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 for the integration, or you can hire someone to do it for you.

For information on other ways you can get data into or out of Resource Management, check the resources below:

• Zapier
• Export to QuickBooks
• Calendar Subscriptions

The API implements standard HTTP REST operations that you can call to create, read, update, and delete Resource Management resources.

The API documentation site includes the following documentation and more.

• Getting started articles.

• Guides that detail using the product resources and integrations.

• Operation reference documentation specified using OpenAPI. You can optionally download the reference documentation as an OpenAPI specification (OAS) document file in JSON (.json) or YAML (.yaml). 

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.

If you're on a Trial plan, you can contact Support to request access.

If you're a Resourcing Administrator and you don't see the token in the Developer API tab,  contact your account owner. The account owner controls access to the token.

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

If you want to use data from Resource Management in QuickBooks, you need to create a report first and then export it.

This procedure is only for a PC desktop.

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.

1. In the top navigation, select Reports. 
2. In the top-right, select New Report.
3. In the left panel, apply the following settings:
   • View: Time & Fees > Hours
   • Time Frame: Custom Date Range
     • Start Date: October 1 
     • End Date: October 31
   • First group by:  Project (shows all projects in this time frame)
   • Then group by: Team Member (shows all the hours worked by all people in your company within this time frame)
4. Select Run Report.

Save reports to your personal page or Reports page to easily access them in the future. In the top right, select Save and choose the location.

Export your data

1. With the report open, in the top-right, select Export > Export Time Entries for QuickBooks. 
   This saves an .IIF file, the QuickBooks-specific file, containing all your Resource Management data. 
2. Download the file from Resource Management and save it where you can find it.

Open QuickBooks

1. Make sure your employees with attached bill rates are in QuickBooks. This is likely already set up if you use QuickBooks for accounting and payroll.
2. Open QuickBooks. 
3. Navigate to File > Utilities > Import > Import .IIF file and browse to your saved .IIF file.
4. Select the project you want to invoice. Select Create Invoice at the bottom of the page. 

Your invoice should pull the bill rates set up in QuickBooks and align them with the hours recorded in Resource Management.

QuickBooks data mapping

You won't need to format the .IFF file you download from Resource Management for import into QuickBooks. However, ensure the data matches between QuickBooks and Resource Management, and you understand the mapping.

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

QuickBooks data maps 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

Multiple solutions exist for integrations. Here's a breakdown of each method's capabilities, implementation challenges, and costs.

Resourcing Admins can set up integrations with the Resource Management API.

Exports

Use this option when you want to extract data from Resource Management. Export to CSV to pull 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 it is great for simple actions between tools, such as creating a project or adding an assignment.

The application you’re trying to integrate with may not be 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 to implement it effectively.

Compare integration methods

This chart gives a brief overview and compares the capabilities of each integration method 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