Resource Management

Resource Management delivers the visibility you need into team activity, without the data entry pain or extra process normally associated with resource management tools.

Get real-time information from the project sheets your team is already using as well as the ability to drill down and get detailed views of user allocations. The information is displayed in a simple dashboard showing team availability.

Follow these step-by-step instructions to set up resource management on a project sheet.

Gain Insight into Resource Allocation with Project Resource View

A resource view provides a visual way to track and review how people in your Smartsheet plan (resources) are allocated across the projects they're working on. Use resource views to make decisions about resource workloads.

For information about how to set up and enable resource management, see Resource Management and Allocation.

Before You Begin

Before you can view resources in a resource view, team members must be assigned to items in resource management-enabled project sheets as described in the Managing Resources article. 

Your Smartsheet System Admin must also do the following:

  • Designate you to be a resource viewer on the account
  • Ensure that the  people who you want to track are included on the account—they can be unlicensed users, but they must be included on the account. (For more information, see the User Management article.)

NOTE: This feature is not available for single-user plan types. (Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.)


Show Resources in Project Resource View

  1. From a sheet with resource management enabled, click Gantt View in the toolbar, and click the Project Resource View icon Project Resource View icon (under the Share button) on the right side of the window.
  2. From here, you can review the workloads of all resources assigned to tasks in that sheet.
  3. Click the name of the resource to review their allocation by project.


TIP: Click the allocation alert icon to display the project resource view.

View Resources Across Multiple Sheets

Resource viewers can review allocation across all sheets that have the feature enabled. To do this:

  1. Click the Menu icon (upper-left corner of the Smartsheet window) > Home.
  2. Right-click the Resource Views command, and click Create New View.
  3. Select the sheets or resources for which you want to see allocation and click OK.

    NOTE: If a resource is allocated to tasks in sheets that aren't shared to you, the allocation across all of these sheets will be combined and listed under Other Sheets in the Resource View.

The allocation alert icon will be displayed next to any task assigned to at least one overallocated resource. Scroll through the timeline to see the sheets where the resource is assigned to tasks, and consider reassigning some of their tasks to others.

Share or Export Resource View

To export and share the resource view,

  1. Click the Menu icon (upper-left corner of the Smartsheet window) > Home.
  2. Under Resource Views, click the view, and do either of the following:
    • To email the resource view as a Microsoft Excel (.xls) attachment, click the envelope icon  .
    • To download a Microsoft Excel (.xls) file of the resource view, click the export icon  . Click on the date range to change the time frame that is displayed in the view.

Create a Custom Resource View

Use a custom resource view to create a more relevant data set:

  1. Click the Menu icon (upper-left corner of the Smartsheet window) > Home.
  2. Right-click the Resource Views command, and click Create New View.
  3. Choose the desired filter:
    • By User will show all projects where the specified resources are assigned to tasks.
    • By Project will show a list of resources assigned to tasks in the specified projects. The view will include the other projects where those resources are assigned so you can identify potential scheduling issues.
    • By Groups will show all projects with tasks assigned to members of the group.
  4. Click OK.

Review how to allocate resources.

Resource Management and Allocation

With Resource Management, you can track and review how people are allocated across all of the projects they are working on to adjust and make better decisions about workloads.

NOTE: This article is about enabling Resource Management at the sheet level. If you want to enable Resource Management at the account level, see the Global Account Settings article.

Here's an overview of how resource management works (note that the bullet points below offer links to other help articles):

  • Set up resources and resource viewers in your account with User Management (System Admins only)
  • Enable resource management in the Dependency Settings of your project sheet
  • Use project-specific and cross-project resource views for a high-level visual of your resource allocation
  • As you assign tasks to other users on your account, Smartsheet will alert you when a resource is overbooked, and you can manage the resource allocation percentage per task so they can work on multiple things simultaneously
  • People designated as Resource Viewers can also access resource views to see how all Smartsheet team members are allocated across tasks in a sheet, or even across tasks in all project sheets

NOTE: This feature is not available for single-user plan types. (Not sure which plan type you have? See Identify Your Smartsheet Plan and User Type.) 


Set Up People on Your Account as Resources

Only people that have been added to your account can be tracked by resource management. This includes people who are licensed, unlicensed, invited, and active. To ensure that the right people are included in the account, a System Admin can use the User Management window to review, add, and manage users. 

TIP: If somebody in your account does not need to create sheets, uncheck the Licensed User box when sending the invitation. This person will be invited to your account as a free member, and they won't count against your user limit.

Set Up Resource Viewers

To see how people are allocated across projects, you must be a designated Resource Viewer. Any System Admin can set this up in Account > User Management. (Note that you must be a licensed user to be a Resource Viewer.)

