Project Visibility

Project visibility controls who can see a project and its data within an organization. Visibility settings determine whether non-assigned members can view a project in lists and reports.

Key Characteristics

• Access boundary: Defines who sees the project beyond assigned members.
• Configurable: Set per project by administrators or project administrators.
• Privacy control: Protects sensitive client or internal projects.

Visibility Levels

Public (Visible to Organization)

All organization members can see the project in lists, even if not assigned.

Private (Assigned Members Only)

Only members with an active assignment can see the project.

What Visibility Affects

Project Lists

Whether the project appears in dropdown menus and project lists.

Reports

Whether the project's data appears in organization-wide reports.

Time Entry

Members can only log time to projects they can see and are assigned to.

Visibility vs Assignment

Impact on Workforce Planning

For businesses using time tracking software like Sandtime.io:

• Client confidentiality: Hide sensitive client projects from uninvolved staff.
• Focus: Reduce clutter by showing only relevant projects.
• Security: Limit exposure of financial data tied to projects.
• Organization: Keep project lists manageable as teams grow.

Best Practices

• Default to private visibility for client-specific or sensitive projects.
• Use public visibility for organization-wide projects (e.g., PTO, Admin).
• Review visibility settings when project scope changes.
• Document visibility policies for consistency.
• Consider visibility when generating organization reports.

When to Use Each Setting

Public Visibility

• Internal administrative projects (PTO, training, meetings)
• Company-wide initiatives
• Projects where broad awareness is beneficial

Private Visibility

• Client projects with confidentiality requirements
• Sensitive internal projects (HR, finance)
• Projects with restricted team membership

Common Challenges

Over-Restriction

Too many private projects makes navigation difficult. Balance privacy with usability.

Forgotten Settings

Visibility not updated when project scope changes. Review periodically.

Report Confusion

Private project data missing from reports. Ensure report generators have appropriate access.

Related Terms

Project visibility is an access control setting for projects. It works alongside assignments and roles. Administrators and project administrators can configure visibility settings.