--- title: "FunctionFox FAQ" canonical: "https://support.functionfox.com/space/GS/73302017/FunctionFox+FAQ" format: markdown --- ### General Account Questions #### I forgot my login information. How can I retrieve it? Click Login at the top right of the [FunctionFox website](https://functionfox.com/), and then click on the 'Forgot Login Information? link. Enter the email address associated with your user profile and click the 'Email Reset Link' button to have a password reset link emailed to you. If you are having trouble resetting your password, please [reach out](mailto:staycreative@functionfox.com) to us. #### Can I transfer data from my current system into FunctionFox? We don’t import timesheet data from other systems into FunctionFox, however, our goal is to get you up and running in FunctionFox as quickly and as efficiently as possible. See our [Getting Started](https://support.functionfox.com/space/GS/39322377/Getting+Started+with+FunctionFox) guide for step-by-step instructions on account setup. #### Can I customize my account logo & theme? Yes! Click on your initials at the top right of your FunctionFox window, and then on the Settings & Preferences gear icon. Click on the Logo & Themes tab. Here, you can upload logos for both the left menu and your reports, as well as customize the theme colors for your account to match your company branding. Logos must be 200kb or smaller, and at least 200 pixels wide. For best results we recommend the logos have a transparent background (png format). The Left Menu Logo will be displayed at a maximum width of 200 pixels (you can upload a larger version to retain image quality on screens that are high-resolution) but the size of the logo will always adjust to 200px. For the Report Logo, the recommended size is 400px with a max image size of 200kb. For both logos there is no specific height restriction - the height of the logo will automatically adjust to preserve the aspect ratio of the logo. #### How do I add new user to my account? Go to Personnel > Manage in the left menu. Click the Add Personnel button and then fill in the details for your new user (full name, username, valid email address, etc.) and click Save New. Scroll down to the personnel table at the bottom of the page - use the Send Login button to email your new user their account details. See our step-by-step guide to [Adding Personnel](https://support.functionfox.com/space/GS/39322411/Step+1%253A+Add+Personnel). #### Can I limit what FunctionFox information my employees have access to? Access Levels controls the different features and functions that users can access within the account. There are four default Access Levels available on the Personnel > Access Levels page (Admin, Level 1, 2 and 3), and you can also customize and create new levels to suit your individual needs. See our guide to [Setting Access Levels](https://support.functionfox.com/space/GS/39322482/Step+2%253A+Set+Personnel+Access+Levels) for more information. #### How do I control what clients and projects a contract or freelance employee can see? FunctionFox’s Restricted Access Groups allows you to control which clients and projects users have access to. This tool is very restrictive, and typically only used when you don’t want to give contract or freelance workers access to your entire client list. Please [contact us](mailto:staycreative@functionfox.com) for more information. #### How do I delete a user from my account? Will I be able to keep their data? Go to Personnel > Manage in the left menu and click on the Archive checkbox in the personnel table at the bottom of the page. Archiving a user deactivates their login and removes them as an active user, but all of their data is saved and accessible via the reports. Please [notify](mailto:billing@functionfox.com) our Billing Department if you aren’t planning to replace the archived user. #### I created a client, why can’t I see it on my timesheet? A client will only show in the client drop-down menu on the timesheet if there is an active project associated with it. #### I created a project, why can’t I see it on my timesheet? If you can’t see a project in the projects drop-down menu on the timesheet, you’ll want to check: - The start date of the project: Projects will not show on the timesheet until the start date has been reached. You can edit project start dates on the Projects > Manage or Projects > Project Status pages. - The status of the project: You can only track time against projects in an open status type. Projects in a closed status type will not appear in the project dropdown on the timesheet. Project statuses can be changed on the Projects > Manage or Projects > Project Status pages. See [Adding Projects](https://support.functionfox.com/space/GS/39322681/Step+5%253A+Add+Projects) for more information. #### Why can’t I track time on the timesheet? If you can select a client and project from the drop-down menus but there are no tasks available, you’ll have to add tasks to the project before you can begin tracking time. Tasks can be added to projects by going to Projects > Tasks in the left menu. #### How do I add a task to an open project? To add a task to an open project, go to Projects > Tasks in the left menu. Select the client and project that you want to add a task to from the drop-down menus at the top of the page. You can add a new task to the selected project by filling in the Task and Hourly Rate fields or select an existing task from the “Tasks in this rate category not yet in this Project” list at the bottom of the page. #### Why can’t I delete a task from a project? You can’t delete a task from a project if time has been tracked against it. To delete the task, you will need to first delete all the timesheet entries associated with that task or edit the entries and associate them with a new task. If you want to keep the time tracked but no longer wish to use the task going forward, you can archive the task on the Projects > Task page by editing it, selecting the Archive checkbox in the top half of the page, and then clicking Save Edit. If you need to archive a task across multiple clients and projects, please [reach ou](mailto:staycreative@functionfox.com)t