Resource Management provides spreadsheet templates to add or update multiple profiles simultaneously.
Prepare your data
To add new people
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, and select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select People from the left menu.
- Select Add/Update People.
- Select Download Template.
- Using a spreadsheet program, add new people by filling their information into blank rows.
- Save the file as a CSV UTF-8.
To make updates to people already in Resource Management
- Open Account Settings.
- Select People from the left menu.
- Select Add/Update People.
- Select Export People List.
- Use a spreadsheet program to change the attributes of the people you want to update. Be sure to fill in people’s custom fields where applicable.
- Save the file as a CSV UTF-8.
Tips and tricks
- Ensure to encode CSV files in UTF-8 to prevent errors on rows with special characters.
- Each person must have a first name or email, permission level, and license type. All other fields are optional.
- The first and last day of work dates must be in YYYY-MM-DD format.
- The permission level and license type must match the settings in Resource Management exactly.
- You can create new roles, disciplines, and locations in this spreadsheet.
- Custom field values in this sheet must match available options in Account Settings > People Custom Fields.
- Combine new people and profile updates in the same file to save time.
- Ensure your device's regional settings use a comma as the default for list separators.
Upload your list
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select People from the left menu.
- Select Add/Update People.
- From the Add/Update People page in Account Settings, select Choose file and select your updated CSV file.
- Check the box to invite all newly added and/or updated licensed users.
- Click Upload.
You can navigate away from the page once the upload starts (the import will run in the background), and you'll receive an email when it's complete.
The email includes a link to the status page if there are errors during the import. Click the link to download a list of errors with directions on fixing them.
Column inputs and formatting
This table provides details for each column in your spreadsheet.
Fields | Required field | Description | Formatting requirements |
---|---|---|---|
Fields user_id | Required field Yes* (for editing users) | Description The User ID stores all of the user attributes assigned to them. Exporting the people list will include User IDs for existing users. | Formatting requirements Must be a valid User ID in the organization
To create new users, leave the User ID column blank
To update attributes for existing users, leave their User ID intact |
Fields first_name | Required field Included | Description Add the first name of a user. | Formatting requirements 0-255 characters |
Fields last_name | Required field Optional | Description Add the last name of a user. | Formatting requirements 0-255 characters |
Fields email | Required field Included | Description Add the email address for the user. Note that a user's profile email differs from their login email. | Formatting requirements user@domain.com |
Fields permission_type | Required field Included | Description Set the permission level for the user. Note that users can change their permission type using Add/Update People. | Formatting requirements Resourcing Administrator Portfolio Editor People Scheduler Portfolio Reporter Portfolio Viewer Project Editor Contractor |
Fields license_type | Required field Included | Description Set the license type for the user. Note that users can change their license type using Add/Update People. | Formatting requirements licensed managed_resource |
Fields discipline | Required field Optional | Description Add the team/group for the user. A new discipline will be created if it doesn't already exist. | Formatting requirements 0-255 characters |
Fields role | Required field Optional | Description Add the type of work for the user. A new role will be created if it doesn't already exist. | Formatting requirements 0-255 characters |
Fields location | Required field Optional | Description Add the location where the user is based. A new location will be created if it doesn't already exist. | Formatting requirements 0-255 characters |
Fields first_day_of_work | Required field Optional | Description Add the user's first day of work. This value affects the user's starting availability. | Formatting requirements Date format: YYYY-MM-DD |
Fields last_day_of_work | Required field Optional | Description Add the user's last day of work. This value affects a user's ending availability. | Formatting requirements Date format: YYYY-MM-DD |
Fields mobile_phone | Required field Optional | Description Add the user's mobile phone number. This value is visible on a user's profile page. | Formatting requirements 0-255 characters |
Fields office_phone | Required field Optional | Description Add the user's office phone number. This value is visible on a user's profile page. | Formatting requirements 0-255 characters |
Fields employee_number | Required field Optional | Description Add an internal employee identification number. This value appears in report exports. | Formatting requirements 0-255 characters |
Fields utilization_target | Required field Optional | Description Add a fixed number for the user's utilization target. The target is visible in utilization reports and does not impact a user's availability. | Formatting requirements It must be a number
If this value is blank, 100 will be applied |
Fields bill_rate | Required field Optional | Description Add a modified bill rate for the user or use the default bill rate based on their discipline and role. | Formatting requirements The modified bill rate must be a number
[default] applies the default bill rate based on discipline and role
If this field is blank, [default] will be applied |
Fields people_tags | Required field Optional | Description Add tags to identify skills or other unique characteristics. | Formatting requirements 0-255 characters
Separate multiple entries with a semicolon |
Fields approvers | Required field Optional | Description
If project owners are enabled as approvers, they don't need to be included in this list.
| Formatting requirements Must be a valid User ID in the organization Separate multiple entries with a semicolon |
Fields CF_## “name” (text field) | Required field Optional | Description Add a string of text to the custom field. | Formatting requirements 0-255 characters |
Fields CF_## “name” (dropdown) | Required field Optional | Description Set an existing custom field value for the user. | Formatting requirements Ensure that any values entered in this column are saved as options for this field in the Account Settings > People Custom Fields page |
Fields CF_## “name” (multi-select dropdown) | Required field Optional | Description Set existing custom field values for the user. | Formatting requirements Ensure that any values entered in this column are saved as options for this field in the Account Settings > People Custom Fields page
Separate multiple entries with a semicolon |