A Step-By-Step Guide to Setting Up Your 10,000ft Account

Software trials go fast. Cover the most important steps to determine if 10,000ft is a good fit for your team.

Just signed up for a new trial account? Welcome!

Below is a guide to make sure you cover the most important steps in setting up your account, and help you evaluate 10,000ft to determine if it's a good fit for your team.

In this article:

  • Step 1: Before You Get Started
  • Step 2: Selecting Your Account Settings
  • Step 3: Setting Up Roles & Disciplines
  • Step 4: Setting Up Bill Rates
  • Step 5: Adding & Inviting People to Your Account
  • Step 6: Adding Projects
  • Step 7: Using the Schedule

Step 1: Before You Get Started

If you’re planning to evaluate 10,000ft with a team, we recommend deciding who will be part of that group before you get started. You don't have to create multiple trial accounts for everyone who wants to be involved in testing, rather you should create one master admin account from which you invite participating team members (we’ll walk through how to do this below). The person who creates the account will be the Account Owner.

When your team members are all evaluating in the same instance, you get a more realistic view of how 10,000ft works when multiple people are using the software and making changes.

We also recommend that you input real information so that you can more easily identify how well 10,000ft fits in with your existing process. Then, if you decide to continue on with a paid subscription, you'll already have much of your account built out and able to get started more quickly.

As a reminder, we handle all your trial data with the same strict Privacy & Security policies that we follow to protect all of our customers' data. If you ever want to close a trial account, just ask.

Step 2: Selecting Your Account Settings

Account Settings is where you’ll build out company defaults and add important business information like project dropdown lists, locations, and official holidays. The Account Settings are organized so that you can go through each of the sections on the left menu and add information about your company. When setting up the trial account, it is important that you complete the following sections: Account Settings, Roles, Disciplines, Bill Rates, People and Projects.

From the main Account Settings, page, the first thing you want to decide is if you want to use 10,000ft for Time Tracking and what level of detail you want to track. Should you track time or not? Good question. If you’re not sure on how your organization should approach timesheets, we recommend reading this article before proceeding.

If you don't plan to track time in 10,000ft, keep in mind that you can always integrate with other time tracking tools to pull the same data into the App.

1. Select your Incurred Hours Setting:

When an assignment is made on the schedule, time entry suggestions are made on a person’s time sheet and they can choose to confirm or change these hours. If the hours are unchanged, they are considered "unconfirmed" in 10,000ft. If the hours are changed, they are considered "confirmed". When looking at the burn against the project budget, you can choose to include or not include these types of hours.

time tracking settings 10,000ft

If you're tracking time in 10,000ft, you want to select the option for "Confirmed hours only" or "Approved hours only". This way, actual hours from the timesheets show up on the Project Status as incurred time or fees.

When your organization isn’t tracking time, you can still keep track of incurred time by using what was originally scheduled. For passive tracking, select “Confirmed hours and unconfirmed past scheduled hours”.

During your free trial, you may want to start with the "confirmed and unconfirmed" setting and change it once your team starts tracking time toward your projects.

2. Select your Time Tracking Setting:

Option 1: 1/2 Days

This option is great for teams with little variation in their daily activities, typically because people are working on one or two projects at a time.

  • Pro: Time is entered in 4-hour increments and the Confirm Suggestions button makes entering time a smooth, one-click process.
  • Con: You won’t get the same kind of accuracy as you do with the other time entry settings.

Option 2: Hours & Minutes

This setting combines the efficiency of Half Day with the accuracy of Itemized. People can enter the exact amount of time spent on each project or phase, and can also confirm the suggested hours for the days they work according to the plan. This design also introduces a timer (available in “Day” view), which eliminates the guess work when it comes to entering time.

  • Pro: Team members can track and report on actual time spent per project, without adding unnecessary steps to the workflow.
  • Con: This option doesn't include the ability to add categories or notes to timesheets, so you won’t get the level of detail as you would with the itemized option.

Option 3: Itemized Hours & Minutes

This is the most detailed time entry setting in 10,000ft Plans. People can assign a category to each entry and add more detail in the notes field. The same categories can be used to assign sub-budgets per project, which offers an additional layer of reporting.

This is the best option to select if you want to understand how long work actually took to complete, which can then be easily compared against originally scheduled timeframes. Over time, you’ll be able to more accurately predict how long projects will take to complete, based on historical deltas of scheduled hours vs. actual hours spent.

