1) Project concepts & setup
Is it mandatory to assign a contact when creating a project?
Yes—if you want to invoice the project, you must assign a contact (customer). You can do it when creating the project or later in Project settings.
What’s the difference between archiving and deleting a project?
Archive: hides the project from active views and does not count toward your plan’s project limit.
Delete: permanently removes the project. This can’t be undone.
Do all projects include a Board or Backlog tab?
No. It depends on the template selected when creating the project. Templates with Kanban/Board or Sprints/Backlog include those tabs; others don’t.
Can I add lists to any project?
Only in projects whose template supports Board/Kanban.
Which projects allow sprint/Kanban columns?
Projects created from templates that include Kanban and Backlog (e.g., sprint, kanban, or bug tracking).
Can I restrict task creation so it only happens via forms?
Yes. Enable it under Project settings → General.
What is the project limit per plan?
Plus: 5
Basic: 10
Standard: 50
Advanced: 100
Premium: unlimited
Archived projects don’t count toward the limit.
If I archive or complete a project, can I still log time?
Archived: time entries linked to its tasks won’t be shown. Unarchive to view them.
Completed: you can’t submit more time for approval until you move it out of Completed.
Can I switch views (List, Board, Gantt, etc.) without losing data?
Yes. Changing the view doesn’t modify or remove project data.
How are projects listed when assigning them to documents (invoices, quotes, etc.)?
The list is ordered by the project creation date and excludes projects that are archived, completed, or cancelled.
What happens when duplicating a project with files?
Standalone files are duplicated, but folders are not.
2) Roles & permissions
Who has full access to project settings?
The Administrator of the project. They can change settings, manage members, and approve time.
Who is the “Owner” of the project?
The user who created it. This role has elevated privileges in that project.
Who can approve or reject time entries?
The Manager and the Administrator of the project.
What can a “Member” do?
Create, edit, and collaborate on tasks and basic elements of the project, according to permissions.
Who can delete a discussion or a form?
Discussion: Administrator or Owner.
Form: only its creator or an Administrator.
☝🏼 You can be an Administrator of the Holded account and still not see a project’s pending approvals if you’re not a member/administrator of that specific project.
3) Tasks: creation & management
Can I recover a deleted task?
No. Deleted tasks don’t go to a recycle bin.
Who can delete a task?
The Administrator of the project or the task creator.
How do I mark a checklist item as completed?
Click the circle (check) to the left of the item.
Can I remove Holded’s default task statuses or types?
No. Built‑in statuses and types can’t be removed.
If I edit a task status or type, what happens to linked tasks?
They’re updated automatically to reflect the changes.
Can I disable a status or type if there are already tasks using it?
Not in that project. First move/update those tasks.
Can I transfer a task to another project?
Yes, from the task’s menu. Not possible if the task already has logged time.
I can’t create a task, and I get an error when selecting a project
Some templates (e.g., Income & expense tracking) don’t support tasks. Create the project with a template that includes tasks (e.g., blank, kanban, sprint…).
Can I change a task title?
Yes, if you’re the creator, Administrator, or Owner of the project.
Who can I assign tasks to?
Private projects: only members of that project.
Public projects: any user in the account.
What do the “dots” on a Board card mean?
They indicate how many days the task has been in that list. Hover to see details.
What does the number on the card mean?
It’s the task’s story points.
I don’t see the “reporter” on my tasks
Some templates (e.g., business plan) don’t show this field. Use a template that includes it (e.g., blank).
Why isn’t my task visible in the “Workload” view?
The task requires a start date, and the project must be publicly visible.
How are tasks ordered on Boards and in “My tasks”?
Generally by project/key, due date, and the position within the Board list. If you want a specific order in Sheets, first order tasks in Board; that order carries over to Sheets.
How does the Calendar show task duration?
Currently, the project’s Calendar view shows the end date when a task has start and end; with a single date, it shows the date provided.
4) Time entries & workload
Who can see my time entries?
Your time entries board is personal—only you see what you’ve logged.
