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Setup & configuration
Activity lists

Activity lists

Activity lists control which activities employees see when registering time, and how those activities behave for them. Use lists to give different groups of people a tailored, relevant set of activities instead of the full catalogue.

Overview

A list grants a set of activities to a scope — everyone in the workspace, a team, a role, a project, or a single employee. For each activity in the list you can fine-tune how it appears.

Lists are especially relevant for activities that have Require access list turned on: those activities are only available to employees who receive them through one of these admin lists. Use an Employee-scoped list to give one person access to a restricted activity (for example, an activity that otherwise belongs only to another team) without opening it up to a whole unit or role.

Scopes

ScopeApplies to
WorkspaceEveryone in the workspace
UnitMembers of a team — optionally including its sub-units
RoleEveryone with a given role
ProjectPeople working on a project
EmployeeA single employee — grants access to that one person, e.g. to a restricted activity

Employees also have their own personal activity selections (favourites, what shows on their timesheet, hiding activities they don’t use). Those are not managed here — they live in the employee’s My Activities sheet (see Editing someone’s personal activities below). The Activity Lists page never shows personal lists.

Manage activity lists

  1. Go to Settings › Activity Lists
  2. Use Add activity list to create a new one
  3. Click a row to open the list editor
By default the list shows the configuration scopes (workspace, unit, role, project). Use the Scope filter to switch to Employee to find per-employee grants — searching by the employee’s name or email works too. Personal (self-service) lists are never shown here.

Configure a list

The activity list editor showing scope and the activity picker
The activity list editor showing scope and the activity picker

Basic information

  • Name and Description
  • Scope — choosing a scope reveals the matching field: pick the unit (with an Include sub-units option), role, project, or employee the list applies to

Activities

Search for an activity and add it to the list. Each entry can be expanded to set its flags:

FlagEffect
SelectedThe activity is shown to the employee
MandatoryThe activity is always present and can’t be removed
FavoriteHighlighted for quick access
DefaultPre-selected when registering time

If an activity requires a project or dimensions, you can pin specific values for this list directly on the entry, so employees don’t have to choose them each time.

Editing someone’s personal activities

An employee’s personal selections — which activities show on their timesheet, favourites, and hiding ones they don’t use — are not configured on this page. To adjust them for someone else:

  1. Open that employee’s timesheet (Timesheet, then pick the employee).
  2. Open Choose activities in the activity column header.

This opens the same My Activities sheet the employee uses, but for them — the header shows whose activities you’re editing. You can do this for anyone whose timesheet you’re allowed to edit. These personal edits never grant access to restricted activities; to grant a restricted activity to one person, use an Employee-scoped list above.

Activities granted to an employee this way appear in their own My Activities with a Granted badge; the employee can choose whether to show them but can’t remove the grant.

ActivitiesDimensions