Projectworks
By Spiderworks Limited
The typical implementation process for Projectworks follows a structured sequence of steps to ensure a smooth setup and user adoption.
Discovery & Scoping: Assess organizational needs, goals, and workflows to tailor the setup.
Project Plan & Timeline: Establish a detailed plan with milestones, resources, and a realistic implementation schedule.
Configuration & Integration: Set up Projectworks to match your processes, including integrations with existing systems.
Data Migration: Import legacy or current data as needed to facilitate a seamless transition.
Training & Change Management: Train staff and key stakeholders to ensure strong user adoption and minimize resistance.
Testing & User Acceptance: Run system tests and user acceptance pilots to validate configuration and performance.
Go-Live: Deploy Projectworks for active use across the organization.
Projectworks can be customized to fit specific business needs, offering flexibility in several key areas:
Custom Fields & Templates: Projectworks lets organizations set up and enhance custom fields for invoices, quotes, expense claim records, and more, allowing businesses to capture and report the exact data points needed for their processes.
Custom Reporting: The platform supports the creation of custom reports, so firms can surface and analyze the insights most relevant to their operations, without relying on spreadsheets or third-party reporting tools.
Template Personalization: Firms can customize templates for invoices, quotes, and purchase orders—now with support for non-English languages and custom merge fields, which increases compliance and flexibility for global businesses.
Workflow Configurations: Administrators can configure custom workflows, resource allocation, timecodes, and dashboards to match unique project and business requirements.
Integration Capabilities: Projectworks offers integrations (e.g., Employment Hero, payroll solutions, accounting systems) and supports auto-syncing with major platforms, which makes it adaptable to different tech ecosystems.
Flexible Pricing Plans: The introduction of tiered pricing means organizations can choose and pay for only the features that are relevant to their specific needs, further aligning the software with business requirements.
Complex Project Structures: The platform allows management of multiple time codes per user, enabling easy tracking of billable and non-billable work, and supporting sophisticated resourcing scenarios.
Custom SQL Reporting: Built-in support for custom SQL views allows advanced users to generate highly specific reports tailored to their organization's KPIs, enabling further adaptability for finance and analytics teams.
Projectworks involves several types of additional costs beyond the standard subscription, including setup fees, optional maintenance, and support charges:
Setup/Onboarding Fee: There is a required, one-time onboarding/setup fee starting at $1,000, which covers tailored onboarding, data migration, admin and manager training, and follow-up support. The exact fee may increase depending on company requirements or customization complexity.
Subscription Cost: Paid plans start at approximately $19–$45 per user per month, with tiered pricing (Build, Scale, Unleash) offering incremental features and customization.
Maintenance Fees: Regular updates, new feature releases, and basic maintenance are generally included in the subscription price; no explicit ongoing maintenance charge is typically listed separately.
Support Charges: Standard support (knowledge base, email help desk, FAQs, ticketing) is included with all plans; premium support, if required, may be part of higher-tier subscriptions (such as "Unleash") but is not listed as an extra fee for regular use.
Annual Payment Discount: There is a 10% discount available for annual prepayment across plans.
Training: Basic system admin and manager training are provided in the onboarding process and included in the setup fee.
Minimum Seats: Plans start with a minimum seat/license requirement (e.g., $190/month for the minimum 10 users).
Projectworks offers extensive training and support to ensure new users are onboarded efficiently and feel confident navigating the platform:
Personalized Onboarding: Every new customer receives a tailored onboarding experience, including an onboarding session, data migration assistance, system admin training, and project manager training—all led by Projectworks specialists.
Live Training Sessions: The onboarding fee covers live, role-based remote training (for admins, managers, and users), scheduled conveniently for each organization. External partners also provide open workshops and tailored training for teams needing extra support.
On-Demand Resources: Projectworks features a comprehensive online knowledge base, step-by-step articles, and FAQs covering everything from entering time to advanced project setup. Free on-demand training and product walkthroughs are available for self-paced learning.
Go-Live Support: A pre-go-live check-in is included, allowing teams to address unresolved concerns and clarify processes before full deployment.
Ongoing Support: After deployment, users consistently have access to responsive email and video support, as well as ticket-based help for technical issues or process questions.
Customer Success Team: Projectworks' customer success experts are available to help optimize usage and address queries post-implementation, and they connect clients to expert partners for advanced needs.
Projectworks implements multiple security measures to protect customer data and ensure compliance:
Multi-Factor Authentication (MFA) & SSO: Supports multi-factor authentication and single sign-on to enhance account security and streamline access, reducing risks from compromised passwords.
Role-Based Permissions & Access Controls: Uses granular, role-based controls to restrict data access to only authorized users, enforcing least privilege across modules and operations.
GDPR Compliance: Adheres to GDPR requirements, maintaining secure and transparent data processing practices, data minimization, and supporting subject rights (including data access and erasure).