If you would like to view resources, contact your Smartsheet System Admin. For more information, see Managing Users in a Multi-User Plan.


Enable Resource Management to Make Decisions About Workloads

Sheet owners and team members on the same account that are shared to the sheet with Admin-level permissions can turn on resource management in the sheet so that resource viewers can track and make decisions about workloads.

To turn on Resource Management in an existing project sheet:

  1. Ensure that your sheet has a Contact List column so that you can assign resources to tasks. (More information on this in Assign People to a Task.)
  2. Type contacts into the Contact List column to assign team members to each task. 
  3. Click the dropdown arrow below any column header and select Edit Project Settings. Verify that the Dependencies Enabled checkbox is selected.
  4. From here, select the Resource Management tab.

    The Resource Management form appears.

    resource management form
     
  5. Check the box for Resource Management Enabled and designate your Assigned Resource column by selecting a Contact List column from the dropdown.
  6. Click OK.

Tasks assigned to team members in this sheet will now appear in resource views. Review Assign People to a Task for instructions, tips, and best practices.

NOTES:

  • Parent tasks assigned to your resources will not be included in resource views because parent tasks summarize their children. For more information about this, see our articles about Hierarchy: Indent or Outdent Rows and Parent Rollup Functionality.
  • Formulas can't be used in the Contact List column being used for resource management. You can, however, reference resource management fields in formulas that are placed in fields not being used for resource management.

Track and Allocate Resources 

Resource Viewers can see cross-project resource views from Home in the left panel and from project-specific views from within project sheets.

See Resource Views from Home (Navigation Menu)

  1. Click the Menu icon (upper-left corner of the Smartsheet window) > Home.
  2. Click Resource Views.
  3. Select the resource view that you'd like to display.

From here, you'll be able to do the following:

  • See a red icon on overallocated people and red bars on the overallocated days
  • Expand each resource to to see all of the projects they are assigned to
  • Click to open a project to resolve allocation issues
  • Click Edit to view resources by project, user, or group
  • Save a New View for a custom view of select people or projects

NOTE: If you’re not shared to a project sheet that a resource is assigned to, you'll see "Other" instead of  the project name.

See Resource Views from a Project Sheet

To open the Project Resource View for a sheet, switch to Gantt View, and then select the Resource View icon Project Resource View icon in the upper-right corner of the Gantt View.

NOTE: If you don’t see the Resource View icon, contact your Smartsheet System Admin to become a Resource Viewer.

A red allocation alert icon Overallocated icon will alert you when people are overallocated in the project. As a resource viewer, you can click the allocation alert icon to open the Project Resource View which lists the sheets where resources in your project are assigned tasks.

project resource view window

TIP: If a resource is overallocated, select their name to review their allocation by project. Click a sheet name to open any sheets you’re shared to. If a user is over-allocated, consider re-assigning some tasks to another resource or adjusting the allocation of the task.

Allocate Resources

Allocation is the percentage of each day that resources should devote to a particular task. By default, Smartsheet assumes tasks require 100% of the assigned resources’ day when you assign a task to resources, and you can adjust this percentage by entering a new value into the cell. 

When a resource is assigned multiple tasks on the same day which cause their total allocation to exceed 100%, Smartsheet will show the red allocation alert icon in the Row Action Indicators column. Hover over the icon to see the details of the alert and navigate to the resource view.

hover over overallocated icon

Specify an Allocation % column in the Project Settings if you’d like to specify allocation percentages less than 100% so that your resources can work on multiple tasks per day. For each task, the resources you assign will be allocated at the percent you specify.

To allocate a resource across two or more tasks, you’ll need to create an Allocation % column:

  1. Insert a text/number column in your project. Name it so that you know it will be used as the Allocation % column.
  2. Format the Column Properties to percent (%). See Formatting Options for more details.
  3. Navigate to Edit Project Settings > Resource Management and choose your new column as the Allocation % column. To edit the project settings, you can right-click any column header to select Edit Project Settings from the menu.
  4. Change allocation for overlapping tasks: for example, change allocation to 50% for two simultaneous tasks.

simultaneous tasks

NOTE: The allocation alert icon won't appear on over-allocated rows if the end date for the task occurs in the past, but it will appear in resource views.

TIP: If you’re allowing multiple contacts to be assigned to a task, the allocation percentage for the task will be applied to all of the assigned resources. If you want to assign each resource to the same task with different allocations, you can list the same task on multiple rows in your sheet and assign each duplicate task to a different person. See Insert or Delete Rows or Tasks for more information.