Resource Management People Settings

Resource Management has six different permission levels. Only Administrators can set permission levels for people. By default, new people are assigned the Team Member permission level.

Change the permission level in Account Settings under People, or in the edit form for each person in their profile settings page.

Administrator

People with Administrator level access can change company account settings, alter schedules, adjust bill rates, add/remove people and projects, reset passwords, and confirm others’ time.

Project Manager

People at the Project Manager level have the ability to adjust schedules and allocate people to different projects.

Scheduler

The Scheduler permission level is meant for people who make day-to-day changes to the Schedule, but should not have access to the project’s settings. They have all the permissions of the Project Manager, except the ability to create/edit projects, add/invite people, edit account settings, edit people profiles, and confirm others’ time.

Team Member

The Team Member permission level allows the person to see information on all projects and people within the organization, including budgets and other financial details. However, Team Members cannot edit assignments.

Restricted Team Member

People with the Restricted Team Member permission level have the same access as Team Members, with the exception that they cannot see any financial details and Analytics.

Contractor

These people can only view their personal page for time tracking and projects they’re assigned to. Contractors can account for time only on projects that they’ve been assigned to by an Administrator or Project Manager.

Permission levels and capabilities

The following table lists which capabilities each permission type allows a person to access.

Assigning roles and disciplines to people allows you to set up bill rates for roles and disciplines that people can automatically adopt from your bill rate matrix. It also for detailed analysis per Role and Discipline in the Analytics section.

While individuals may have different roles or disciplines for projects, you can only assign one primary Role and Discipline per person. 

To create roles or disciplines:

1. Go to Account Settings >Settings.
2. On the left menu, select Role or Discipline, then enter the new Role or Discipline. 

Sample Roles

Role indicates the level or title of the person within the organization. 

Examples include:

• Junior
• Senior
• Director
• Associate

Sample Disciplines

Discipline indicates the type of work a person does within the organization, most often what department they’re in. 

Examples include:

• Design
• Strategy
• Research
• Development
• Account Management

Use bill rates to track the monetary amount of both incurred and future scheduled hours. Ultimately the bill rate that’s stored within the project (in project settings), is the rate used for the calculation.

In Account Settings, you can set up the source bill rate matrix that’s used each time a new project is created. Once a project is created, bill rates are established and any modifications to bill rates will need to be made at the Project level. Changes to the source bill rate matrix.

When you assign someone to a project, Resource Management will find the right rate to apply, using the following rules: do not affect existing or past projects

How to create the default bill rates matrix in Account Settings

The default bill rate is applied to all people in the organization. This is useful when your organization uses a blended rate. You can create exceptions for either specific roles or disciplines by adding them to the matrix of bill rates. Roles or disciplines that do not have a set bill rate will use the default rate.

To define the bill rate rate for a role and discipline, fill out the bill rate in the field where the two intersect. When the discipline and role have been assigned to a person, the system will automatically apply the corresponding bill rate.

If an entire discipline or group of roles uses the same rate, you can specify that by only building out one row or column

Rates from the bill rate matrix can be overridden by a rate specified within a person’s profile.

Managing Bill Rate Changes

When someone on your team gets promoted or their bill rate changes, change their role or discipline in their Profile Settings. It will change their rates for all projects moving forward. None of your existing projects will be impacted.

If you want to change the bill rates for existing projects, modify their bill rate in each project in the Edit Project settings. You can choose to apply increased rates to the whole project or to specific phases.

For example: Joe’s bill rate increased from $75/hr to $100/hour in February. You can change his rate to $100/hr for the projects he’s currently assigned to, and it will apply the rate to all hours on that project. I can also add this new $100 rate to only the phases that occur after February. This way the first part of the project bills at $75/hr and the second part at $100/hr.

Because bill rates are typically tied to contracts, rates are not automatically updated for existing projects when someone is promoted. Resource Management assumes you will still bill them out at the old rate for the remainder of the project, but pay them more (i.e. make less profit).

Resource Management provides spreadsheet templates so you can add or update multiple profiles at once. Download the template, fill out the fields, and import your data back into Resource Management.

Prepare your data

To add new people

1. Go to Settings > Account Settings > People.
2. Select Add/Update People.
3. Select Download Template. 
4. Using a spreadsheet program, add new people by filling in their information into blank rows.
5. Save the file as a CSV UTF-8.