to us for assistance. #### How do I adjust task rates for a specific project? To adjust task rates for a specific project, go to Projects > Tasks in the left menu. Select the client and project from the drop-down menus at the top of the page. The tasks and rates currently applied to that project will be listed in the bottom half of the screen. To edit a task, click the edit pencil and then change the task rate in the fields at the top of the page. Click Save Edit. This edit will be applied to both times already tracked against this task, and for time tracked going forward. See our [guide to managing tasks](https://support.functionfox.com/space/GS/39322546/Step+3%253A+Add+Tasks+%2526+Rate+Categories) for more information. If you need to adjust task rates across multiple clients and projects, or split a rate from a specific date, please [reach out](mailto:staycreative@functionfox.com) to us for assistance. #### How do I add rates by personnel? FunctionFox does not allow for billable rates by both task and personnel. We do, however, have potential workarounds and suggestions for alternative ways that you can set up your tasks, depending on your type of business and workflow. Please [contact us](mailto:staycreative@functionfox.com) for more information. #### How do I delete a project? You can't delete a project if it has time tracked against it, items assigned to it (actions, milestones), or blog entries - but you can archive it. Archiving is a way to put a completed project or a project that you no longer need to work on into ‘storage.' All the data associated with archived projects is saved and accessible via reports. See our [guide to closing and archiving](https://support.functionfox.com/space/GS/39324443/Closing+%2526+Archiving) in FunctionFox for step-by-step instructions on archiving projects. #### How do I create a new project type or project status? Project Types are used to categorize different types of projects in FunctionFox (print, digital, marketing, etc.). To add a Project Type, go to the Projects > Manage page, and click on the bolded Project Type link above the Project Type filter at the top of the page. By default, your account has Open and Closed as the default project statuses. You can add additional statuses (on hold, waiting for client, ready to bill, etc.) by going to the Projects > Manage page and clicking on bolded Project Status link above the Project Status filter. Open Type statuses are considered open and can be worked on as needed. Projects in a Closed Type status will be considered closed and won’t be available for time or expense tracking. #### Where can I go to see all of my projects at once? The Project Status page is the best place to see all of your projects in one place. Go to Projects > Project Status in the left menu - check the filters at the top of the page, as these will control what projects you see listed. #### Why can’t I find the client or project I am looking for? The client or project may be archived. To de-archive a client, go to the Clients > Manage page and set the Client State filter at the top of the page to All Clients or Archived Clients only. Find your archived client in your client list, and click on the Archived checkbox to de-archive it. To de-archive a project, go to the Projects > Manage page or Projects > Project Status page and click on the Tips/Links box. Click the De-Archive Projects link and find the project that you would like to de-archive. Click the checkbox beside it to reactive it. You can also use the Project State filter on the Projects > Manage page to view archived projects. See [Closing and Archiving](https://support.functionfox.com/space/GS/39324443/Closing+%2526+Archiving) for more information. #### Can I attach files to projects in FunctionFox? Yes - our Flink tool allows you to upload and attach files to projects and expenses. See [Flink File Sharing](https://support.functionfox.com/space/GS/39323380/Flink+File+Sharing) for more information. #### Can I track retainers? Our Retainers tool allows you to apply a monthly budget of either hours or fees to a specific client, over a set duration. As time is tracked on projects that are part of the Retainer, you will see that time accrue against the set monthly amount. For more information, see our [guide to setting up Retainers](https://support.functionfox.com/space/GS/39323225/Retainer+Tracking). #### My fiscal year runs April 1st to March 31st. How should I set up my company's internal projects? We recommend creating an internal client as place to keep these projects. Set up your internal projects (Holiday Time, PTO, Training, and other non-billable admin projects) with a start date and due date that match your fiscal year. At the end of the year, close out those projects and create ones for the new year. This helps simplify reporting for year-to-year comparisons. #### Can I track time on two different projects at the same time? Yes. Click on your initials at the top right, and then on the Settings & Preferences gear icon. Click on the My Preferences tab. Under the Timesheet section, check off the setting for Allow Multiple Timers. This will allow you to have more than one timer running at the same time on your timesheet. #### Can I copy timesheets from one day to another? Yes. Click on your initials at the top right, and then on the Settings & Preferences gear icon. Click on the Account Preferences tab. Under the Timesheet section, check off the Copy Timesheets setting. You can also choose whether or not to set time to zero and copy over the timesheet descriptions. On the timesheet page, you’ll see the Copy Time From field under the Date field. #### Can I copy the tasks and rates on an existing project over to a new project? Yes. On the Projects > Manage page, click the Add Project button to open the project modal. Fill in your project details and select ‘Copy Tasks from an open Project’ in the Tasks From drop-down menu. Once all your project details have been added, click Select Tasks. Choose the client and project with the task list that you want to copy over and choose whether or not to also copy the estimated hours. Click Save New or Save & Create Estimate. #### Can