Ajera Visual Settings Guide

1. Connection Credentials

Definition

This is where you enter the credentials that allow Mosaic to connect to your Deltek Ajera Cloud environment and bring in your data.

Fields

Cloud deployments require three fields for the base API connection:

To Get Started

1. In Ajera, navigate to Utility > Setup Integrations and create a dedicated API user under the API User tab.
2. Ensure the API user has the required permissions, including List Employee Types (required for role sync).
3. Review the full setup instructions in the Ajera Cloud Integration Setup guide.

In Mosaic

After entering your credentials, click the Test Connection button to verify that Mosaic can successfully authenticate and reach your Ajera environment. Any connection errors will display below the button. If all information is correct, a "Connection Saved" confirmation will appear.

⚠️

Credentials may expire or rotate over time. Periodically return to this section to update your credentials so syncing is not interrupted.

📘

An API user is a separate entity from an Employee user. You cannot use a regular Employee user for integrating with Mosaic.

2. ODBC Connection (Optional)

Definition

This section configures the optional ODBC (Open Database Connectivity) connection to your Ajera Cloud database. ODBC enables Mosaic to access Time Entries and Work Categories, which are not available through the standard Ajera API.

Fields

If you are syncing timesheets, the following ODBC fields are required:

To Get Started

1. Your company's SaaS Customer Administrator must log into the Deltek Support Center, navigate to the Deltek Cloud Solutions page, and submit an ODBC Read Only Access service request.
2. Once Deltek processes the request, they will provide ODBC credentials via email.
3. Review the full ODBC setup instructions in the Ajera Cloud ODBC guide.

In Mosaic

After entering your ODBC credentials, click Test Connection to verify the ODBC link. If the test fails, double-check your credentials and refer to the Ajera Cloud ODBC Troubleshooting guide.

⚠️

ODBC passwords expire every 120 days. When the password expires, time entry and work category syncing will stop. You will receive an error notification in Mosaic. Contact Deltek Support to reset the password, then update it in Mosaic under the Integration Settings gear icon > Update credentials > Update ODBC Credentials.

📘

ODBC is required for syncing Time Entries and Work Categories from Ajera Cloud. If you do not connect ODBC, you can still manually import timesheets via CSV. See Ajera Cloud Time Entry Export for instructions.

1. Standard Roles

Definition

This setting controls whether Standard Roles (employee types / labor categories) from Ajera are transferred to Mosaic. In Ajera, these are the employee types configured in Utility > Setup Integrations > API Settings — sometimes referred to as labor categories or titles (e.g., Principal, Engineer II, Project Manager). Standard Roles define the set of available roles that can be assigned to members across the platform.

📘

Transferring Standard Roles requires that the List Employee Types permission is enabled for the Ajera API user.

In Mosaic

When set to Transfer, the full list of Ajera employee types will appear as available Roles in Mosaic. These roles are used for resource planning, filtering, and rate calculations. Any changes to employee types in Ajera will overwrite the corresponding roles in Mosaic on each sync.

When set to Do not transfer, roles must be created and maintained manually within Mosaic. Choose this if your firm manages roles independently in Mosaic or if the Ajera role list does not align with how your team plans work.

2. Default Roles

Definition

This setting controls whether a member's default organizational role from Ajera is transferred to Mosaic. The default role determines which role is automatically assigned to a member when they are added to a project.

In Mosaic

When set to Transfer, each member's default role is kept in sync with Ajera. Any time the member's role changes in Ajera, it will be updated in Mosaic on the next sync. This is useful when Ajera is the source of truth for organizational role assignments.

When set to One time at first link, the role is imported once when the member is first linked. If the member's role changes in Ajera after that point, the change must be updated manually in Mosaic.

When set to Do not transfer, roles must be assigned manually to members within Mosaic. Choose this if your team manages role assignments independently in Mosaic.