To make updates to people already in Resource Management

1. Go to Settings > Account Settings > People.
2. Select Add/Update People.
3. Select Export People List.
4. Using a spreadsheet program, change the existing people attributes you want to update.
5. Save the file as a CSV UTF-8.

Tips and Tricks

• Make sure to encode CSV files in UTF-8 to prevent errors on rows with special characters.
• Each person is required to have a first name or email, permission level, and license type. All other fields are optional.
• First and last day of work dates must be in YYYY-MM-DD format.
• Permission level and license type must exactly match how they’re defined in Resource Management.
• You can create new roles, disciplines, and locations in this spreadsheet. 
• Custom field values entered in this sheet must match available options in Account Settings > People Custom Fields.
• To save time combine new people and profile updates in the same file and upload them together.
• Ensure your device's regional settings are set to have a comma as its default for list separators.

Upload your list

1. Go to Settings > Account Settings > People.
2. Select Add/Update People.
3. From the Add/Update People page in Account Settings, select Choose file and select your updated CSV file.
4. If you'd like to send an account invite to all newly added and/or updated Licensed Users, check the box.
5. Click Upload.

You can navigate away from the page once the upload starts (the import will run in the background) and you'll receive an email when it's complete.

If there were any errors during the import, the email will include a link to the status page. Click the link to download a list of errors with directions on how to fix them.

Column inputs and formatting

This table provides details for each column in your spreadsheet.

Use Placeholdersto schedule a project when you don’t yet know who will be performing the work. Like people, Placeholders can have a role, discipline, and a custom bill rate, so you can see how their assignments impact your project budgets. Placeholders also allow you to use an image based on an abbreviation and colors so you can quickly differentiate these team members from your other staff.

Placeholders help you with some of the most important tasks in your organization:

• Budgeting a project:  Placeholders allow you to create assignments for specific roles and disciplines, without impacting anyone's actual schedule or utilization. The placeholder can be set up with any bill rate you’d like, giving you accurate quotes for new business.

• Resource Manager workflow:  Account managers can use Placeholders to request a team member from a resource manager. An assignment for a placeholder lets the  Resource Manager know someone needs to be assigned to that project.

• Projecting staffing needs: Use Placeholders to schedule future projects. Once they’re scheduled, utilization reports will show you what disciplines can handle the workload and where you may need to hire help.

• New hire or position: Want to see the impact a new hire will make to your workload? Placeholders are a great way see the difference. When you hire, you can reassign those assignments to the new person on your team.

Creating Placeholders

• Go to Placeholders in the Settings > Account Settings menu.

Adding Placeholders on the Project Page

Add Placeholder assignments from either the Project Schedule or the Project Worklist.

On the Schedule: 

1. Click on a phase or any white space on the Schedule.
2. Select Add Team Member to apply filters or to search for the name of the appropriate Placeholder.

On the Worklist: 

1. Hover or click on the name of the project or phase and then select Add Team Member.
2. Search for the name of the appropriate Placeholder.

Adding and Filtering Placeholders on the Schedule

You can add Placeholder assignments to the schedule just like an assignment for any person.

• To create a new assignment, click on any white space on the Schedule and select New Assignment.

Placeholders appear at the bottom of the schedule. Use filters to find the Placeholders and People you’re looking for. Placeholder assignments appear semi-opaque, indicating that those assignments belong to a Placeholder.

Use the Assignment Status filter to view assignments for staff or for Placeholders. Confirmed assignments are staffed to People in the account, while Placeholder assignments are specifically for Placeholder team members.

Finding Placeholders in Reports

• Change your filter criteria to find the Placeholders and People you’re looking for.
• Group your reports by Assignment Status to separate Placeholder assignments from Confirmed assignments.

Add People Tags to identify skills or other unique characteristics for people. You can search tags or skills in Reports and on the Approvals page.

To increase the depth and usability of employee profiles by adding properties like skills, certifications, managers, and organizational structure, use Custom Fields.

Some examples of People Tags are:

• Java
• Mentor
• French-proficient
• UX/UI
• Storytelling
• Sketching
• Baking cupcakes

Only Administrators can create and add People Tags to a person's profile.

People can have multiple tags. Create tags in Account Settings > People Tags, or on the Edit Profile page.

If you delete or update a People Tag in Account Settings, it changes for everyone who uses that tag. 

When Administrators and Project Managers set up new profiles, it's a good idea to fill in your team member’s basic information. That way, you can filter on these details in the Schedule and Reports right away. 

