Frequently Asked Questions

If you can’t log in, it’s possible that your password may be incorrect and you may need to reset your password. If you still can't log in after changing your password, reach out to your Account Administrator to make sure that your user account is active.

For more information, see the Getting Started with Kantata article.

An Account Administrator can manually add account members individually or import a list of account members via a CSV file from Settings > Members.

For more information, see the Add and Import Account Members article.

You can add additional email addresses—and delete any existing emails—from the Notification Settings page, which is accessible from the user Settings drop-down menu on the right-hand side of the main app bar.

For more information, see the Email Address Settings article.

An Account Administrator can update an account member’s existing email from the Account Member side panel—located under Settings > Members.

For more information, see the Account Member Side Panel article.

The types of notifications you receive will depend on your user-selected notification settings, as well as the email notification settings for your projects. You may receive user-generated or system-generated email notifications, in-app notifications, or Slack notifications. Some system-generated email notifications will always send and cannot be deactivated.

For more information, see the Notifications Overview article.

An Account Administrator can deactivate a user from the Account Member side panel—located under Settings > Members.

For more information, see the Managing Account Members article.

Kantata is committed to protecting your account’s security and privacy. For more specific details, see our Security and Compliance information.

Project Administrators on the Provider side of a project can archive projects from the Actions menu in the project workspace. This changes the project to a view-only state.

For more information, see the Archive and Delete Projects article.

Project Administrators on either the Provider or Client side of a project can delete projects from the Actions menu in the project workspace. This is a permanent action that cannot be undone. If a project is deleted by accident, all relevant project information will need to be re-entered as it cannot be restored.

For more information, see the Archive and Delete Projects article.

A Project Administrator can enter a project budget during project creation or from the Project Settings page. For the Budget field to appear, you must Enable financial features for the project in the Financials section.

For more information, see the Project Settings Overview article.

Project information can be exported from the following places:

• Your Exports in the user Settings menu
• Project List
• Data Exporter

For more information, see the Export Project Information article.

While you cannot create a project directly from a CSV file, you can import a CSV file to create a project template, which can be used to create projects as many times as you need.

For more information, see the Import a Template from CSV article.

Depending on your plan and permissions, you may be able to add people to projects using the following methods:

• Invite them from the Project Admin box
  Note: When adding people using this method, they are notified via email that they have been invited to a project. Members on the Client side of a project must accept the project invitation before they can access the project.
• Add team members from Resourcing areas
• Add account members from the Project List
• Add team members from the Project Permissions page
• Assign a team member to a project role from the Rates & Roles page
• Add people during project creation
• Map resources to account members when applying templates to new or existing projects

You can also use the API or integrations like Salesforce or Kantata Connect to add users to your projects.

For more information, see the Invite Users to a Project article.

You can remove team members from the following places:

• Project Permissions page
• Rates & Roles page
• Resourcing areas

For more information, see the Remove Team Members from a Project article.

Some accounts may have a feature activated called Access Group Set: Project Access that allows access to internal projects—either all projects or only joinable projects—without having to be added as a project member. However, this feature may prevent some external project participants from accessing external projects, showing a 404 Error page instead. To deactivate this feature, you’ll need to submit a support case or reach out to Customer Success for assistance.

For more information, see the Access Group Set: Project Access article.

You can import a project template using a CSV file.

For more information, see the Import a Template from CSV article.

If you have tasks that you complete on a recurring basis, you can create a template that contains these commonly recurring tasks, then apply the template to your projects at any time.

For more information, see the Project Templates Overview or Apply a Template to a Project articles.

If you create a budgeted template, this template will not be available to select for non-financial projects.

For more information, see the Project Templates Overview article.

Kantata has 4 different task types. Here is how we define each type:

• Tasks—Items that need to be completed
• Deliverables—Things that need to be produced (e.g. documents)
• Milestones—Project deadlines, marking the completion of a phase or stage of a project
• Issues—Bugs or items that need to be resolved

For more information, see the Tasks Types article.

If a user has a View permission in a project—View Tasks, View Time and Expenses, or View Financials—they are not able to make any edits in Task Tracker and are unable to be assigned to tasks.

For more information, see the Project Permissions article.

You can archive and unarchive tasks from the Task side panel. You can also archive a task using the Archived column in the Task Tracker, but you cannot unarchive tasks from this column.

For more information, see the Archiving and Unarchiving Tasks article.

You can use tags to identify specific keywords or topics and make it easier to find specific tasks using Search or filters.

For more information, see the Project Task Tracker article.

A To Do is a smaller item or detail that can come up as a project progresses. You can choose to make To Dos supplementary to the project’s WBS (Work Breakdown Structure) or remain separate from the project tasks.

For more information, see the To Do Board Overview article.

In a task hierarchy, the Start and Due dates of the parent task are determined by the earliest start and due date of its subtasks. To change the dates of a parent task, you must change the dates of the subtasks within the task hierarchy.

For more information, see the Task Dependencies in Task Tracker article.

You can create or delete task dependencies using the Predecessor and Successor columns in either Task Tracker or Gantt areas.

For more information, see the Task Dependencies in Task Tracker or Gantt Chart Dependencies articles.

There are many places to track time in Kantata, all of which use the Time Entry modal. You can access the Time Entry modal from any page by clicking Track Time in the app bar.

For more information, see the How to Track Time in Kantata OX article.

On the Time Approvals page, members with Project Lead Account Permissions (or higher) can view and manage time for all projects in which they have View Financials (or higher) permissions. Depending on a project’s privacy settings, Account Administrators, Report Viewer with Cost, and Report Viewer members may also be able to approve time for projects they are not participating in.

For more information, see the Time Approvals article.

Before an approved time entry can be edited or deleted, you must reject the associated timesheet. Once the time entry has been updated or removed, you can resubmit the timesheet for approval.

For more information, see the Time Approvals article.

You can submit time off from the User side panel. Depending on your account settings, only managers or Account Administrators may be able to perform this action.

For more information, see the Managing Your Time Off article.

Account Administrators can add holidays to calendars under Settings > Schedule > Holidays.

For more information, see the Holiday Calendars article.

You can cancel an invoice from the project’s Activity Feed or from the top of the individual invoice page.

For more information, see the Cancel or Delete an Invoice article.

You can delete an invoice from the Invoices page or the top of the individual invoice page. You cannot delete an invoice unless it is in Draft status.

For more information, see the Cancel or Delete an Invoice article.