1. Default for new Projects

Definition

A Portfolio in Mosaic is a folder used to organize multiple projects — for example, by department, client, manager, or type of work. This setting determines which Portfolio newly linked Ajera projects are placed into by default.

Settings Choices

This is a dropdown that lists all Portfolios currently configured in your Mosaic organization, including:

• No Portfolio (default) — Newly linked projects will not be assigned to any Portfolio. They can be moved into a Portfolio manually later.
• Import — A built-in Portfolio provided by Mosaic specifically for integration-linked projects. This is a convenient default if you want all imported projects to land in one place before being organized further.
• [Your Portfolios] — Select any other existing Mosaic Portfolio to automatically place newly linked Ajera projects into that Portfolio.

In Mosaic

This setting only applies to new projects at the time they are first linked from Ajera. It does not retroactively move existing linked projects into the selected Portfolio.

To organize projects beyond the default, you can manually move projects between Portfolios at any time from the Projects view in Mosaic. Many firms start by selecting Import as the default, then periodically sort imported projects into department- or client-specific Portfolios. If your firm needs automatic routing of projects into different Portfolios based on criteria (e.g., client or department), contact the Mosaic Solutions team to discuss customization options.

1. Linking Method

Definition

This setting determines how Ajera projects are connected to Mosaic. Importing means bringing a project from Ajera into Mosaic for the first time. Linking means establishing an ongoing connection so that changes in Ajera are synced to Mosaic automatically.

Settings Choices

• Manually linked — No projects will be automatically linked. You choose which Ajera projects to import and link to Mosaic on a project-by-project basis.
• Automatically linked (Recommended) — All projects that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Projects that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, new Ajera projects will not appear in Mosaic until you explicitly import them from the integration linking screen. This gives you full control over which projects exist in Mosaic, but requires ongoing manual effort as new projects are created in Ajera.

When set to Automatically linked, projects that match your filter criteria are imported and linked as soon as they are detected. This is the recommended approach for most firms, as it ensures Mosaic stays up to date without manual intervention. Projects that do not match the filter criteria can still be linked manually if needed.

📘

Imported data includes: billable status, project status, start/end dates, client information, project fees (and consultant fees if selected), archived status, project number, and project title.

2. Linked Project and Phase Titles

Definition

This setting controls whether Mosaic keeps project and phase titles in sync with Ajera, or allows them to diverge after the initial link.

Settings Choices

• Overwrite (Recommended) — Mosaic Project and Phase titles will match the Ajera Project and Phase titles after changes in Ajera. If a linked Mosaic Project or Phase title is edited in Mosaic, it may not match the title in Ajera until a change is made to any value of that Project or Phase in Ajera, at which point the title will be overwritten back to match.
• Do not overwrite — Mosaic Project and Phase titles can be edited independently. If a title is changed in Mosaic, it may no longer match the Ajera title, making it harder to uniquely identify matching projects across systems.

In Mosaic

When set to Overwrite, Ajera is the source of truth for all project and phase titles. If your team edits a title in Mosaic, that edit will be overwritten the next time the project or phase syncs from Ajera. Choose this if you want consistent naming across both systems.

When set to Do not overwrite, titles can be customized freely in Mosaic. This is useful if your team uses different naming conventions in Mosaic than in Ajera, but be aware that mismatched titles can make it difficult to identify which Mosaic project corresponds to which Ajera project.

⚠️

If you choose Overwrite, ensure that team members do not edit project or phase titles directly in Mosaic, as those changes will be lost on the next sync.

3. Project and Phase Billable

Definition

The billable status indicates whether a project or phase is charged to the client. This setting controls whether Ajera billable statuses are transferred to Mosaic.

Settings Choices

• Transfer (Recommended) — Billable statuses stay in sync. Any time the billable flag changes in Ajera, it will be updated in Mosaic on the next sync.
• One time at first link — Transfers the billable status only when the project is first linked. Changes in Ajera after linking will not be reflected in Mosaic.
• Do not transfer — Mosaic is the source of truth for billable status. No billable statuses will come from Ajera.