  • Pro: Itemized Time Tracking is the most accurate choice as it lets you break down time based on specific activities (like meetings, travel, etc.) and report on those details. These tasks can be customized in Account Settings > Time & Fee Categories.
  • Con: Since this includes the most detail, time entry will inherently take team members a little longer than with the other options

Step 3: Setting Up Roles & Disciplines


Before adding team members, it’s best to add Roles and Disciplines from your Account Settings. Disciplines are the departments in your organization (ex: Finance, Research, Visual Design) and Roles are the levels of expertise you use (ex: Director, Junior, Lead).

Step 4: Setting Up Bill Rates

If you're part a professional services company and you charge clients for your time, we recommend that you set up Bill Rates in your account.

Bill Rates can be assigned to each person based on their Discipline/Role or they can be unique to the individual. For example, you could set up your account so that each Design Director = $200/hr (set this up in Account Settings > Bill Rates), or you could give Charlie a specific bill rate of $200/hr (set this up on the Edit screen of Charlie's profile, or when you first add him as a team member - see Step 5).

Bill Rates in 10,000ft should be the external rate that's used to charge a client for the services. It typically includes Cost + Overhead + Markup.

If you don't want your team to view project financials or bill rates, you can hide this information by setting their permission level.

Step 5: Adding & Inviting People to Your Account

Now you can add and invite other people on your team to join your account.

people account settings 10,000ft

1. Add a roster of team members and needed placeholder resources.

We recommend adding all the resources you plan to include in the software (you have unlimited seats during your trial), but only send invitations for your core group of 10,000ft testers.

2. While only first and last names are required to add a person, you can add more properties later on to filter or group your team.

Once all of your people are added, you can immediately invite them to your account or hold off and do this later on. When invited, they’ll receive an email to accept your invitation and create a login. Some examples of additional properties you can add are locations (city, county, team, etc.), bill rates, utilization targets, and any other Custom Fields that your organization uses to group people, such as skill sets, the person’s manager, certifications, etc.

3. When all of your people are added, you can immediately invite them to your account or hold off and do this later on.

Once invited, they’ll receive an email to accept your invitation and create a login. Before giving access, check the permission levels for each person, to make sure they can view or make changes as desired.

Placeholders

When staffing a project, you don’t always know who will be needed for your projects. Setting up Placeholder Resources gives you the flexibility to hold a project assignment without having a specific person to assign it to.

Step 6: Adding Projects

new project settings 10,000ft

We recommend adding about 2-5 projects during your trial so you can focus your time on fully building them out to test and understand how your process maps to 10,000ft. As with the bulk people import, be sure to complete all columns and remove any pesky extra spaces that can show up before or after your values.

Now that you’ve added the basics of each project you’ll be using to test 10,000ft, you can build them out in more detail on the Project Page with phases, budgets, team members, and tasks.

Step 7: Using the Schedule

Now that all your Account Settings are determined and your people and a few projects are added, it’s time to take a look at the schedule to see who’s working on what, when people will become available, when projects are coming up, and more.

Tip: Collapse the schedule view to see a condensed view of your team's availability. To do this, click on the drop down menu above your team on the People View of the schedule and select "Hide All Details".

resourcing heat map 10,000ft

We designed 10,000ft with the understanding that today’s problems are much less cut and dry than they used to be. Projects rarely go according to plan. This can be disorienting if you don’t have a flexible tool that not only supports the inevitable (and often unforeseen) hurdles, but also actively keeps you up-to-date on what’s changed and what the best course of action will be going forward.

We recommend reading Flexible Project Management: What to Do When Nothing Goes According to Plan and then reviewing this section from our reference topics to understand how to navigate around the schedule in 10,000ft.


Alright, great job! You should be ready to really start digging into your trial.

Figuring out if software is right for your team can be hard (and getting buy-in from stakeholders can be even harder), so we put together some tips for successfully evaluating and pitching new software to your team.

And as always, we’re here to help. Let us know if you have questions by emailing us anytime at support@10000ft.com. We’re happy to set up a call or a demo with someone from our team to help walk through your unique business needs and see how 10,000ft can help support your process. You can also register to join one of our weekly webinars here.

- The 10,000ft Team

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