Resource Management People Settings

Learn about the areas in Account Settings that impact key settings for your people such as setting up default roles and disciplines, a bill rates matrix for your organization, and locations.

When Administrators create a person’s profile, they have the ability to edit and set key information.

Set permission levels for people

APPLIES TO

  • Resource Management

RELATED CAPABILITIES

Who can use this capability?

You must be an Administrator to set permission levels for people.

Resource Management has seven different permission levels. Only Resourcing Administrators can set permission levels for people. By default, new people have Portfolio Viewer permission level.

Resourcing Administrator

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

Portfolio Editor

People at the Portfolio Editor level (previously named Project Manager) have the ability to create new projects or modify any existing project in the system. They can also adjust schedules for any project and allocate anyone to different projects.

People Scheduler

The People Scheduler permission level (previously named Scheduler) 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 Portfolio Editor, except the ability to create/edit projects, add/invite people, edit account settings, edit people profiles, and confirm others’ time.

Portfolio Reporter

The Portfolio Reporter permission level (previously named Team Member) allows the person to see information on all projects and people within the organization, including budgets and other financial details. However, Portfolio Reporters cannot edit projects or assignments.

Portfolio Viewer

People with the Portfolio Viewer permission level (previously named Restricted Team Member) have the same access as Portfolio Reporters, except that they cannot see any financial details and Analytics.

Project Editor

People with the Project Editor permission level can create and manage projects but cannot access or modify the sensitive details of projects owned by others. They can assign people to their projects but cannot edit the assignments on projects owned by others. When assigned to someone else’s project, Project Editors have the same access to that project as a Portfolio Viewer.

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 a Resourcing Administrator or Portfolio Editor.

Permission levels and capabilities

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

 

Resourcing Administrator

Portfolio Editor

People Scheduler

Portfolio Reporter

Portfolio Viewer

Project Editor

Contractor

Edit account settings

Yes

No

No

No

No

No

No

Add and invite users

Yes

No

No

No

No

No

No

Create new projects

Yes

Yes

No

No

No

Yes**

No

Approve time and expenses

Yes

Yes

Yes*

Yes*

Yes*

Yes*

Yes*

Edit projects

Yes

Yes

No

No

No

Yes**

No

Create assignments

Yes

Yes

Yes

No

No

Yes**

No

Edit schedule

Yes

Yes

Yes

No

No

Yes**

No

Analytics and reports

Yes

Yes

Yes

Yes

No

Yes**

No

See financials

Yes

Yes

Yes

Yes

No

Yes**

No

View all projects

Yes

Yes

Yes

Yes

Yes

No

No

View schedule

Yes

Yes

Yes

Yes

Yes

Yes

No

View assigned projects

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Track time

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Enter expenses

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Add tasks

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Update status

Yes

Yes

Yes

Yes

Yes

Yes

Yes

*When mapped as another person’s approver

**Only projects owned by the person

 

 

 

 

Assign Roles and Disciplines

APPLIES TO

  • Resource Management

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

 

Configure Bill Rates in Account Settings

APPLIES TO

  • Resource 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

Bill Rate Rules

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.

Bill Rate DefaultTo 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.

Bill rate role and discipline

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

Bill rate same rate across disciplines

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

Bill rate override

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).

Import or update multiple people at once

APPLIES TO

  • Resource Management

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 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 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. Use a spreadsheet program to change the people attributes you want to update.
  5. Save the file as a CSV UTF-8.

Tips and Tricks

  • Ensure to encode CSV files in UTF-8 to prevent errors on rows with special characters.
  • Each person must 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 their settings 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.
  • Ensure your device's regional settings use a comma as the 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 invitation 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.

The email will include a link to the status page if there were errors during the import. Click the link to download a list of errors with directions on fixing them.

Column inputs and formatting

This table provides details for each column in your spreadsheet.

Fields

Required field

Description

Formatting requirements

user_id

Yes* (for editing users)

The User ID stores all of the user attributes assigned to them. Exporting the people list will include User IDs for existing users.

Must be a valid User ID in the organization.

 

To create new users, leave the User ID column blank.

 

To update attributes for existing users, leave their User ID intact.

first_name

Yes

Add the first name of a user.

0-255 characters

last_name

Optional

Add the last name of a user.

0-255 characters

email

Yes

Add the email address for the user. Note that a user’s profile email differs from their login email. See Update Login Email for instructions on how to edit login emails.

user@domain.com

permission_type

Yes

Set the permission level for the user. Note that users can change their permission type using the importer.

Resourcing Administrator

Portfolio Editor

People Scheduler

Portfolio Reporter

Portfolio Viewer

Project Editor

Contractor

license_type

Yes

Set the license type for the user. Note that users can change their license type using the importer.

licensed

managed_resource

discipline

Optional

Add the team/group for the user. A new discipline will be created if it doesn’t already exist.

0-255 characters

role

Optional

Add the type of work for the user. A new role will be created if it doesn’t already exist.

0-255 characters

location

Optional

Add the location where the user is based. A new location will be created if it doesn’t already exist.

0-255 characters

first_day_of_work

Optional

Add the user’s first day of work. This value affects the user’s starting availability.

Date format: YYYY-MM-DD

last_day_of_work

Optional

Add the user’s last day of work. This value affects a user’s ending availability.

Date format: YYYY-MM-DD

mobile_phone

Optional

Add the user’s mobile phone number. This value is visible on a user’s profile page.

0-255 characters

office_phone

Optional

Add the user’s office phone number. This value is visible on a user’s profile page.

0-255 characters

employee_number

Optional

Add an internal employee identification number. This value appears in report exports.

0-255 characters

utilization_target

Optional

Add a fixed number for the user’s utilization target. The target is visible in utilization reports and does not impact a user’s availability.

Must be a number

 

If this value is blank, 100 will be applied

billrate

Optional

Add a modified bill rate for the user or use the default bill rate based on their discipline and role.

Modified bill rate must be a number.

 

[default] applies the default bill rate based on discipline and role

 

If this field is blank, [default] will be applied

people_tags

Optional

Add tags to identify skills or other unique characteristics for the user.

0-255 characters

 

Separate multiple entries with a semicolon.

approvers

Optional

Add or remove approvers for the user.

Must be a valid User ID in the organization.

 

Separate multiple entries with a semicolon.

CF_## “name” (text field)

Optional

Add a string of text to the custom field.

0-255 characters

CF_## “name” (dropdown)

Optional

Set an existing custom field value for the user.

Ensure that any values entered in this column are saved as options for this field in the Account Settings > People Custom Fields page

CF_## “name” (multi-select dropdown)

Optional

Set existing custom field values for the user.

Ensure that any values entered in this column are saved as options for this field in the Account Settings > People Custom Fields page.

 

Separate multiple entries with a semicolon.

 

Use Placeholders in projects

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.

 

Use People Tags to Assign Skills

APPLIES TO

  • Resource Management

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. 

Configure Profile Settings

APPLIES TO

  • Resource Management

When Administrators 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 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.

Configure Availability for an Individual

APPLIES TO

  • Resource Management

RELATED CAPABILITIES

Who can use this capability?

You must have Administrator-level permissions to add or update user profile information.

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.

Availability window

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.

Create and Manage Locations

APPLIES TO

  • Resource Management

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

Manage Bill Rates for Multiple Disciplines and Roles

APPLIES TO

  • Resource Management

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

 

Different bill rates phase