In Mosaic

Project billable status appears as "Project Billable" (Yes/No) in exports and is editable in the Project Info modal. Phase billable status can be viewed under Organization Settings > Integrations > Projects > linked projects by clicking to see your phases.

4. Project and Phase Dates

Definition

This setting controls whether project and phase start and end dates from Ajera are transferred to Mosaic. Dates drive project timelines, scheduling, and resource planning in Mosaic.

In Mosaic

When set to Transfer, project and phase timelines in Mosaic stay in sync with Ajera. If dates change in Ajera, Mosaic schedules will update automatically. Choose this if Ajera is your source of truth for project timelines.

When set to One time at first link, dates are imported during the initial link and can then be adjusted independently in Mosaic. This is useful if your team refines schedules in Mosaic after the initial import.

When set to Do not transfer, dates must be manually set and updated in Mosaic. Values in Mosaic may not match what is in Ajera.

⚠️

If you choose Transfer, avoid editing project or phase dates directly in Mosaic — those changes will be overwritten on the next sync from Ajera.

5. Project and Phase Fee

Definition

This setting controls whether project and phase fee amounts (budgets) from Ajera are transferred to Mosaic. The fee represents the total amount you plan to bill for a project or the portion allocated to a specific phase.

In Mosaic

When set to Transfer, the fee (budget) for each project and phase stays in sync with Ajera. Fee changes in Ajera will overwrite the corresponding values in Mosaic on each sync. This is the recommended approach to ensure budget tracking in Mosaic accurately reflects the contract values in Ajera.

When set to One time at first link, fees are imported during the initial link and can then be adjusted independently in Mosaic. This is recommended if fees change in Ajera but you don't want those changes reflected in Mosaic after first import.

📘

The actual value transferred depends on the Project and Phase Fee Source setting, which determines whether only Labor Contract Amount or Labor + Consultant Contract Amount is used.

📘

Project fee is shown in light gray in the Budget column of the Project > Budget > Edit Budget view. Phase fee shows per-phase in the Budget > Billing tab, where you can edit it directly via the Phase Info modal.

6. Project and Phase Rate Types

Definition

This setting controls whether project and phase rate types (billing types) from Ajera are transferred to Mosaic. The rate type determines how time is billed on a project — by member rate, role rate, or work category rate.

The transferred value configures Projects and Phases to use Member, Role, or Work Category rates.

In Mosaic

Rate types determine how billing rates are calculated for time entries on a project:

• Member-based (Employee) — Uses the specific employee's individual bill rate.
• Role-based — Uses the rate assigned to the member's role on the project.
• Work Category-based (Activity) — Uses the rate associated with the work category or activity.

When set to Transfer, rate types stay in sync with Ajera. This ensures that billing calculations in Mosaic match the billing method configured in Ajera.

⚠️

Ajera rate groups that use mixed employee type + activity tables are not supported for auto-sync. If your Ajera rate tables use mixed types, you may need to manage rate types manually in Mosaic.

7. Project and Phase Rate Group

Definition

This setting controls whether the association between rate tables (rate groups) and specific projects and phases is transferred from Ajera to Mosaic. Rate groups define which set of billing rates apply to a given project or phase.

In Mosaic

When set to Transfer, projects and phases in Mosaic will inherit the rate group assigned in Ajera, and any changes to that assignment will be synced automatically. Projects with an associated role rate table will use those rates for billing calculations.

When set to One time at first link, the rate group association is set during initial link only.

📘

To access role rates in Mosaic, this setting (or "One time at first link") must be enabled alongside the rate group transfer settings in the Rates section. Only role rates are brought in from Ajera — this setting allows the rate group association to be transferred or overridden at the project level.

