Glossary

A reference guide to the key terms and concepts used throughout Worklenz and this documentation.

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Assignee: The team member responsible for completing a task. A task can have one or more assignees.
Activity log: A chronological record of all changes made to a task, including status updates, assignments, edits, and comments. Useful for tracking the history of a task.

Billable hours: Time logged on a task or project that can be charged to a client. Worklenz tracks billable hours as part of the time tracking and project finance features.
Budget: The total financial amount allocated for a project. Set in the project finance module and compared against actual costs in real time.
Bulk actions: Actions applied to multiple tasks at once, such as bulk delete, bulk status update, bulk assign, or bulk label. Saves time when managing large task lists.
Burn rate: The speed at which a project's budget is being spent over time. Monitored in project finance to flag cost overruns early.

Capacity: The amount of work a team member can take on in a given time period. Viewed and managed in the workload management section.
Client portal: A read-only view of project progress shared with clients. Clients can track task status, milestones, and overall progress without needing a Worklenz account. Available on the Business Plan.
Column: A field displayed in the task list view, such as assignee, due date, priority, or status. Columns can be shown or hidden using customize columns.

Deadline: The due date set on a task or project by which work should be completed.
Dependency: A relationship between two tasks where one task cannot start (or finish) until another task is completed. Managed in task dependencies.

Estimated cost: The projected cost of completing a project based on planned hours and rates. Compared against actual costs in project finance.

In-app notification: A real-time alert shown within the Worklenz interface when tasks are updated, assigned, or commented on. Distinct from email notifications.
Insights: Analytics and metrics for a specific project, including task completion rates, time spent, and team contributions. Found in project insights.

Kanban board: A visual task management view that organizes tasks into columns by status. Tasks can be dragged and dropped between columns to update their state. Accessed via the Kanban view.

Label: A tag applied to tasks to categorize or group them (e.g., "Bug", "Design", "Urgent"). Multiple labels can be added to a single task. Labels are created and managed in the labels section.

Member: A user who belongs to a workspace or is assigned to a project. Members have different access levels depending on their role (Owner, Admin, or Member).
Milestone: A significant checkpoint or deliverable within a project timeline, often used in the roadmap view.

Owner: The highest access level in a workspace. Owners can manage all settings, billing, and team members.

Phase: A named stage that groups tasks within a project (e.g., Planning, Design, Development, QA). Phases provide a high-level roadmap of project progress. Managed in phases.
Priority: The urgency level assigned to a task. Common levels include Critical, High, Medium, and Low. Used to help teams focus on the most important work first.
Project: A container for organizing tasks, team members, files, and communication around a specific goal or deliverable.
Project finance: The module for tracking project budgets, billable hours, costs, and profitability. Includes estimated vs. actual cost comparisons and burn rate monitoring. Available on the Business Plan.
Project template: A reusable project structure with pre-defined tasks, statuses, and phases. Import a project template to start new projects quickly with a proven workflow.

Recurring task: A task that automatically regenerates on a set schedule - daily, weekly, monthly, or at a custom interval. Useful for repeated processes like weekly reviews or monthly reports.
Roadmap: A Gantt-style timeline view that shows tasks and their durations across a project. Useful for planning and visualizing project schedules. Found in the roadmap view.
Role: The permission level of a member in a workspace or project (Owner, Admin, or Member). Roles control what actions a member can perform.

Schedule: The resource scheduler view that shows the entire team's assignments across a weekly or monthly timeline. Helps managers plan ahead and avoid overloading team members. Available on the Business Plan.
Status: The current state of a task (e.g., To Do, In Progress, In Review, Done). Statuses are fully customizable per project. Managed in the status section.
Subtask: A smaller unit of work nested inside a parent task. Subtasks help break down complex tasks into manageable steps.

Task: The core unit of work in Worklenz. A task belongs to a project and can have assignees, a due date, priority, status, time logs, labels, and more.
Task template: A reusable set of tasks that can be imported into any project. Created and managed in task templates.
Team: A group of members working together within a Worklenz workspace. A workspace can contain multiple teams.
Time log: A record of time spent on a task, created either via the one-click timer or manual entry. Time logs contribute to project-level time reports and finance tracking.
Timer: A one-click tool that automatically tracks time on a task while you work. Start and stop the timer directly from the task to log billable hours with precision.

Workspace: The top-level organizational unit in Worklenz that contains your team, projects, and settings. A user can belong to multiple workspaces.
Workload: The total amount of work assigned to a team member across active projects. Viewed in workload management to ensure balanced distribution of work.