In the project summary, only approved hours are shown.
Can approved hours be “unapproved”?
No. Once approved, they can’t be reverted to pending.
Why don’t my hour reports match each other?
Because they show different scopes:
Project → Summary / Spent vs Budget: approved hours only.
“Hours” column in the projects list: all logged hours (approved + pending).
“Logged hours” reports: may include pending/declined depending on filters. Align the date range to compare.
Who approves hours?
Managers and Administrators of the project. If Auto‑approve is enabled, submitted hours are approved automatically.
I see a “Pending” entry even though auto‑approval is on
Most likely the user didn’t click “Send”. Open the date of the entry and click Send; it will be approved automatically.
How can I show hours on an invoice?
You can group lines by task, person, project, or category, or show each time entry as its own line.
What do “Logged time” and “Total capacity” mean in Workload?
Logged time: sum of the user’s approved hours.
Total capacity: hours the user can work based on their work schedule and recorded absences/holidays.
How is workload split if two people share a task with estimated hours?
Estimated hours are split per person (e.g., 2h each if the task indicates 2h per person).
Will I get emails when employees log time?
Only if Auto‑approve is disabled. With Auto‑approve enabled, emails aren’t sent.
What email notifications exist in Projects?
You’ll get an email when you’re mentioned or added to a task.
5) Billing, costs & profitability
Which settings take precedence: global or project‑specific?
Project‑specific settings override global settings.
If I change an employee’s hourly rate or cost, does it affect past entries?
No. Changes apply only to future hours. Past entries keep their original rate/cost.
How are “Time costs” calculated?
Approved hours × hourly cost of the member (or of the category/setting you configured).
How is project profitability calculated?
In the Billing tab you’ll find Revenue, Expected revenue, Expenses, Expected expenses, Time costs, Expected time costs, Profit, and Expected profit. Profitability is revenue (actual/expected) minus costs (actual/expected).
What pricing options are available?
Hourly rate per project: every hour bills at the same price.
Hourly rate per member: each member has their own price.
Hourly rate per category: each category has its own price.
Fixed fee: a single amount for the project.
☝🏼 If you use a Fixed fee and also a linked quote/budget, the “expected to invoice” total will be the sum of both. If you want to use only the budget, set Fixed fee = 0.
6) Import & export
Are tasks imported when importing projects from Excel?
No. The Excel import creates the project but not its tasks.
What is imported from Trello?
Lists, Tasks, Comments, and Files from the selected board.
Excel import: accepted values for the “mode” (template) field
Use one of the following to set the project template:
blank, kanban, sprints, hr_plan, meetings, gantt, brainstorming, billing, marketing_strategy, product_roadmap, goals, bugtracking, business_plan, customer_feedback, interview_questions, rfp_project, software_implementation, documents, hr_onboarding, hr_candidates.
7) Views, filters & customization
What can I customize in the global task list?
You can show/hide columns such as Key, Name, Status, Type, Project, List, Start, End, Priority, Story points, Comments, Files, Assignees, Tags, and Archived.
How do I filter tasks in the global list?
Use the search (by name, number, or keyword) and filters for Tags, Status, Assignee, Reporter, Active, Archived task, Project, Type, Priority, Story points, and Dates (creation, resolution, start, end). You can save segments (custom filters).
What does the project “Summary” tab show?
Widgets with Tasks (To do / In progress / Done), Tasks by status, Tasks by user, Categories (billable amount), Hours logged this month, Remaining budget & total to invoice, Documents (profitability), and Hours by user (pending, approved, task detail).
8) General Troubleshooting
I don’t see “Settings” inside the project
You need to be a Project Administrator or Owner.
I’m a project member but can’t perform certain actions
Check your role within the project (not just in the company). Permissions depend on your role in that specific project.
I don’t see new categories/statuses in my older projects
Changes in Settings → Projects aren’t retroactive; they apply to new projects. When duplicating a project, it keeps its previous configuration.
I deleted a task that had time entries
The time entries are kept at the project level, but the specific task will no longer appear as their source.