Kantata Mobile Overview

Overview

Kantata’s mobile experience is just as easy as using our full site with projects, tasks, time tracking, and team communications available to you on the go.

Kantata mobile is optimized for use on mobile devices such as iPhone and Android. If you’re using an iPad, you can log on to the desktop version, where you can get the full functionality of Kantata OX on Safari, Google Chrome, or Firefox.

To log in, go to m.mavenlink.com on your mobile device, enter your Email Address and Password, and then tap Log In.

Left Navigation

After you’ve logged in, tap the Menu (“   ”) icon on the upper-left corner of your screen to open the left navigation.

The following options are available in the left navigation:

• Activity Feed—Communicate with your team while you’re on the go with project posts.
• Projects—Create and manage projects just like you would from your computer.
• Task Tracker—Create, assign, and keep track of tasks, deliverables, and milestones.
• Time Tracking—Track billable and non-billable hours as tasks and deliverables are completed.
• Expense Tracking—Use your phone’s camera to take a picture of your receipts and file an expense while you’re on the go.

Activity Feed

On the Activity Feed screen, you can create and reply to posts for a specific project. All mobile posts and replies will appear in the desktop’s version of the Project Activity Feed, allowing you to collaborate with your team while you’re on the go.

You can filter the Activity Feed down by project by tapping the Filter (“   ”) icon at the top of the feed and then selecting the project on the Filter by Project screen that appears.

The Activity Feed also displays any private posts that you’ve been tagged in.

Projects

The mobile Projects list shows a list of all the projects in your account that you have access to and gives you a quick snapshot of the project’s team lead, budget, actual fees, and due date.

Mobile Project Workspace

The mobile project workspace contains the mobile versions of several Kantata project management tools so you can view project information from anywhere at any time.

At the top of the project workspace screen are the following tabs where you can view and edit project activity:

• Project Activity Feed
• Task Tracker
• Time Tracking
• Expense Tracking
• Project Admin Box
  • Team
  • Schedule
  • Budget

Project Workspace Actions

In the top-right corner of the mobile project workspace is an action button that changes depending on which tab you’re viewing.

• Project Activity Feed—Post a message.
• Project Task Tracker—Create a task.
• Project Time Tracking—Log a time entry.
• Project Expense Tracking—Log an expense.
• Project Admin Box—Invite a user to the project.

The project workspace action screens are identical to the actions accessible from the left navigation with the exception of the Which project field, which is already prefilled with the project you’re currently viewing.

Task Tracker

The mobile Task Tracker serves as a high-level project overview of the tasks, deliverables, issues, and milestones that are required to complete all projects. It’s also where you can see who is assigned work and the current status of each task. This helps you keep your team members on track and your tasks on schedule.

You can quickly see which tasks have subtasks—and how many—with the subtask number found on the right side of a task row.

Tap a task from the list to open the Task Details screen. From here, you can edit the task information by tapping Edit or create a subtask by tapping the Add Sub-item button.

On the Edit Item screen, you can edit the following task information:

• Title
• Type
• Description
• Assignees
• Start Date
• Due Date

You can also delete the task by tapping the Trash (“   ”) icon to the left of the Save button.

Time Tracking

With mobile Time Tracking, you can start and stop the timer from wherever you are with a quick screen tap, giving you more flexibility to track time while traveling.

On this screen you’ll find the timer section, which has the following actions:

• Start time
• Pause time
• Save time
• Reset time

Team members with the appropriate time approval permission levels can view all existing time entries below the timer in the Time Entry list. Tap an individual time entry to view its details:

• Billable/Non-Billable
• Date tracked
• Team member
• Time amount
• Notes
• Linked task

Expense Tracking

An important aspect of every business is tracking expenses so you know what you’re charging and how much you’ll be reimbursed.

The Expense Tracking screen shows you how many expenses have been logged, which expenses are billable or non-billable, and which expenses have already been invoiced. Tap an item from the list to open the Expense Details screen.

Kanata Mobile Actions

How to Create a Project

1. In the left navigation, tap Projects.
2. In the top-right corner of the Projects screen, tap the Add (“ + “) icon. The Create a Project screen appears.
3. Tap the Project Title field and enter the title.
4. Select the project team you’ll be assigned to from the Your Team drop-down.
   
   Note: The default team names can be customized from the desktop version of Kantata.
5. Tap the Calendar (“   ”) icon and select a Due Date from the date picker that appears.
6. Tap the Budget field and enter the project budget.
   
7. If you want to enable the project setting Schedule and budget changes must be approved, leave the Change Orders box checked. To deactivate this setting for this project, tap the box and uncheck it.
8. Tap Save to create the project. The project saves and you’re redirected to the Projects list screen.
9. Tap the new project from the Projects list to open the mobile project workspace.

