User guide · People
People and resources
A resource is a person's profile: who they are, where they sit, their manager, shift, skills and allocations. A login decides whether they can sign in. The two are separate, so someone can be planned for before they sign in, and a stakeholder can sign in without being a resource.
The directory
People lists everyone you may see. Every resource sees every resource across all branches. An Account owner sees only the people they created.
- Resources, Stakeholders and All views, with logins, are for people who manage users or resources, and administrators.
- Search by name, email or ID; filter by department, designation, branch, status and whether someone manages people.
- Bulk changes: tick people to set, keep or clear their manager, department, designation or branch in one go, with a result per person. Applying a permission template to many people is also a bulk action.
Creating a person
Resource managerAccount ownerAdmin
- Choose New resource.
- Fill in the record.
Field Notes First name, Last name Required. Email Where the login goes. Must not belong to someone else. Status Exiting somebody keeps their record and history, and takes them out of capacity planning. Designation What they do, and what their permissions follow: a designation can bring a template. You can give it only if your own access covers that template. Department, Branch Department groups people for reading. Branch sets their weekends and holidays. Manager Their line manager, who approves their leave and overbooking. Shift Their working hours. Leave it for the default shift; hidden for those who can't read shifts. Joined, Leaving Weeks before joining or after leaving carry no capacity. - Send login now is on by default: it emails a link to choose a password. Turn it off to add them without a login.
- Choose Create resource.
Logins
From a person's row on People, whoever manages them can:
- Send login to someone who has none, or Resend login when the 72-hour link expired.
- Revoke login to stop someone signing in, keeping their record and history.
- Make resource to give a stakeholder a resource profile, so they can be allocated and log time.
Inviting a stakeholder
Admin or anyone with the rights to manage logins and grant permissions
- Choose Invite stakeholder. A stakeholder follows the work, like an executive or a client sponsor. They never appear in capacity, leave or timesheets.
- Enter first name, last name and email.
- Permissions: the template they start with, such as Account owner for a leader who will run accounts.
- Accounts: optionally, the accounts they follow and their role on each, typically Viewer.
- Send login now, then Invite.
Importing people
People›Import creates people from a spreadsheet in four steps:
- File: upload the spreadsheet.
- Columns: match its columns to the fields, including a skills column.
- Check: a dry run that reports what would happen to every row (create, skip, fail) without changing anything.
- Import: create the people and read the outcome for each row.
A person's page
Open anyone in the directory. The header names them; Edit and delete need the right to manage this person.
| Tab | Shows |
|---|---|
| Overview | Over the next eight weeks: how much of their time is committed, how much is free or overbooked, how many projects hold them, when they are next away. Then commitments by week, skills, direct reports, contact and organisation details, shift, and time off. |
| Capacity | Eight weeks ahead: capacity after shift, holidays and leave, against commitments. |
| Work | The workload they carry across projects, against their time. |
| Utilisation | Past weeks: delivered against promised, with the share backed by time logs. |
| Access | Their actual permissions, whether they may sign in, whether they are an administrator, and Apply a template. For whoever administers logins or grants. |
Skills
- One catalogue for the organisation, kept under Skills by those who manage the organisation or resources.
- Each person claims a skill at a level: working, strong or expert. A level is stated, never inferred.
- Suggest from finished work asks AI which catalogue skills the person's finished work of the last six months shows, with the items behind each and a level that work supports. Nothing is recorded until you add it and save.
Org chart
Org chart draws the reporting lines, for everyone with a resource profile. Use the finder to jump to a person.
My profile
My profile in the user menu is your own resource.
- Your details: your photo, name and phone, yours to change.
- Skills: yours to keep current, since staffing searches on them.
- About: email, department, branch, manager and resource code, read only; whoever administers people records changes those.
- View my page opens the page everyone else sees for you.