WorkforceHero Special Projects let you group labor hours across multiple warehouse jobs — picking, packing, kitting, and more — under a single trackable project. Use special projects to clock employees in via kiosk, monitor active assignments on the live dashboard, and export time reports as CSV.
If you want to bill a customer for special project labor hours through a work order, see Billing Special Projects via Work Orders.
What is a special project? A special project is a task that may involve multiple jobs — such as picking, packing, and kitting — that you want to track under one project. If a worker performs other jobs while assigned to a special project, those hours are tracked under the special project rather than separately.
A common use case is tracking labor hours for a work order so you can bill a customer. The time spent picking components, assembling kits, and packing parts all rolls up into the same project.
Table of Contents
- How to Create a Special Project
- How to Clock In to a Special Project
- How to Assign and Monitor Special Projects
- How to Take a Break or Switch Projects
- How to Export Special Project Reports
How to Create a Special Project
Special projects are created and managed from the Special Projects page in WorkforceHero.
- Navigate to WorkforceHero > Special Projects.
- Create a new special project and enter a name.
Special projects can also be created from the work order page. This allows special project hours to be tracked in WorkforceHero and billed through the work order. See Billing Special Projects via Work Orders for details.
How to Clock-In to a Special Project
Workers clock into special projects from the WorkforceHero kiosk using their badge. Once assigned to a special project, the kiosk will display a confirmation screen.
- Scan your badge at the WorkforceHero kiosk.
- Select Special Projects as your job.
- Choose or scan the special project you will be working on.
| Scan badge. | Select job: Special projects | Choose or Scan the Special project | Confirmation page: Clocked-in to special project |
|---|---|---|---|
How to Assign and Monitor Special Projects
Managers can assign workers to special projects directly from the WorkforceHero dashboard and monitor active assignments in real time.
Assigning a User to a Special Project
Special projects can be assigned from the Table view without requiring the worker to clock in via kiosk.
- Open the Table view in WorkforceHero.
- Select the user and click Assign job.
- Select the Special Project from the pop-up and click Assign.
Monitoring Active Assignments
Once workers are assigned to a special project, their status is visible in both the Live dashboard and Table view.
WorkforceHero Live Dashboard View
On the WorkforceHero Live dashboard, users assigned to a special project are marked with an "S" badge. Click the user to see which project they are working on.
| WorkforceHero Live dashboard view | Team member details view |
WorkforceHero Table View
From the WorkforceHero Table view, you can sort users by special project to see all active assignments grouped together.
How to Take a Break or Switch Projects
Workers can go on break, take lunch, or switch projects from the kiosk. Managers can also unassign a worker from the Table view.
- Scan your badge at the kiosk and select the appropriate break or lunch option.
- When returning, choose to resume your previous project or select a new one.
| Scan badge | Continue working? |
How to Export Special Project Reports
Special project hours can be exported as CSV files from the Reports section for billing, auditing, or payroll purposes.
Accessing the Special Projects Report
To access the Special Projects report, go to the WorkforceHero > Reports page and select Special Projects from the Reports menu.
Once there you can:
- Filter by date range (last 7 days is the default) or s
- Search for a specific special project by name.
- Expand a project to view individual team members and their hours.
- Export the Special Projects time tracking reports.
| WorkforceHero > Reports page | Special Projects Reports page |
Important
Exporting details for individual projects is not yet fully supported. Searching for a specific project name will filter the page to that project and allow you to export. The special project must have been started within the date range selected for the search function to work.
Export Options
Two CSV export formats are available. Click the Export button to choose:
- Export full report: Exports all details for all people that worked on all special projects, including special project name, team member, hours, and warehouse name.
- Export summary: Exports consolidated totals by special project, showing total hours and number of people that worked on each one.
Special Project Report Columns Defined
The following columns are available across the two CSV export formats. Use the Full Report for individual-level detail and the Summary for project-level totals.
| Column | Description | Full Report | Summary |
|---|---|---|---|
| Special Project | Name of the special project. | ✓ | ✓ |
| Warehouse | Warehouse the project was assigned to. | ✓ | ✓ |
| Emplyee Name/Email | Name and user email of the individual worker. | ✓ | |
| Start and End Date | The date range a user was clocked in to the project. | ✓ | ✓ |
| Hours | Hours logged by that individual team member. | ✓ | |
| Total Users | Total number of workers assigned to the project. | ✓ | |
| Total Hours | Total hours worked across all team members on the project. | ✓ |