📘

If the project's rate type is set to "member rates" as a default, but setting #7 is set to "Transfer" and the project has a role rate table associated with it in Ajera, the rates on this project will reflect the role rates from that table.

8. Bill Rate Source for Member Rates

Definition

This setting determines which rate is used as the base when calculating bill rates on projects that use Member Rates (employee-based billing). It controls whether the cost rate or the bill rate is used in the final billing calculation.

Applies to Projects using Member Rates.

Settings Choices

• Use Cost Rate — Shows your organization's cost per person per hour, including wages, benefits, and overhead.
• Use Bill Rate — Shows what you charge the client per hour for a member's time.

In Mosaic

Member default Bill Rates are managed and set in Organizational Settings > Members > Rate, and are applied when creating workloads for projects using Member Rates. These defaults do not vary by project unless you override them on the project/phase.

With Member Rates selected, you must choose a Role Rate Group for unassigned/open roles.

📘

This setting does not source data from Ajera — it controls how Mosaic calculates rates using the member rate data already in the system.

9. Bill Rate Source for Role Rates

Definition

This setting determines which rate is used as the base when calculating bill rates on projects that use Role Rates (role-based billing).

Applies to Projects using Role Rates.

Settings Choices

• Use Bill Rate — Shows what you charge the client per hour for a member's time by role.

In Mosaic

Role Rates can be managed and set in Budgets > Rates > Role, and are applied when creating workloads for projects using role rates.

📘

For Ajera Cloud, only bill rates are available for role rate projects. This differs from Vantagepoint, which offers both cost rate and bill rate options.

10. Bill Rate Source for Work Category Rates

Definition

This setting determines which rate is used as the base when calculating bill rates on projects that use Work Category Rates (activity-based billing).

Applies to Projects using Work Category Rates.

Settings Choices

• Use Cost Rate — Shows your organization's cost per activity per hour.
• Use Bill Rate — Shows what you charge the client per hour for an activity.

In Mosaic

To set work category rates, go to Settings > Budget > Rates > Work Category tab. Organize them within Rate Groups and apply to projects as needed.

📘

This setting does not source data from Ajera — it controls how Mosaic calculates rates using the work category rate data already in the system.

11. Bill Rate Source for Projects with no Billing Type

Definition

This setting determines which rate is used as the base when calculating bill rates on projects that do not have a Rate Type (billing type) assigned — i.e., projects where the billing type is blank.

Applies to Projects without a Rate Type (Member, Role, or Work Category).

Settings Choices

• Use Cost Rate — Uses the project's base cost rates for billing calculations.
• Use Bill Rate — Uses the project's base bill rates for billing calculations.

In Mosaic

📘

This setting does not source data from Ajera — it controls how Mosaic calculates rates for projects that have no billing type defined. To avoid relying on this fallback, ensure your projects have a Rate Type assigned via the Project and Phase Rate Types setting.

12. Project Managers

Definition

This setting controls whether Project Manager assignments from Ajera are transferred to Mosaic. When enabled, members designated as Project Managers in Ajera will be assigned the Project Manager role within their linked Mosaic projects.

📘

Existing Mosaic Project Managers will not be removed — the Ajera assignment is additive.

In Mosaic

When set to Transfer, project manager assignments are synced from Ajera. This is additive — if a project already has managers assigned in Mosaic, those will be preserved, and the Ajera manager will be added alongside them.

Assigned managers appear in the project's member list and can be accessed via the person icon in the project's top-right corner.

📘

PMs who do not log time in Ajera may not immediately appear as project managers in Mosaic, as member visibility may depend on sync timing.

13. Project and Phase Fee Source

Definition

Determines which Ajera field(s) are used to calculate the Fee (budget) for Projects and Phases in Mosaic.

Settings Choices

• Labor Contract Amount (Recommended) — Uses the labor contract value from the Ajera Project Control Center > Manage tab. Choose this if you only want your fees to reflect internal billable work.
• Labor Contract Amount + Consultant Contract Amount — Adds the consultant contract value to the labor contract value. Choose this if you want fees to reflect the full contract value including external consultant costs.

