Set up your account
This Help Article Appears in the Following Learning Tracks
This Help Article appears in the System Administration in Resource Management learning track. Get the most out of this learning track by starting at the beginning.
This guide covers setting up your account and helps you evaluate Resource Management to determine if it's a good fit for your team.
If you’re planning to evaluate Resource Management with a team, we recommend deciding who will be part of that group before you get started. You don't have to create multiple trial accounts for everyone who wants to be involved in testing. Create one Account Owner admin account from which you invite participating team members (we’ll walk through how to do this below). The person who creates the account will be the Account Owner.
When your team members are all evaluating the same instance, you get a more realistic view of how Resource Management works when multiple people use the software and make changes.
We also recommend you input real information to more easily identify how well Resource Management fits in with your existing process. Then, if you decide to continue with a paid subscription, you'll already have much of your account built out and be able to get started more quickly.
As a reminder, we handle all your trial data with the same strict Privacy & Security policies that we follow to protect all of our customers' data. If you ever want to close a trial account, just ask.
Account Settings is where you’ll build out company defaults and add important business information like project dropdown lists, locations, and official holidays. The Account Settings are organized so you can go through each of the sections on the left menu and add information about your company. When setting up the trial account, you must complete the following sections: Account Settings, Roles, Disciplines, Bill Rates, People and Projects.
You can also change the account owner on the settings page. Only Admins can be account owners, and there can only be one owner.
From the main Account Settings page, indicate if you want to use Resource Management for Time Tracking and what level of detail you want to track. Should you track time or not? Good question. If you’re not sure how your organization should approach timesheets, we recommend reading this article before proceeding.
If you don't plan to track time in Resource Management, keep in mind that you can always integrate with other time tracking tools to pull the same data into the App.
1. Select your Incurred Hours setting:
When you make an assignment on the schedule, time entry suggestions appear on a person’s timesheet. That person can choose to confirm or change these hours. If the hours are unchanged, they are considered "unconfirmed" in Resource Management. If the hours are changed, they are "confirmed." When looking at the burn against the project budget, you can choose to include or not include these types of hours.
If you're tracking time in Resource Management, you want to select the option for "Confirmed hours only" or "Approved hours only." This way, actual hours from the timesheets show up on the Project Status as incurred time or fees.
When your organization isn’t tracking time, you can still track incurred time using the original schedule. Select “Confirmed hours and unconfirmed past scheduled hours” for passive tracking.
You may want to start with the "confirmed and unconfirmed" setting during your free trial and change it once your team starts tracking time toward your projects.
2. Select your Time Tracking setting:
Option 1: 1/2 Days
This option is great for teams with little variation in their daily activities, typically because people are working on one or two projects at a time.
Pro: Time is entered in 4-hour increments, and the Confirm Suggestions button makes entering time a smooth, one-click process.
Con: You won’t get the same accuracy as other time entry settings.
Option 2: Hours & Minutes
This setting combines the efficiency of Half Day with the accuracy of Itemized. People can enter the exact amount of time spent on each project or phase and confirm the suggested hours for the days they work according to the plan. This design also introduces a timer (available in “Day” view), which eliminates the guesswork when it comes to entering time.
Pro: Team members can track and report on actual time spent per project without adding unnecessary steps to the workflow.
Con: This option doesn't include the ability to add categories or notes to timesheets, so you won’t get the level of detail as you would with the itemized option.
Option 3: Itemized Hours & Minutes
This is the most detailed time entry setting in Resource Management Plans. People can assign a category to each entry and add more detail in the notes field. Use these same categories to assign sub-budgets per project for an additional reporting layer.
This is the best option to select if you want to understand how long work actually took to complete and compare it against originally scheduled timeframes. Over time, you’ll be able to more accurately predict how long projects will take to complete, based on historical deltas of scheduled hours vs. actual hours spent.
When you track itemized hours and minutes, you can also select Require a category entry when entering time. Use this setting for billing clients or other projects that require detailed time entry information.
Requiring a category with each time entry deactivates the option to bulk confirm suggested hours for a given day.
Pro: Itemized Time Tracking is the most accurate choice as it lets you break down time-based on specific activities (like meetings, travel, etc.) and report on those details. Customize tasks in Account Settings > Time & Fee Categories.
Con: Since this includes the most detail, time entry will inherently take team members a little longer than with the other options
Before adding team members, it’s best to add Roles and Disciplines from your Account Settings. Disciplines are the departments in your organization (ex: Finance, Research, Visual Design), and Roles are the levels of expertise you use (ex: Director, Junior, Lead).
If you're a professional services company and you charge clients for your time, we recommend using Bill Rates in your account.
You can assign a bill rate to each person based on their Discipline/Role, or they can be unique to the individual. For example, you could set up your account so that each Design Director = $200/hr (set this up in Account Settings > Bill Rates), or you could give Charlie a specific bill rate of $200/hr (set this up on the Edit screen of Charlie's profile, or when you first add him as a team member - see Step 5).
Bill Rates in Resource Management should be the external rate used to charge a client for the services. It typically includes Cost + Overhead + Markup.
If you don't want your team to view project financials or bill rates, you can hide this information by setting their permission level.
Now you can add and invite other people on your team to join your account.
1. Add a roster of team members and needed placeholder resources.
We recommend adding all the resources you plan to include in the software (you have unlimited seats during your trial), but only send invitations to your core group of Resource Management testers.
2. While only first and last names are required to add a person, you can add more properties later on to filter or group your team.
Once all of your people are added, you can immediately invite them to your account or hold off and do this later on. They’ll receive an email to accept your invitation and create a login. Some additional properties you can add are locations (city, county, team, etc.), bill rates, utilization targets, and any other Custom Fields that your organization uses to group people, such as skill sets, the person’s manager, certifications, etc.
3. When all of your people are added, you can immediately invite them to your account or hold off and do this later on.
Once invited, they’ll receive an email to accept your invitation and create a login. Before giving access, check the permission levels for each person to make sure they can view or make changes as desired.
When staffing a project, you don’t always know who you'll need for your projects. Setting up Placeholder Resources gives you the flexibility to hold a project assignment without having a specific person to assign it to.
We recommend adding about 2-5 projects during your trial, so you can focus your time on building them out to test and understand how your process maps to Resource Management. As with the bulk people import, be sure to complete all columns and remove any pesky extra spaces that can show up before or after your values.
Now that you’ve added the basics of each project you’ll be using to test Resource Management; you can build them out in more detail on the Project Page with phases, budgets, team members, and tasks.
You have Account Settings, people, and a few projects. Look at the schedule to see who’s working on what, when people will become available, when projects are coming up, and more.
TIP: Collapse the schedule view to see a condensed view of your team's availability. Select the drop-down menu above your team on the People View of the schedule and select Hide All Details.