Projects, clients, and tasks

Set up projects, clients, and tasks in Clox for job costing: create projects, attach clients, add tasks, control project members, and tag shifts at clock-in.

Projects let you tag a shift with the job it belongs to, so you can break out hours by where the work went. Set up a project once, attach a client and some tasks, and your crew can pick it when they clock in. Tagging is optional, but it's what makes job costing work in Clox.

Create a project

Open Projects in the navigation bar at the top of the web app at app.getclox.com. Type a project name in the box at the top (for example "Front of house" or "Client ACME") and click + New project. Only managers can create or change projects. Your crew can see the list but can't edit it.

Click any project row to open its settings. From there you can rename it (the name saves on its own when you click away), attach a client, add members, add tasks, and archive or delete it.

Give a project a color

Give a project a color and its shifts carry that color on the schedule board and in the schedule list, so a full week reads at a glance. There are three colors, which keeps the board readable rather than turning it into a rainbow.

Attach a client

A client is a repeat customer your team works for. One client can have many projects. To set up your client list, click Manage clients on the Projects page, add the names, and click Done. Clients live here on the Projects page, not in Settings, because they exist only to group projects.

To attach one, open a project, find the Client dropdown, and pick the customer. It saves right away. Leave it on No client if the project doesn't belong to a specific customer. When you run a report, the client rides along with every shift tagged to that project.

Group projects into categories

Categories are optional department groupings for projects, like HR, Sales, R&D, or Field ops. On the Projects page, click Manage categories to create them, then open a project and pick its category. Reports gains an Hours by category section with an estimated labor cost per department, and the Category column is available in exports.

Import projects from Trello, Asana, or Monday

If your jobs already live in another tool, you can import them instead of retyping. Go to Settings → Integrations, connect Trello, Asana, or Monday with an API token, and click Import projects. Boards and projects become Clox projects, open cards and tasks become Clox tasks, and you can file everything under a category during the import. The import is one way and safe to re-run: it only creates items it hasn't imported before.

Add tasks inside a project

Tasks are the smaller pieces of work inside a job, like "Rough-in" or "Punch list." In a project's settings, scroll to Tasks, type a name, and click + Task. Tasks belong to one project, so a worker only sees a project's tasks after they've picked that project at clock-in. You can also set or fix the task later: the Timesheet edit window has a task picker, and managers get the same picker when correcting a team member's shift.

Control who sees a project with members

By default a project is open to everyone. The moment you add even one member, it becomes restricted: only the people you add (plus managers) can see it and tag their shifts to it. This is the rule to remember:

• No members: the project is open to your whole crew.
• One or more members: only those members can pick it at clock-in. Managers always see every project.

To add someone, open the project, go to Add member, pick a person, and click Add. Use this to keep one crew's jobs out of another crew's clock-in list.

How it shows up at clock-in

When a worker clocks in from their phone, they pick a project from their list (or leave it on No project). If that project has tasks, they can pick a task too. If they move to a different job, they can switch the project mid-shift without clocking out. Clox closes the old tag and opens the new one, so the time before and after the switch is credited to the right project.

How it flows into reports and exports

On the Reports page, the Project and Client columns show on each shift, and the Filters button lets you narrow the report to specific projects or clients. Every export you download honors the filters you set on screen. The CSV, Excel, and PDF exports carry the project and client tags on each shift for job costing and billing. The payroll formats follow each provider's fixed layout, so most leave project and client out; the QuickBooks exports carry the project name.