In Mosaic

The selected fee source populates the Fee field on Projects and Phases. Fee source changes apply to projects modified within the last 120 days on the next sync. For older projects, contact the Mosaic Solutions team to trigger a historical fetch.

📘

Mosaic does not have a visible indicator showing whether a project's fee includes a consultant value. If some projects include consultant fees and others do not, the fee column alone will not distinguish between them.

⚠️

Mosaic only syncs labor hours and labor cost from timesheets — not consultant or vendor expenses from Ajera. If consultant spend is managed in Ajera, consider using Labor Contract Amount only to keep fee and spent tracking aligned.

14. Hold Status — Projects

Definition

Maps the Ajera "Hold" project status to a corresponding Mosaic Project status. This status will automatically update based on any changes in Ajera.

Settings Choices

• Proposal
• Hold (default)
• Active
• Complete

In Mosaic

When an Ajera Project is marked as Hold, the linked Mosaic Project will automatically update to the selected status. The change applies when the status is updated in Ajera.

15. Work Hold Status — Projects

Definition

Maps the Ajera "Work Hold" project status to a corresponding Mosaic Project status. This status will automatically update based on any changes in Ajera.

Settings Choices

• Proposal
• Hold (default)
• Active
• Complete

In Mosaic

When an Ajera Project is marked as Work Hold, the linked Mosaic Project will automatically update to the selected status. The change applies when the status is updated in Ajera.

16. Closed Projects Status

Definition

This setting defines what Mosaic Project status should be applied when a Project is linked to a Closed Project in Ajera. It controls how Mosaic reflects Ajera's "Closed" state on the Mosaic side when statuses are transferred.

In Mosaic

Note about closed project status: this setting updates and applies changes when project statuses are transferred. If you change the selection here, linked projects may be updated on the next status transfer to match the new rule.

Best practice: choose a closed-project status that aligns with how your team reports on historical work (for example, "Complete" if you want it counted as finished work).

17. Project and Phase Overhead

Definition

This setting controls whether Mosaic applies the overhead designation to projects and phases synced from Ajera.

📘

Ajera integration overhead sync behavior varies by deployment type. Confirm your expected behavior with your Solutions Engineer during onboarding.

1. Linking Method

Definition

This setting determines how Ajera phases are connected to Mosaic. A phase is a distinct stage within a project's lifecycle, with its own date range, fee, and status. Importing means bringing a phase from Ajera into Mosaic for the first time. Linking means establishing an ongoing connection so that changes sync automatically.

Settings Choices

• Manually linked — No phases will be automatically linked. You choose which Ajera phases to import and link on a phase-by-phase basis.
• Automatically linked (Recommended) — All phases that meet the criteria specified in the Automatic Linking Filter will be automatically linked. Phases that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, new Ajera phases will not appear in Mosaic until you explicitly import them. This gives you control over which phases exist in Mosaic but requires ongoing manual effort.

When set to Automatically linked, phases matching your filter criteria are imported and linked as soon as they are detected. This is the recommended approach for most firms.

📘

New Ajera integrations (connected after December 2023) support up to 5 levels of phase hierarchy. Ajera Billing Groups sync to Mosaic as parent phases in Cloud deployments — there is currently no setting to exclude them without also excluding their child phases.

📘

Mosaic does not delete Phases when they are removed in Ajera. If a Phase has been deleted in Ajera but remains visible in Mosaic, it must be manually deleted in Mosaic.

2. Non-Billable Fee as Budget

Definition

This setting controls whether Ajera phase fees for non-billable phases are transferred to Mosaic as phase budgets. By default, fees are only meaningful for billable phases — this setting extends fee transfer to non-billable phases as well.

Applies to non-billable Phases.

