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Projects

What projects are and how to manage them in Runn.

Projects are dedicated work completed over a set period of time. You can also use Runn for Programs or Account Management to plan your resources for the work.

Runn supports both billable (external) and non-billable projects (internal) projects:

Project Details

You can add various project details in Runn. Consider what project attributes you or other users need to filter and report on frequently. Adding those details in Runn can help your team easily filter for specific projects and organize your data into reports and insights.

⚡ Pro Tip:

Notifications & Permissions are based on the Primary Team field

It is recommended to fill out the Primary Team field even though it is optional. If users would like to get project-related notifications, they can follow a Primary Team once and will automatically follow all the new projects linked to the primary team. Learn more about Notifications here.

Field Name

Description/ Formatting Requirement

Project Name

(Required)

  • The Project Name has to be unique
    ​

  • If your internal Project ID is important, please include it in the Project Name of the project for quick searching.
    ​

  • Projects are sorted alphanumerically by default on the Project Planner, so if you wish to customize the ordering of your project list, add required prefixes (e.g. probability)

Client Name

(Required)

  • The Client Name has to be unique
    ​

  • If you select your own company as the client, it will automatically set the project pricing model as non-billable

Project Icon

(Optional)

  • If you have added the website of your clients to Runn, the project icon will default to the client organization's logo.

  • You can also change the icon to an emoji:

    For example, you can use red/amber/green light emojis to visualize the health status of the project:
    ​

Status

(Required)

  • Confirmed or Tentative

  • If you would like to add customized project statuses, you can add them as Project Custom Fields later

Pricing Model

(Required)

  • Choose one of the following Pricing Models no:

    • Time and Materials

    • Fixed Price

    • Non-billable

Reference Rate Card

(Optional)

  • You must create Rate Cards manually in Runn first

  • If you don't need to use rate cards, leave this field blank

  • Updating the Rate Card Name doesn't update the Project Rates automatically

Budget Method

(Optional)

  • The default budget method is Roles

  • If applicable, choose one of the following Budget Methods:

    • Role

    • Phase

    • Phases and Roles

Primary Team

(Optional)

  • Optional unless Team Field is set as required in Account Settings

  • Add the Primary Team assigned to the Project

  • A project can only have one primary team

  • This will NOT automatically add all the team members to the project, you will still have to add the project team members manually in Runn

  • Auto-subscription of Notifications is based on this field.

Tags

(Optional)

  • Add tags to facilitate filtering and searching if needed

Workstreams

(Optional, available for Advanced Accounts only)

  • Create customized groupings for your project team members within a project

Manager (Projects)

(Optional)

  • Assign users as the Manager of this project

  • Only users who have Manager or Admin access in Runn can be selected

Project Custom Fields

(Optional)

  • Fill in Project Custom Fields the Admin user has set up

Links

(Optional)

  • Add any useful links (e.g. link to the project in the project management tool)
    ​

External References

(Required if you need to use the API or integrations, otherwise Optional)

  • If you need to use the API or integrations to maintain project data, please enter the relevant ID here.

Add new projects in Runn

From the planner, click New in the top-left

  1. Select Project
    ​

  2. (Optional) Tick Use Template and select the project template if you would like to apply a project template to the project

  3. Click Create

To bulk add multiple projects at once, choose New > Bulk add > Projects or use our Project CSV tool

View Project Details/ Project Dashboard

Project Details

To quickly view project details, click on the Project Name on the Project Planner to open the side panel:

Project Dashboard

The Project Dashboard provides a real-time snapshot of your project's performance.

  1. From the Project Planner > Identify the project

  2. Click on the 3-dot icon next to the project's name > Open Dashboard

Alternatively, click on the Open Dashboard icon from the side panel to open the Project Dashboard:

Edit Project Details

You can edit your project details in two ways:

Edit one project at a time

  1. From the Project Planner > Identify the project

  2. Click on the 3-dot icon next to the project's name > Select Edit Details

  3. Update any information as needed

  4. Click Save

❗ Be mindful when changing the Project Pricing Model to/from Non-billable

From Non-billable to Time & Materials or Fixed Price

When a project is set up as non-billable initially, all assignments will default to non-billable.

If you change the pricing model to Time and Materials or Fixed Price, the assignments will remain non-billable. You will need to manually change each assignment to billable.

From Time & Materials or Fixed Price to Non-billable

If the project is initially set up as Time & Materials or Fixed Price to Non-billable, all assignments will automatically be converted to non-billable.

Edit multiple projects at a time

To bulk edit multiple projects at once, we recommend using our Project CSV tool.

Alternatively, you can use the Bulk Edit button in Runn to edit the main project details fields:

  1. Go to Manage > Projects

  2. Click Bulk Edit

  3. Update details. You can also search the fields of your projects in the search bar.

  4. Click Save

Archive/ Unarchive Projects

To keep your project list up-to-date and manageable, you can archive projects that are complete, on hold, or no longer relevant.

When you archive a project, all associated historic project data will be saved.

When the project is ready to go live again, you can unarchive the project.

Learn more about Archive/ Unarchive Projects.

Deleting Projects

We don’t recommend you delete a project. Instead, if you no longer require a project, we recommend you archive it to retain any associated historical project data.

If you still choose to delete, note that deleting a project is permanent. There’s no undo, so use this action with care.

There is no way to bulk delete multiple projects.

You can delete a project from the:

  • Project planner

  • Project dashboard

  • Manage Projects page

Note: In Runn, an Admin with Edit Account Settings set as On can delete projects directly even if they have assignments or actuals.

For other Admin or Manager users, you have to manually remove all the assignments and actuals before deleting a project.

Still have questions? We're happy to help!

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Tentative projects
How to Use Charts
Set up your Runn account
Project Workstreams
Runn Metrics Glossary
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