FunctionFox alert me when a project estimate reaches a certain percentage of completion? Yes. Click on your initials at the top right, and then on the Settings & Preferences gear icon. Go to Account Preferences and open the Alerts section. Under the Estimated Hours/Fees Alert drop-down menus, select the percentages that you would like to receive alerts for, and you’ll be notified as actual hours/fees reach these percentages of the estimate. Under My Preferences > Notifications, make sure you also have the ‘Actual project fees have reached a specified % of estimate’ and ‘Actual project hours have reached a specified % of estimate’ notifications activated. #### What is the difference between Daily Notes and Personal Notes? Daily Notes only appear on the Timesheet page for the date added. This is useful if you have an event or note relevant to that specific day. Personal Notes remain on the Timesheet page regardless of what date you are on. ### FunctionFox Premier & In-House #### How do I use the campaign tool? The Campaigns tool allows you to track the total estimated fee for multiple projects under a single client, against a set overall Campaign budget. See our [guide to Campaigns](https://support.functionfox.com/space/GS/41058349/Campaigns) for more information. #### Can I customize my Action priorities? Go to Traffic > Action Assignment and click on the **Manage** link next to the Priority drop-down menu. You can edit existing priorities as well as add new ones, or archive ones that you no longer wish to use. #### Can I customize my Action statuses? Yes. Go to Traffic > Action Assignment and click on the **Manage** link next to the Status drop-down menu. You can edit existing statuses or add new ones such as On Hold, Waiting on Client, etc. The Status Type will inform the system how to treat actions in this status (to-do, in progress, or complete). #### How do I see the actions that have been assigned to my team? Actions are visible on multiple different pages in FunctionFox. To see actions assigned to users based on due date, go to Timesheet > To-Do List. To see all actions assigned to a specific project, go to Traffic > Project Schedule. To see assigned actions in a calendar view or Gantt Chat, go to Traffic > Calendars > Project Calendar, or Traffic > Gantt Chart. The Action Report (Reports > Action) can also be used to pull a record of actions assigned in FunctionFox. #### Where can I find the Gantt Charts? FunctionFox Gantt Charts can be found by going to Traffic > Gantt Charts in the left menu. See our [guide to Gantt Charts](https://support.functionfox.com/space/GS/39324969/Gantt+Charts) for more information. #### How can I view my team’s capacity? The Availability page (Traffic > Availability) is the best way to see how many hours of work has been assigned to your team, and who has the capacity to take on more. [Click here](https://support.functionfox.com/space/GS/39324833/Availability) for more information on how to manage your team’s availability. #### How can I share information with my team in FunctionFox? The Project Blog (Traffic > Blog) is intended for internal communication within FunctionFox. Use the Blog to share notes, upload files, and store client and project-related information in one central place. [Click here](https://support.functionfox.com/space/GS/39325036/Project+Blog) for more information about the original Project Blog. We also have an updated [Blog and Comments](https://support.functionfox.com/space/GS/39325065/Updated+Blog+and+Comments) tool that can be activated on your account by request. #### Where can I find my request form(s)? Request Forms can be managed by going to Projects > Request Forms in the left menu. Links to active forms can also be located by clicking on your initials at the top right, the Settings & Preferences gear icon, and then the My Preferences tab. ### Reports & Billing #### How do I see what my team has been working on? A detailed Client Report provides a record of all hours tracked against all projects under a selected client within a specified date range, while a detailed Project Report provides hours tracked against one specific project within a specified date range. The Personnel Report provides hours tracked by selected personnel, while the Productivity Report summarizes all billable and non-billable hours tracked by personnel. There are a number of different [reporting options](https://support.functionfox.com/space/GS/39323780/Reporting+in+FunctionFox) available in FunctionFox. Please [reach out](mailto:staycreative@functionfox.com) to us if you would like us to assist with getting you the data you need. #### Can I create custom reports? Yes, FunctionFox offers comprehensive and powerful [custom reporting options](https://support.functionfox.com/space/GS/39324138/Customizable+Reports). Please [reach out](mailto:staycreative@functionfox.com) to us if you’re having trouble getting the data that you need. #### Can I create invoices or quotes with FunctionFox? Yes, FunctionFox has a simple Quoting/Invoicing tool that can be added to your account by [request](mailto:staycreative@functionfox.com). Quotes are generated from estimated fees and expenses, while Invoices are generated from actual fees and expenses. See our guide to [Invoicing in FunctionFox](https://support.functionfox.com/space/GS/39324497/Invoicing+Add-On) for more information. #### How do I update my billing information? Log in to your account and click on your initials at the top right, and then the Settings & Preferences gear icon. You can update your payment information under the Payment Info tab. If you need assistance with updating your billing or have questions about your subscription, please [reach out ](mailto:billing@functionfox.com)to our Billing Department. #### How can I pull a record of the data in my account? You can use the reports available to you to pull a record of your account data. Go to Reports > My Reports and choose the Customizable Reports to pull your client list, project list, personnel list, etc. All reports can be saved in Excel or PDF format. Need help? [Reach out](mailto:staycreative@functionfox.com) to our Support Team for assistance.