In Mosaic

When set to Transfer, the ERP "Fee" value for non-billable phases is used to populate the Budget field in Mosaic. This is useful for firms that track budgets on internal or non-billable phases for resource planning and cost tracking purposes.

3. Phase Order

Definition

This setting controls how phases within a project are ordered in Mosaic. You can choose to sync the phase order from Ajera or manage it manually in Mosaic.

Settings Choices

• Phase Order (Recommended) — Orders Phases using the explicit Phase order from Ajera after changes in Ajera. This setting will overwrite Phase order on Mosaic.
• Phase Ref# (Task Order) — Orders Phases using the Phase's reference number from smallest to largest from Ajera after changes in Ajera. This setting will overwrite Phase order on Mosaic.
• Phase Name — Orders Phases alphabetically by the Phase's name from Ajera after changes in Ajera. This setting will overwrite Phase order on Mosaic.
• Set on Mosaic — Ajera Phase order will not be transferred to Mosaic. Select this option if manual management in Mosaic is preferred.

In Mosaic

The first three options all sync ordering from Ajera and will overwrite any manual reordering done in Mosaic. Choose the method that best matches how your firm organizes phases in Ajera.

When set to Set on Mosaic, phase order is managed entirely within Mosaic. This is useful if your team prefers a different ordering in Mosaic than in Ajera.

📘

Maintain a single source of truth for ordering consistency. If you choose an Ajera-synced option, avoid reordering phases manually in Mosaic. It is also best practice to create phases in one system only — either Ajera or Mosaic — to avoid ordering conflicts.

4. Hold Status — Phases

Definition

Maps the Ajera "Hold" phase status to a corresponding Mosaic Phase status. This status will automatically update based on any changes in Ajera.

Settings Choices

• Not Started
• Hold (default)
• Active
• Complete

In Mosaic

When an Ajera Phase is marked as Hold, the linked Mosaic Phase will automatically update to the selected status. The change applies when the status is updated in Ajera.

5. Work Hold Status — Phases

Definition

Maps the Ajera "Work Hold" phase status to a corresponding Mosaic Phase status. This status will automatically update based on any changes in Ajera.

Settings Choices

• Not Started
• Hold (default)
• Active
• Complete

In Mosaic

When an Ajera Phase is marked as Work Hold, the linked Mosaic Phase will automatically update to the selected status. The change applies when the status is updated in Ajera.

6. Closed Phases Status

Definition

This setting defines what Mosaic Phase status should be applied when a Phase is linked to a Closed Phase in Ajera. It controls how Mosaic reflects Ajera's "Closed" state on the Mosaic side when statuses are transferred.

In Mosaic

Note about closed phase status: this setting updates and applies changes when Phase statuses are transferred. If you change the selection here, linked Phases may be updated on the next status transfer to match the new rule.

Best practice: choose a closed-phase status that aligns with how your team reports on historical work (for example, "Complete" if you want it counted as finished work).

7. Phase Dates Source

Definition

Determines which Ajera date fields are used for Phase start and end dates in Mosaic.

In Mosaic

Ajera phases use Estimated Start Date / Actual Start Date and Estimated Completion Date / Actual Completion Date. Phase dates are transferred to Mosaic based on the Project and Phase Dates setting. Dates are one-way sync only from Ajera to Mosaic on link; changes made in Mosaic do not push back to Ajera.

1. Linking Method

Definition

This setting determines how Ajera work categories (activity codes) are connected to Mosaic. Work categories classify the type of work being performed (e.g., Design, Project Management, Research) and are used to categorize time entries.

📘

Work Categories require an ODBC connection for Ajera Cloud. If you do not have ODBC configured, Work Categories will not be available for syncing. See the ODBC setup instructions.

Settings Choices

• Manually linked — No Work Categories will be automatically linked. You choose which Ajera work categories to import and link individually.
• Automatically linked (Recommended) — All Work Categories that meet the specified criteria will be automatically linked. Work Categories that do not meet the criteria may be manually linked.

