Applies to

Resource Management

Configure profile settings

When Resourcing Administrators set up new profiles, it's a good idea to fill in your team member's basic information. When profile settings are up to date, you can filter on these details in the schedule and reports right away.


  • Resource Management

You must have Resourcing Administrator permissions to add or update user profile information.

Basic profile details:

  • Profile image: It's nice to see your team's faces; plus, they'll appear on the organization page and the schedule. A 200 x 200-pixel crop, 300K max, works best.
  • First and last name: enter the first and last name of the person.
  • Email: where a person will receive marketing emails from Resource Management. 
  • Cell phone and office phone: add these details if applicable, so your team knows how to get in touch with this person. This information is visible on the profile page to your entire team.
  • Location: select where the person is based.
  • Employee number: populate this field if you have internal identifiers for the person and would like this information available on report exports.
  • People custom fields: additional information that adds further business logic to your organization's account.

Administrator fields:

  • Availability: Enter details such as a person's first and last day of work. When people work hours that differ from the regular work days and hours you've set in account settings, create a part-time availability for them. This will impact the person's availability on the schedule.

  • Utilization: This is a fixed number used to compare how the actual utilization compares to the target for this person. The utilization target is shown in its column in utilization reports and does not impact a person's availability.

  • Bill rate: You can choose to use a modified bill rate for this person or use the default bill rate for the person based on their discipline & role. This bill rate comes from the bill rates matrix you built out in account settings. Enter $0 if you want this person to appear as Non-Billable

  • Discipline + role: This is the team/group (discipline) and the type of work (role) this person does in your organization.

  • Approval workflow: Select who will approve this person's time and/or expenses.

  • If enabled, project owners can also approve time and expenses related to projects they own.

  • People tags: Populate tags you create in account settings here, or create new tags for people.

Contractors cannot edit profiles.

Unmanaged Resource profiles

Unmanaged Resources can use or be tracked using the Workload features in Smartsheet but cannot login to Resource Management. They do have profiles created that fully licensed users can see. Their profile shows:

  • The today tab
  • Their contact information
  • Any work they are assigned via workload tracking

Profile updates when your account uses Smartsheet Authentication


When your account uses Smartsheet Authentication, basic identity fields such as profile picture, name, email, and office/cell phone numbers are managed in Smartsheet and locked in Resource Management. Any updates you make to contact information in Smartsheet will automatically reflect in Resource Management. 

Learn more about updating contact information for others or yourself in Smartsheet.

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