Data Encryption: Employs data encryption protocols for information both in transit and at rest, safeguarding data from interception and unauthorized access.
Regular Security Updates & Monitoring: Delivers regular system updates, monitors for vulnerabilities, and applies patches as part of ongoing maintenance.
Secure Infrastructure: Leverages secure hosting environments with modern cloud protections, physical security at data centers, and active threat monitoring.
Audit Logs: Maintains logs of user activity for traceability and detection of anomalous or unauthorized actions.
Projectworks releases updates frequently, following a structured and transparent update cycle to enhance user experience and platform performance:
Update Frequency: Updates are released multiple times each month, often every two to three weeks, with recent features and fixes documented in detailed release notes.
Types of Updates: Regular releases may include major new features, custom field enhancements, report and API improvements, new integrations, bug fixes, and security updates. Both functional and compliance-driven updates are prioritized.
Announcement & Documentation: Each release is accompanied by public release notes that highlight new features, improvements, and upcoming changes. These notes are hosted in a centralized knowledge base and on the Projectworks blog.
Projectworks’ policy on data ownership and portability is built around user control, privacy compliance, and data export rights:
Customer Data Ownership: Projectworks acknowledges that the organization (customer) retains ownership of all data uploaded, processed, or generated within their Projectworks account. Projectworks acts as a data processor, managing and safeguarding data on behalf of the customer.
GDPR Data Portability Rights: The platform is designed to be GDPR compliant, which explicitly guarantees the right to data portability. This means organizations can obtain a copy of their data in a structured, commonly used, and machine-readable format when requested.
Export Capabilities: Administrators can export key project data—such as timesheets, client records, invoices, and reports—using built-in export functions. The format typically supports interoperability (such as CSV or Excel) for ease of migration or backup.
Data Return at Termination: Upon account cancellation or contract termination, customers can request a copy of their data to be delivered before it is deleted from Projectworks' servers, in line with GDPR and internal data handling policies.
No Data Lock-In: Projectworks’ model is designed to prevent vendor lock-in, ensuring that clients can transfer data out of the platform without undue technical or contractual obstacles as part of their portability rights.
Projectworks is designed for flexible scaling to match organizational changes, with terms that enable adjusting user licenses and plan tiers:
Tiered Subscription Structure: Projectworks offers three main pricing tiers ("Build", "Scale", "Unleash"), allowing organizations to upgrade or downgrade based on business needs and feature requirements at any renewal cycle.
Adjusting User Licenses: Administrators can add or remove user seats as employee counts or project needs change. Deactivated users do not count toward billing, and resourcing attached to deactivated users is automatically removed from future projections and margin calculations.
Seamless Move Between Plans: At renewal, customers are recommended a tier based on their feature usage, and can choose to scale up for more customization and integrations or scale down for cost-efficiency; the transition requires only confirmation with Projectworks before renewal.
No Manual Intervention Required: Transitions between plans or seats are streamlined—advance email notifications provide time to discuss upcoming changes, or adjustments can occur automatically if no action is taken.
Annual vs. Monthly Payment: Clients can switch payment frequency when scaling, with a discount for annual prepay options.
Projectworks’ contract renewal and cancellation terms are summarized below, drawing on official policy documents and relevant clauses:
Automatic Renewal: Subscriptions may renew automatically at the end of each term unless either party provides written notice of non-renewal within the required notice period, typically specified in the customer’s agreement.
Modification of Terms: On renewal, Projectworks may update pricing or service terms; customers are notified in advance, and continuation implies acceptance of new terms unless a termination notice is given.
Review Opportunities: Customers are encouraged to review and confirm terms before each renewal, enabling negotiation or adjustments as needed.
Duration: Renewal is typically for the same period as the original contract unless otherwise mutually agreed.
Written Notice Required: Cancellation often requires written notice ahead of the renewal or next billing cycle, with specific notice periods outlined in the contract (e.g., 30 days before term-end).
Material Breach: Immediate termination rights exist if there is a material breach (including unauthorized use, IP violations, or non-payment), entitling Projectworks to terminate access without further notice.
Data Return and Deletion: Upon termination, customers can request the return of data within four weeks. Projectworks will delete all customer data unless retention is required by applicable law.
No Pro-rata Refunds: There is no refund for unused subscription periods if cancellation occurs mid-term; all fees paid remain non-refundable per standard SaaS terms.
Projectworks meets key compliance standards focused on data protection and transparency:
GDPR Compliance: Projectworks is explicitly designed to meet the requirements of the General Data Protection Regulation (GDPR), ensuring robust privacy, secure data handling, user rights support (access, erasure), and transparent processing practices for organizations operating in or serving the EU.
Privacy Policy Alignment: The platform follows secure, transparent privacy practices detailed in its privacy policy, addressing how customer and end-user data is managed and protected in compliance with legal and regulatory frameworks.
Security by Design: Projectworks incorporates privacy and security measures into its product development, aligning with common compliance expectations related to international data protection standards.