Basic profile details:

• Profile Image: It's nice to see your team's faces, plus, they'll show up on the Organization Page and on the Schedule. A 200 x 200 pixel crop, 300K max, works best.

• First and Last Name: Enter the first and last name of the person

• Email: Where a person will receive marketing emails from Resource Management. This is not necessarily their login email. Their login email is the email where they first received an invitation email to join the team’s account. Changing this email after the account has been established will not change the login email. If you need to change the login email, please reach out to support for assistance.

• Cell Phone and Office phone: Add these details if applicable, so your team knows how to get in touch with this person. This information is visible on the Profile Page to your entire team.

• Location: select where the person is based.

• Employee Number: Populate this field if you have internal identifiers for the person and would like this information available on report exports.

• People Custom Fields: Additional information that adds further business logic to your organization’s account.

Administrator and Project Manager Fields:

• Availability: Enter details such as a person’s first and last day of work. When people work hours that differ from the normal work days and hours you’ve set in Account Settings, create a part-time availability for them. This will impact the person’s availability on the Schedule.

• Utilization: This is a fixed number that’s used to compare how the actual utilization compares to the target for this person. The utilization target is shown in its own column in utilization reports and does NOT impact a person’s availability.

• Bill Rate: You can choose to use a modified bill rate for this person or use the default bill rate for the person based on their discipline & role. This bill rate is pulled from the Bill Rates matrix you built out in Account Settings. Enter $0 if you want this person to appear as Non-Billable.

• Discipline + Role: This is the team/group (discipline) and the type of work (role) this person does in your organization.

• Approval Workflow: Select who will approve time and/or expenses for this person.  

• People Tags: Populate tags you create in Account Settings here, or create new tags for people.

NOTE: Contractors are unable to edit their profile.

The default work week for your organization is set in Account Settings. This default work week informs the allocation % target on the schedule so you can schedule your team for 100% of their available time. For example, 40 hours a week would be 100% allocation.

Administrators can add or update availability information for people who don't use the default work week.

To set availability for a specific person:

1. Go to Settings > Account Settings and click People.
2. Click the name of the individual and make adjustments in the Availability section.

Only assignments created or modified after you set part-time availability setting are affected; you may need to modify existing assignments to reflect updated availability Prior assignments will still show full time availability. 

If a person has zero hours available on any given day, that day is considered a non-working day. Assignments that overlap with a non-working day are removed from timesheet suggestions and do not count towards the project budget in reports

Time suggestions (unconfirmed hours) will not be scheduled if a person is unavailable.

Set first and last days of work

Team members are considered unavailable before their first day of work and after their last day of work. 

To set a first and last day for work:

1. Go to the People page and select Edit Profile. 
2. In the Availability section, enter a first and last day for work. 

Set  permanent part-time availability

For people who have availability that differs from the default settings: 

1. Open the profile of the person whose availability needs adjustment by navigating to Account Settings > People.
2. Click the Add part-time availability button in the person’s profile.
3. In the Start Date and End Date boxes, set the dates: enter the start and end dates to indicate when the working duration will differ from the default work week for your organization. 

If the individual will have part-time availability for an indefinite amount of time, leave the End Date box empty.

Set a temporary part-time availability

If a person is temporarily unavailable during a specific period of time, set a part-time availability block in their profile:

1. Navigate to Account Settings > People.
2. Click the Add part-time availability button in the person’s profile.
3. In the Start Date box, select the first day you want them to show as unavailable and in the End Date box, select the date for the last day they will be unavailable. 
4. In the Monday – Sunday boxes for this part-time block, type 0.

Resource Managementwill show this person is no longer available.

You can create a list of your office locations, allowing you to associate a person with a location.

Locations can be used when sorting or filtering people on your organization page, or they can be used as search criteria for reassigning items on the Schedule.

To manage locations:

1. Go to Settings > Account Settings.
2. On the left side, click Locations. 

People in Resource Management can only have one discipline and role. This is set in their personal profiles.

You can, however, change bill rates for a person using project phases.

For example, Joe could be working on the QA phase of a project with a one bill rate, then work as Technical Adviser for another phase of the project at a different bill rate.

To account for the different bill rates, edit the phases and change the rates.

1. In Project Settings, click the Phase you want to work with. 
2. Under BIll Rates, select Set different bill rates for this phase.
3. Enter any new bill rates and then, at the bottom of the page, click Save.