This video provides an overview of how to manage and allocate resources within the platform. You will learn how to create resource profiles, track availability, and assign team members to specific tasks.
What are resource profiles?
To get started with resource management, you need to understand resource profiles. These act as the foundation for how you track your team's time and skills within the system. You can set up individual profiles for every member of your team to ensure their capacity is accurately reflected.
💡 Action Steps
Navigate to the Resources menu
Select Resource Profiles
How do I create a new resource?
When you want to add someone new to the system, you click the 'New Resource' button. From here, you'll enter their name, their primary role, and their standard working hours. This ensures the system knows exactly how much time they have available for project work each week.
💡 Action Steps
Click the New Resource button
Enter the resource name and role
Define standard working hours
How do I set resource availability?
Managing availability is key to avoiding burnout. You can go into the availability tab for any resource to mark off holidays, sick leave, or non-working days. Simply click on the calendar dates and select the type of leave you want to apply to their schedule.
💡 Action Steps
Open the Availability tab
Select specific dates on the calendar
Apply the leave type
How do I view the resource grid?
The resource grid gives you a bird's-eye view of your entire team. You can see who is over-allocated and who has extra capacity. The colors on the grid indicate workload levels, where red typically means they are overbooked and green means they have space for more tasks.
💡 Action Steps
Select the Resource Grid view
Review the color-coded workload indicators
How do I assign resources to tasks?
To assign a resource, you find the specific task in your project and open the assignment window. You can search for the resource by name or by skill set. Once you find the right person, click 'Assign' to link them to that work item.
💡 Action Steps
Open a task within a project
Click on the Assignee field
Search for the resource and click Assign
How do I manage resource skills?
You can tag resources with specific skills to make them easier to find later. Go to the 'Skills' tab within a resource profile and check the boxes next to the relevant expertise. This allows you to filter your resource list by specific qualifications when planning a project.
💡 Action Steps
Navigate to the Skills tab
Select relevant expertise tags
Save the updated resource profile
How do I resolve allocation conflicts?
If you see a resource highlighted in red, you have an allocation conflict. You can resolve this by clicking on the red block to see which tasks are overlapping. From there, you can drag and drop a task to a different date or reassign it to another team member who has availability.
💡 Action Steps
Identify red allocation blocks
Click the block to view overlapping tasks
Drag tasks to new dates or reassign to another user
How do I run resource reports?
To get a detailed breakdown of how your resources are spending their time, you can run a resource report. Go to the reporting section and select 'Resource Utilization'. You can filter this by date range, department, or individual resource to see productive versus non-productive time.
💡 Action Steps
Go to the Reporting section
Choose the Resource Utilization report
Apply filters for date range and department