of your organization's projects. The module offers a centralized dashboard where project managers and stakeholders can monitor key metrics, track milestones, and identify potential issues before they impact delivery timelines.

The tracking view aggregates data from various project-related activities including time entries, task completion, and resource allocation. This consolidated perspective makes it straightforward to assess whether projects are on schedule, within budget, and properly staffed. Holiday planning at the project level is also supported, allowing you to factor in team member absences when evaluating project timelines.

By providing a clear and up-to-date view of project health, the tracking module supports proactive decision-making. Managers can quickly spot projects that are falling behind, reallocate resources as needed, and communicate status updates to stakeholders with confidence, all from within a single interface.

Example use cases

  • Progress Monitoring: Review real-time project progress against planned timelines, identifying delays early and taking corrective action before they escalate.
  • Resource Planning: Assess team availability by overlaying project schedules with employee holidays and leave, ensuring adequate coverage throughout the project lifecycle.
  • Stakeholder Reporting: Generate up-to-date project status summaries for stakeholders and clients, based on actual tracked data rather than manual estimates.
  • Workload Balancing: Identify projects with uneven resource distribution and redistribute team members to prevent burnout and ensure consistent progress across all active projects.

Connection map

Planned vs actualRefers toDerived fromPart of
Documented hereDocumented elsewhere
purchase-order-line estimated against time-entry. budget covers project. counterparty defaults to project. invoice billed from project. project is of type project-type. project identified by project-reference. project staffed by person. project-rate rates person. project-rate applies on project. time-entry tracked against project. task belongs to project. project-folder groups project. project linked to budget. project-template creates project. project measured by project-kpi. project-phase is a child project of project. project needs role. booking planned vs actual time-entry.estimated againstcoversdefaults tobilled fromis of typeidentified bystaffed byratesapplies ontracked againstbelongs togroupslinked tocreatesmeasured byis a child project ofneedsplanned vs actualOOrder line — One line of a purchase order: a role priced by the hour with the hours estimated for it, or a deliverable priced as an outcome. A deliverable carries no hours at all.Order lineTTime entry — What actually happened — work time logged against a project.Time entryBBudget — The financial envelope an engagement is measured against — what was planned, versus what has actually been spent.BudgetPProject — The core organizational unit for a business initiative, client engagement or internal work. Everything tracked — time, cost, invoicing, profitability — hangs off one.ProjectCCounterparty — The other side of a financial document — a client billed, or a supplier owed.CounterpartyIInvoice — A sales document issued to a client: line items, dates, tax. It is created, reviewed, previewed and then sent — or, when it went out some other way, recorded as delivered.InvoicePProject type — Fixed-price, Time & Material, Non-billable or Internal. It decides how the project's tracking and reporting behave.Project typePProject reference — An optional key a project carries so systems outside Flowtly can name it. Unique within the organisation, and never reused once it has been given to a project.Project referencePPerson — An employee. The central record the rest of the workforce data hangs off — profile, documents, leave, benefits, rates.PersonMMember rate — A team member's billing or cost rate on a project. Rates are per member, so the same person can cost differently on two projects.Member rateTTask — A unit of work inside a project.TaskPProject folder — A grouping of projects, for organisations running more than a handful.Project folderPProject template — A reusable blueprint for a project: its phases, task lists and tasks, with timings held as day offsets rather than dates. It carries no client, no team and nothing financial.Project templatePProject KPI — A measure attached to a project, either filled in by hand as dated readings or computed from the project's finances, optionally compared with a target.Project KPIPPhase — A stage a project runs through. A phase is itself a child project, so everything true of a project is true of a phase.PhaseRRole — One job to be done on a project. It may be open, partly filled, filled or over-filled, and it exists whether or not anyone is booked on it.RoleBBooking — One person committed to a role, or directly to a project, for a stretch of time — at a percentage of their time, or for a number of hours on each chosen day. A booking is a plan, not a record of work done.Booking

Related terms