In Mosaic

When set to Manually linked, you maintain full control over which work categories exist in Mosaic, but must manually manage the linking as new categories are created in Ajera.

When set to Automatically linked, work categories are imported and linked automatically using system matching logic. This is the recommended approach for minimal maintenance. Choose Manually linked if your firm needs tighter control (e.g., inconsistent naming conventions between systems or multiple Ajera categories that should be handled differently in Mosaic).

📘

Mosaic exclusively syncs Activities and Transactions that have the Activity Type set to Labor. Activities and Transactions with Activity Types like Expense, Consultant, Finance Charge, or None are not synchronized by Mosaic.

1. Transfer

Definition

This setting controls whether time entries from Ajera are transferred to Mosaic at all. Time entries are records of a member's actual hours spent on projects, usually entered on timesheets.

📘

Time Entries require an ODBC connection for Ajera Cloud. The Ajera Cloud API does not expose time entry data directly. If you do not have ODBC configured, you can import time entries via CSV. See Ajera Cloud Time Entry Export for instructions.

In Mosaic

When time entries are transferred, they appear in project Spent tabs, power budget analysis, and enable management features like approve/reject, billable overrides, rate resets, and bulk edits. Time entries also support compliance monitoring via the Timesheet Status Report. Importing time entries is highly recommended, as it enables accurate planned vs. actual budget comparison and supports forecasting across all projects.

When set to Do not send time entries, no time entry data will flow from Ajera. You can still import time entries via CSV or enter them manually in Mosaic.

2. Time Entry Billable Status

Definition

This setting controls whether the billable status of individual time entries from Ajera is transferred to Mosaic. The billable status indicates whether the recorded hours are chargeable to a client.

In Mosaic

When set to Transfer, time entry billable statuses stay in sync with Ajera. This ensures the Spent tab and financial reports accurately reflect which hours are billable. If you need to change a time entry's billable status, make the change in Ajera and it will reflect in Mosaic.

When set to Do not transfer, billable statuses must be managed manually in Mosaic. If you need to change a time entry's billable status and you have this selected, make the change in Mosaic instead as Ajera billable statuses are not syncing.

3. Hourly Rates

Definition

This setting controls whether time entry hourly rates from Ajera are transferred to Mosaic. These are the rates associated with each individual time entry record.

Settings Choices

• Transfer — Mosaic will transfer hourly rates from Ajera as part of ongoing syncing. If the hourly rate changes in Ajera, Mosaic will update to reflect the latest rate.
• One time at first link — Mosaic will transfer the hourly rate only when the time entry is first linked. After that, the rate is preserved even if it changes in Ajera.
• Do not transfer — Mosaic will not transfer hourly rates from Ajera. Rates will come from Mosaic-only configuration.

In Mosaic

Note about "Transfer" vs "One time at first link": if your team edits rates in Ajera after time is already entered, Transfer helps keep Mosaic aligned, but it can cause rates on linked items to change over time. One time at first link is more stable for historical consistency.

📘

Setting this to Do not transfer is the only way to have Mosaic's own member rates applied to time entries instead of the rate reflected in Ajera.

4. Time Entry Approval

Definition

This setting determines which type of Ajera approval will mark a time entry as "Approved" in Mosaic, rather than just "Submitted".

Settings Choices

• Approved by Supervisor or Accounting (Default) — Time entry is marked "Approved" in Mosaic if EITHER supervisor OR accounting approves it in Ajera.
• Approved by Supervisor — Time entry is marked "Approved" in Mosaic ONLY if supervisor approves it in Ajera. Accounting approval alone = "Submitted" status.
• Approved by Accounting — Time entry is marked "Approved" in Mosaic ONLY if accounting approves it in Ajera. Supervisor approval alone = "Submitted" status.

