Harvest Dashboard
The Harvest dashboard provides real-time visibility into project time tracking, budget utilization, and milestone alerts for all active Harvest projects.
Accessing the Dashboard
Navigate to WP Admin → Harvest to view the main dashboard.
Main Dashboard View
The main dashboard displays all active projects with budget status:
Project Table
| Column | Description |
|---|---|
| Client | Client organization name |
| Project | Project name (clickable → detail view) |
| Budget | Total budgeted hours |
| Used | Hours logged to date |
| Remaining | Budget minus used |
| % Used | Percentage of budget consumed |
| Status | Color-coded budget indicator |
Budget Color Coding
The status column uses color coding for quick visual scanning:
| Color | Range | Meaning |
|---|---|---|
| 🟢 Green | 0–24% | Well within budget |
| 🟡 Yellow | 25–49% | Quarter used — on track |
| 🟠 Orange | 50–74% | Half consumed — monitor closely |
| 🔴 Red | 75–99% | Nearly exhausted — action needed |
| ⬛ Dark Red/Bold | 100%+ | Over budget — immediate attention |
Project Detail View
Click any project name to see its full breakdown.
Task Breakdown
Each task within the project shows:
- Task name
- Task-level budget (if applicable)
- Hours used on this task
- Percentage of task budget consumed
- Color-coded status
Collapsible Sections
Tasks are displayed in collapsible accordion panels. Click to expand and see:
- Individual time entries for that task
- Who logged time and when
- Entry notes/descriptions
Budget Types
Projects can be budgeted two ways:
| Budget Type | Description |
|---|---|
| By Project | Single total budget for the entire project |
| By Task | Each task has its own individual budget |
Task-budgeted projects show individual progress bars per task.
Recent Time View
Shows time entries from the past 7 days across all projects:
| Column | Description |
|---|---|
| Date | Date the time was logged |
| User | Team member name |
| Project | Which project |
| Task | Which task |
| Hours | Time logged |
| Notes | Entry description |
Filtering
- Filter by specific user to see individual workload
- Filter by project to focus on one client
User Breakdown View
Drill into a specific user's contributions on a project:
- Total hours logged by this user
- Daily breakdown over the project lifetime
- Which tasks they worked on
- Comparison to project/task budgets
Task Breakdown View
See all contributors to a specific task:
- Total hours on the task (all users combined)
- Per-user contribution
- Budget remaining
- Timeline of entries (newest first)
Data Freshness
Sync Schedule
Harvest data is synchronized daily (typically 2 AM):
- All clients, projects, and tasks are refreshed
- Time entries since last sync are downloaded
- Budget calculations are updated
- Milestones are checked
Last Sync Indicator
The dashboard header shows when data was last synced. If data appears stale:
- Check the cron job is running (
suma/v1/harvest_time_sync) - Manually trigger sync if needed
- Note: Full sync takes 10–20 minutes due to API rate limiting
Milestone Alerts
What Are Milestones?
Milestones are configurable budget thresholds that trigger notifications when crossed. Common milestones:
| Threshold | Alert Purpose |
|---|---|
| 25% | Early notification for project managers |
| 50% | Mid-project budget check |
| 75% | Warning — budget nearly consumed |
| 100% | Over budget — requires approval to continue |
How Alerts Work
When budget utilization crosses a milestone:
- Project-level milestones → Email sent to project manager
- Task-level milestones → Teams webhook sent to assigned developer
Each milestone fires only once per project/task combination (no repeat alerts).
Viewing Alert History
The milestone history shows all previously triggered alerts:
- When it fired
- Which project/task
- Which threshold was crossed
Printing Reports
The dashboard is print-friendly:
- Navigate to the view you want to print
- Use Ctrl+P (or browser print)
- The print stylesheet formats tables and hides navigation
- Budget colors are preserved in print
Understanding the Numbers
Budget vs. Actual
- Budget is set in Harvest when the project is created
- Used is the sum of all time entries for that project
- Remaining = Budget - Used (can go negative)
Excluded Projects
Some projects are excluded from the dashboard (configured in settings):
- Internal/admin projects
- Non-billable overhead
- Completed/archived projects
Capacity
The dashboard may show team capacity information:
number_of_devssetting defines team size- Available hours = devs × standard hours
- Helps gauge overall team workload
Troubleshooting
Dashboard Shows No Data
- Check Harvest credentials in plugin settings
- Verify the sync cron is running
- Check that projects aren't all excluded
- Look for errors in
wp-content/debug.log
Budget Shows 0%
- The project may not have a budget set in Harvest
- Check Harvest directly to confirm budget configuration
- Projects without budgets show "N/A" or 0
Stale Data After Changes in Harvest
- Changes in Harvest take up to 24 hours to appear (next sync cycle)
- For immediate updates, trigger a manual sync via the API endpoint
- Time entries logged today will appear after tonight's sync