How to Create a Project Post

1. In the left navigation, tap Activity Feed.
2. In the top-right corner of the Activity Feed screen, tap the Add (“ + “) icon. The Post a message screen opens.
3. If you’d like to link the message to a project task, tap Link to Task Tracker and then select the task in the All Items screen that opens.
4. To change the post from Public to Private, tap the Lock (“   ”) icon and then select the team member you want to privately share the post with.
5. If needed, tap Attach a file and select a file from your phone to attach it to the post.
   Note: Tap the Take Photo or Video option (iOS) or Camera option (Android) to open your phone’s camera and capture a new image.
6. Tap the Post a message field and type the text you want to appear in the post.
   
   
   Note: You also have the option to @mention a team member from this field. Type @all to tag everyone on your team.
7. Tap Post. Your post appears in the project’s Activity Feed.

How to Reply a to a Project Post

1. In the left navigation, tap Activity Feed.
2. In the Activity Feed, tap the post you want to reply to.
3. Tap the Reply to this field at the bottom of the screen.
4. Type the text you want to appear in the reply.
   
5. Tap Post. Your reply appears in the project’s Activity Feed.
   
   
   Note: You also have the option to @mention a team member from this field.

How to Create a Task

1. In the left navigation, tap Task Tracker.
2. In the top-right corner of the Task Tracker screen, tap the Add (“ + “) icon.
3. On the Create a Task screen, tap the Which project? field and then select the project you’re adding the task to on the All Projects screen.
4. Tap the Type drop-down and select if the task is a Task, Deliverable, Milestone, or Issue.
5. Enter a Title.
6. Enter a task Description.
7. Tap the Unassigned field and select the task’s assignees on the All Participants screen.
8. Tap the Start date and Due date fields and select dates from the date picker that appears.
9. Tap Save. The task is created.

How to Create a Subtask

1. In the left navigation, tap Task Tracker.
2. On the Task Tracker screen, tap the task you want to add a subtask to.
3. On the task screen, tap Add Sub-Item.
4. On the Create a Task screen, tap the Type drop-down and select if the subtask is a Task, Deliverable, Milestone, or Issue.
5. Enter a Title.
6. Enter a task Description.
7. Tap the Unassigned field and select the task’s assignees on the All Participants screen.
8. Tap the Start date and Due date fields and select dates from the date picker that appears.
9. Tap Save. The subtask is created.

How to Log a Time Entry

1. In the left navigation, tap Time Tracking.
2. In the top-right corner of the Time Tracking screen, tap the Add (“ + “) icon.
3. On the Log a Time Entry screen, tap the Which project field and then select the project you’re logging the time entry for on the All Projects screen.
4. To link the time entry to a task, tap the Select Deliverable or Task field and then select a task from the All Items screen.
5. To add a location, tap the Select location field and then select one on the Locations screen.
6. If desired, add any Notes.
7. Tap the Time field and enter the hour and minute amount using the (0h 00m) format.
8. Tap the Calendar (“   ”) icon and select the time entry date.
9. To make the time entry non-billable, uncheck the Billable box.
   
10. Tap Save to log the time entry or Save + New to log the time entry and immediately add a new one.

How to Log an Expense

1. In the left navigation, tap Expense Tracking.
2. In the top-right corner of the Expense Tracking screen, tap the Add (“ + “) icon.
3. On the Log an Expense screen, tap the Which project field and then select the project you’re logging the expense for on the All Projects screen.
4. To link the expense to a task, tap the Select Deliverable or Task field and then select a task from the All Items screen.
5. Tap the Calendar (“   ”) icon and select the expense date.
6. Tap the Currency drop-down and select the currency for this expense.
   Note: The available currencies will vary depending on if rate cards are enabled on your account.
7. Enter the expense Amount.
8. Choose an expense Category.
   
   Note: Kantata has six default expense categories: Entertainment, Food, Lodging, Mileage, Travel, and Other. You can add additional expense categories via the QuickBooks integration or the Kantata OX API. For more information, see How to Create and Delete Expense Categories article.
9. If desired, add any applicable Notes.
10. Tap Upload Receipt and then select if you want to upload an existing file from your phone or take a new photo.
11. To make the expense non-billable, uncheck the Billable box.
12. If this expense is a vendor expense (i.e. one that is reimbursed to a vendor), uncheck the Reimbursable to me box.
13. Tap Save to log the expense or Save + New to log the expense and immediately add a new one.
    Note: Logging an expense does not create an invoice or an expense report. To learn how to create an expense report on the desktop Kantata app, see the How to Create an Expense Report article.