Resource Management integrations and API

With the Resource Management API, you can retrieve and add data to the Resource Management database.

Using our API requires someone on your team to write the code to make the integration, or you can hire someone to do the integration for you.

Looking for technical details? Review our API documentation.

For more information on other ways you can get data into or out of Resource Management, check below for more details:

• Zapier
• Export to QuickBooks
• Calendar Subscriptions

Zapier is a popular third-party tool that allows you to connect Resource Management with thousands of other applications, saving you time and keeping your data accurate and up-to-date. Zapier enables you to connect Resource Management with other tools in your workflow without looking at a single line of code.

Resource Management has several Actions and Triggers with Zapier. These allow you to send and receive information between Resource Management and your other applications. Browse Zapier to see what you can map from Resource Management to your organization’s workflows.

Zapier Actions + Triggers

Actions are used to write data to Resource Management. Triggers send data to other tools when something happens in Resource Management.

Some examples of Actions and Triggers:

• Create a project when a lead is converted in Salesforce

• Create Resource Management time entries from new Harvest timesheets

• Set up a Resource Management user when you add a new team member to your CRM tool

• Send a Slack notification when an assignment is updated

• Create a Trello board when a new project is created

• Update your Google or Outlook calendar when you’re staffed on that new project

When you connect an action with a trigger, you get a "zap." Zaps can be as few as two steps, but you can add levels of complexity to your Zap, depending on your needs.

Check out some Zap Templates to give you some ideas, but they only represent a sample of what’s possible. 

Contact Resource Management support if you want more information about using Zapier and Resource Management to streamline your operational workflow.

Developers working with the API will need to review the API documentation for more information.

We’re happy to answer questions about integration options. If you want more hands-on assistance, contact your account representative to discuss having our consulting services team help you build something.

Things to know

• API access is not enabled for trials. Reach out to your CSM to enable it.
• The account owner can hide the API token and choose which Resourcing Admins are able to see it. Reach out to your account owner for the API token if it’s not shown in Account Settings. 

Contact support If you need additional assistance.

Calendar subscriptions sync one direction, from Resource Management to your calendar. Any changes you make on your calendar are not reflected in Resource Management.

The subscription URL automatically populates the calendar with your assignments from seven days in the past through thirty days in the future.

Assignments populate your calendar as private, all-day events that don’t block any time on your calendar. Calendar events include the following information from Resource Management:

• Project name
• Phase name
• Assignment (work item) name
• Assignment dates
• Client name
• Allocation
• Assignment description
• Count of assignment subtasks (completed, remaining, and total)

Enable calendar subscriptions

At the account level:

1. Open Account Settings.
   1. If you work in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
   2. If you work in standalone Resource Management, select Settings > Account Settings.
2. Scroll to the bottom to find the option to activate or deactivate calendar subscriptions. 

Once a Resourcing Administrator has enabled calendar subscriptions for the account, team members can enable calendar subscriptions individually.

At the individual level:

1. Select Settings.

2. Select My Preferences in the drop-down list. 
3. Select Enable to generate a calendar subscription URL.

Team members can use this URL to automatically sync their Resource Management assignments with their calendar clients, such as Google Calendar, Outlook.com, or Apple iCloud. 

The URL is public. If you share this link with someone else, they can view your Resource Management assignments. 

If you accidentally share this link with someone who should not have access, you can quickly generate a new link by selecting Reset URL. If you reset your URL, you must reconnect your preferred client with the new URL.

Add your calendar subscription to your preferred calendar

To add your Resource Management calendar subscription, copy your subscription URL and use the steps outlined below for your calendar client.

• Google Calendar (Note: It might take up to 12 hours for changes to show in your Google Calendar)
• iCloud (Apple Calendar)
• Outlook

Create a report

Create a report that includes the data you want to export. For example, you can create a report called October Invoicing; customize your settings as needed. You can create and export reports on projects, phases, vacation time, or whatever data you want to use in QuickBooks.

At the top of the screen, click Analytics and then apply the following settings:

• View: hours 
• Time frame:  custom date range (October 1 - October 31)
• First group by:  project (showing all projects in this time frame) 
• Then group by: team member (showing all the hours worked by all people in your company within this time frame).

Save reports to your personal page or analytics page to easily access them in the future.

Export your data

Select Export on the upper right and select Export Time Entries for QuickBooks. This will save a .IIF file, the QuickBooks specific file containing all your Resource Management data. Save this file in an easy-to-find place.

Open QuickBooks

1. Open QuickBooks. Make sure you have all of your employees with attached bill rates in the system. This is likely already set up if you’re using QuickBooks for accounting and payroll.
2. Navigate to File > Utilities > Import > Import .IIF file
3. Select the project you want to invoice. Click Create Invoice at the bottom of the page. 
4. Your invoice should pull bill rates set up in QuickBooks and align them with hours recorded in Resource Management.
    

QuickBooks data mapping

The .IFF file you download from Resource Management won’t need additional formatting for import into QuickBooks. However, make sure the data between QuickBooks and Resource Management is properly matched, and you understand where the data fields are mapped to QuickBooks.

Spelling and spacing of all your items must be exactly the same between the two systems.

QuickBooks data is mapped to Resource Management as follows:

• Quickbooks: customer = Resource Management: client
• Quickbooks: job = Resource Management: project
• Quickbooks: employee = Resource Management: people
• Quickbooks: service item or item = Resource Management: task category
• Quickbooks: notes or description = Resource Management: notes
• Quickbooks: rate = Resource Management: bill rate

There are multiple solutions to integrations. Here's a breakdown of the capabilities, implementation challenges, and costs of each method:

Exports

Use this option when you want to get data out of Resource Management. Export to .CSV to pull sets of data into Excel or another spreadsheet program.

Learn how to export data from reports.

Zapier

Zapier offers a subset of the full API through an easy-to-use point and click interface. Using Zapier does not require a software engineer to write custom code for your integration, so it can be less expensive and faster to execute than using the API. Zapier doesn't allow the robust integrations possible with our API, but is great for simple actions between tools such as creating a project or adding an assignment.

It may be the application you’re trying to integrate with isn't connected to the Zapier platform. Check the Zapier website before committing to this type of integration. Also, depending on your usage, you might need a monthly subscription to the Zapier service.

API

This is the most robust, flexible, and challenging solution to implement. This option provides the most capability for integration but requires web development skills in order to implement it effectively.

Compare integration methods

This chart gives a brief overview and comparison of the capabilities of each integration method in comparison to the website.

• Full: All features and functionality available
• Partial: Offers a subset of full features. See full documentation for details.
• Read-only: Can only view records