In Mosaic

This setting allows organizations to match their Ajera approval workflow to their Mosaic status expectations. Choose the option that aligns with your internal approval chain — flexible organizations may use "Supervisor or Accounting" while firms with strict workflows should choose the relevant single-approver option.

5. Hours Source

Definition

This setting determines which Ajera hours field populates Mosaic Time Entry hours.

Settings Choices

• Hours (default) — Uses tUnits (standard hours worked), which includes all hours spent on work regardless of whether you can bill for them.
• Billed Hours — Uses tBilledUnits (hours billed to client), which only includes the hours that translate into billable revenue.

In Mosaic

If choosing Hours: understanding total effort vs. billable effort helps identify inefficiencies or scope creep. This also gives true visibility into resource allocation and availability, and labor cost accuracy is based on actual hours worked.

If choosing Billed Hours: you will only see hours that translate into billable revenue. This keeps budgets and spent tracking aligned with what you can actually invoice clients.

6. Rate Source

Definition

This setting determines which Ajera rate field populates Mosaic Time Entry rates.

Settings Choices

• Billed Rate (default) — Uses tBilledRate (rate charged to client). Ensures your project spent amounts in Mosaic reflect actual revenue generated.
• Spent Rate — Uses tEarnedRate (actual cost of labor / employee's hourly cost to the company). Essential for calculating true project profitability.

In Mosaic

This setting affects spent amounts in Mosaic. Keep in mind that this only affects values brought in via timesheets from Ajera; if you create timesheets in Mosaic, it will use the rates you have set in Mosaic.

If choosing Billed Rate: useful for invoice reconciliation — when time entry rates match what appears on client invoices, it is easier to reconcile Mosaic data with your accounting system.

If choosing Spent Rate: helps with budgeting future projects based on actual internal costs rather than client billing rates.

7. Work Plans

Definition

Work Plans are time-based allocations that assign people to a project or phase over a set period. They help manage the Project Time Budget, balance member capacity, and mirror allocations in the Project Budget so teams know how much time to spend on each project.

Settings Choices

• Transfer — Any time work plans are added in Ajera, they will be sent to Mosaic. Changes to work plans in Ajera will overwrite the corresponding Work Plans in Mosaic.
• One time at first link — Work plans are transferred once during initial link only. Changes in Ajera after linking will not update work plans in Mosaic.
• Do not send Work Plans — No work plans will be sent from Ajera.

In Mosaic

Find work plans in Mosaic under: Home (Work Plan widget), Planner space, or Workload space.

📘

Ajera Cloud does not sync resource allocation data via the standard API. Work plan sync behavior may depend on your ODBC configuration and Ajera version. Confirm with your Solutions Engineer during onboarding.

1. Rate Groups

Definition

This setting controls whether rate groups (rate tables) from Ajera are transferred to Mosaic. Rate groups define sets of billing rates that can be associated with projects and phases.

Settings Choices

• Transfer — Mosaic will transfer rate groups from Ajera. When rate groups are created or updated in Ajera, Mosaic will bring those changes over during sync.
• Do not transfer — Mosaic will not bring over rate groups from Ajera. Rate groups must be configured in Mosaic manually.

In Mosaic

When set to Transfer, rate groups from Ajera are synced to Mosaic and kept up to date. Any changes to rate tables in Ajera will overwrite the corresponding rate groups in Mosaic. Inactive rate tables from Ajera do not sync — only active rate tables are retrieved.

When set to Do not transfer, rate groups must be configured and maintained directly in Mosaic. Choose this if Ajera rate tables are inconsistent or if Mosaic should not rely on them.

📘

Maintain either Ajera or Mosaic as the primary rate group definition source. If you choose Transfer, avoid editing rate groups directly in Mosaic, as changes will be overwritten on the next sync.

⚠️

Rate tables using mixed employee type + activity columns are not supported for auto-sync from Ajera. If your Ajera rate tables use mixed types, rate groups may need to be managed manually in Mosaic.