Add people to projects

When you add or change assignments on the schedule, the project page automatically reflects the changes.

Who can use this?

Plans:

  • Resource Management

Permissions:

Resourcing Administrators, Portfolio Editors, Project Editors,People Schedulers 

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Allocate hours: fixed or flexible

Assignment allocation can be a percentage of time, hours per day, or total hours. You can use fixed hours or flexible hours.

Flexible hours

  • Percentage: Assigns hours evenly as a percentage of available hours (for example, Joe is assigned 30% of his time to Project A)
  • Hours per day: Assigns an exact number of hours per day regardless of the person’s availability (for example, Joe is assigned 4 hours per day to Project A)

Flexible hours allow you to adjust the assignment when you change the project’s length. For example, changing a person’s assignment from 50% for 6 weeks to 10 weeks requires them to work on the project longer.

Fixed hours

  • Total: Assigns a fixed number of hours distributed proportionally to the person’s availability over the duration of the assignment (for example, Joe is assigned 20 hours to Project A)

Fixed total hours keep the same number of assigned hours regardless of the assignment duration. For example, a person assigned to work for 100 hours on a project for 3 weeks will still be assigned 100 total hours if the project is extended to 6 weeks.

You can switch between the allocation types or modify the plan as needed. Any edits to the Schedule automatically update the Project Page and suggested time entries on the Personal Page.

Add assignments, team members, or phases

To create an assignment on the people schedule

  1. In people view, find the person you want to assign to a project. Click in their row on the schedule, and then select New Assignment. 
  2. Select the project or leave type you want to assign. The item will appear on the schedule. 

To create an assignment on the project schedule

  1. In the project view, click in the project row, and then select Add Team Member. 
  2. Select the team member you want to assign to the project. 

To create a phase on the project schedule

  1. In the project view,  click in the project row, and then select Add Phase.
  2. Enter the new phase's name, then press ENTER.

To adjust the details for the phase, team member, or assignment

  • Slide the ends of the project bar to adjust start or end dates. 
  • Select a phase to add team members or set the start and end dates.
  • Select the team member to edit their allocation (for example, 20% or 10 hours per day or 50 hours total).