Resource Management manage my people

Resourcing Administrators can add, remove, and update people on the account.

To add a person, you must include their first name, last name, and permission level. Other attributes are optional. You can invite them to the account immediately or later by sending an invitation from their Update Profile page. (To get there, start at their profile page and select the Edit Profile button. )  

To notify the recipient, you must include the recipient’s email address and select Invite this user. When you select the Invite this user check box, you enable sign-in access for the team member.

People who have received or accepted an invitation count toward the number of Licensed Users in your subscription.

You can also add team members who don't have access to your account as Managed Resources. These people count toward the number of Managed Resources in your subscription.

Add multiple people at once

You can add multiple people by preparing a list in a spreadsheet program and importing that information into Resource Management. In the spreadsheet, fill out first and last names, email addresses, permission levels, disciplines, and roles for each person you want to add.

The permission levels, disciplines, and roles in this list must match your account settings for people. 

Learn how to import multiple people.

Manage freelancers or contractors

If you want freelancers to track their time on projects, you can invite them and give them a way to sign in, like other people in your account. You pay for Licensed Users who can sign in, so once the job is complete, you can archive that freelancer and use their license for someone else. Some customers have a few rotating seats designated for freelancer use.

If you don't need to account for freelancers' time and want to track their cost to the project, add them as expenses against the project budget.

To restrict freelancer access to company-wide information, set their permission level to Contractor.

You can create resources to represent meeting rooms or equipment. This way, you know when certain meeting rooms are booked and when certain pieces of equipment will be unavailable.

If you use the Smartsheet integration, each Managed Resource needs a legitimate email address associated with it. 

If you don't use the Smartsheet integration, then you can create a placeholder email address, such as truck1@yourcompany.com, truck2@yourcompany.com, etc. for your Managed Resources. 

You can't track expenses for Managed Resources. 

Resourcing Administrators manage the paid users on an account.

About archiving people

You can archive paid users and managed resources. Archiving users:

• Prevents them from accessing Resource Management
• Removes them from teams on your organization page
• Removes them from the schedule

Assignments for the archived person remain on the project page so that a project manager can reassign any remaining work to another person or placeholder.

Resource Management saves all data for the archived person.

Finding an archived person

The People section of Settings lists archived people. Check the list if you archive a set of users and then plan to either delete them or change their roles.

When you archive someone, they no longer count toward the number of Paid Users or Managed Resources in your account.

Best practice for contractors

If you regularly have contractors or temporary workers working for your organization, invite them at the Contractor permission level. Set their start and end dates in the Availability section of their personal profile. When they finish the project, archive them in Account Settings to revoke their access to Resource Management.

Archived users without a defined first and last day of work will continue appearing in reports. To exclude an archived user from reports, unarchive them, add a first and last day of work in the past, and then archive them again.

Change a person's role

When you change a person's role, you lose all the data associated with their prior role. It's best to archive them first to keep their data, then reinvite them to Resource Management using the same email address.

1. Archive the person first (see below). The archive gives you historical reporting for that role and any reporting fields.
2. Add the person again, using the same email from the previous role and the new role and fields.

Archive a person

1. Go to the person's page. In the top-right corner, select the Edit Profile button.
2. At the bottom of the Update Profile page, select the Archive button.

Change a paid user to a managed resource

To change a paid user to a managed resource:

1. Open Settings.
   1. In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
   2. In standalone Resource Management, select Settings > Account Settings.
2. From the list on the left, select People.
3. Select the person whose status you want to change, and then select Change to Managed Resource.

Deleting people

You can't undo a deletion.

Once a person’s profile is deleted, all data associated with that person is deleted from Resource Management and can't be restored.

Delete a person

1. Archive the person first (see above).
2. Open Settings. 
   1. In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
   2. In standalone Resource Management, select Settings > Account Settings.
3. From the list on the left, select People.
4. Scroll down to the Archived list and select the name of the person you want to delete. This opens their profile page.
5.  In the top-right corner, select the Edit Profile button.
6. At the bottom of the Update Profile page, select the Delete button. 

Licensed users

Licensed Users can log in and access Resource Management.

Depending on their permission level, licensed users can have varying levels of access to track and/or approve time, plan projects, manage staffing and schedule, add or modify user profiles, and report on resource management data.

Only Licensed Users can track time on projects.

Managed Resources

Managed Resources are the people (or other assets, like conference rooms or equipment) you assign to projects and manage their overall schedule. You can assign skills, roles, and disciplines for Managed Resources, and you can fully track them in the same way as licensed users. However, Managed Resources can't access Resource Management.

Unmanaged Resources

Unmanaged Resources are user accounts created for users assigned work via Workload Tracking feature in Smartsheet who are not already licensed users or Managed Resources. Unmanaged Resources can't sign in to Resource Management. These profiles are free, and they're created for: 

• The creator of the project plan sheet
• Smartsheet users assigned work in the sheet
• Licensed users shared to the sheet at Editor or above when they open the Resource Management Panel

Once Unmanaged Resource profiles are created, each person's availability and allocation can be tracked on the Workload Schedule and Workload Heatmap. Learn more about Unmanaged Resources. 

Review your subscription

Licensed users and Managed Resources are sold in separate amounts. To see your current subscription levels, review the People section of Account Settings. 

1. Open Settings.
   • In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
   • In standalone Resource Management, select Settings > Account Settings.
2. From the list on the left, select People. 

Change your subscription

You can request a change to your current subscription from the Billing section of Account Settings.

1. Open Settings.
   • In Resource Management in Smartsheet, select the kebab menu in the top-right corner, then select Settings. 
   • In standalone Resource Management, select Settings > Account Settings.
2. From the list on the left, select Billing.
3. Select the Modify Plan button.
4. Complete the form.