It's best practice to fill in your team member's basic info when setting up a new profile.
USM Content
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.
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, the image appears on the organization page and the schedule. A 200x200-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's based.
- Employee number: populate this field if you have internal identifiers for the person and want 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 impacts 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 doesn't impact a person's availability.
Bill rate: You can 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 can't edit profiles.
Unmanaged Resource profiles
Unmanaged Resources can use or be tracked using the Workload features in Smartsheet, but can't sign in 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 automatically update in Resource Management.
If you don’t have a profile image in Smartsheet but do in Resource Management, the Resource Management image continues to be used in Resource Management.
Resource Management respects the visibility settings for your profile image in Smartsheet. To adjust these settings in Smartsheet, select your profile image or the avatar icon, then select Personal Settings. Next to Visibility, select Customize. Now you can set your visibility settings.
Learn more about updating contact information for others or yourself in Smartsheet.