Build the project team and plan resources
Add team members, assign pool resources without over-booking them, and read the resource heatmap.
Before you begin
Resources (people, contractors, equipment, vehicles, rooms) are defined once in Projects > Configuration > Resources with capacity per day and cost and bill rates. The project team is separate: it lists the people working on this one project.
Steps: add a team member
- Open the project, Overview tab, and press Add Team Member.
- Choose an Employee, or leave it blank for an external person or subcontractor.
- Check the Name. It is required: 'Name is required.'
- Enter the Role, the Allocation % and the Cost rate / hour and Bill rate / hour.
- Press Add.
The Resources tab lists the team and lets you change each member. Availability beside a member reads 'n% free', 'On leave' (approved leave today) or 'Overallocated (n%)' when the person is above 100% across active projects.
Which cost rate is used
When a member logs time, the cost rate comes from the member. If that is empty, the system uses the resource pool, then the active employment contract: gross monthly pay divided by monthly hours. Example: gross AED 13,000 and 8 hours x 5 days x 52 weeks / 12 = 173.33 hours gives AED 75.00 per hour, so 8 hours cost AED 600.
Steps: assign a resource
- Open the project, Resources tab, Assignments, and press New.
- Choose the Resource and, if useful, the Task.
- Enter From and To, the Allocation %, and optionally Hours and rates.
- Press Save.
The system adds up the resource's allocation on every day across all projects. Resource R is booked 60% on project A for October. On project B, an assignment of 50% overlapping those days is refused: 'The resource would be 110% allocated. Reduce the allocation or move the dates.' A 40% assignment is accepted. An end date before the start is refused: 'The end cannot be before the start.'
Steps: read the resource heatmap
- Open Projects > Planning > Resource Planning.
- Choose From date (a Monday) and the number of Weeks: 6, 12, 26 or 52.
- Read each cell as load against capacity: Free, Partial (under 80%), Full (80 to 100%), Over (above 100%) or Leave (five days of approved leave).
Weekends are skipped. A resource with no capacity set counts as 8 hours a day.
What happens next
Assigned work shows in the load of the resource across all projects. Team members linked to a user see the project under My Projects, and tasks assigned to them under Execution > My Tasks.
Good to know
- Only people with project.edit change the team and assignments.
- Allocation percentages on the team list are informative; the over-allocation block applies to resource assignments.
- Leave comes from HR, so approved leave reduces availability automatically.