Editing Resource Allocations

The resource allocation tool schedules team members to projects in advance. It’s a great planning tool that can be used by managers and teams to plan for projects ahead of time.

Once you've set up your initial resource allocations, you may like to edit them.

Ensuring Estimated Start and Finish Dates are Added

To assign a user to work on a project, the project must have Start and Finish Dates allocated. To add these dates, locate your project under the Projects menu. Then click the Pencil icon to edit your project. Add Start/Finish dates to your project as required, then click Save. 

 

Once the date changes have been applied, click Project Resources next to your project.

Navigate to the By Type view and click Edit Resource Allocation. 

Existing resource allocations will show you the hours you estimated when you created your resource allocations earlier. Edit these hours, start dates and end dates as needed.

You’ll then need to add users to complete each of these tasks. You can also edit users you may have set up earlier. To do this, hover over the Users column and select the Pen icon .

 

From the resulting drop-down, you’ll see all of the eligible team members that may be able to complete that task.  The team members shown here are determined by their department and task types. Split the required hours amongst the team members you’d like to work on the task. Then click Done.

You may also like to brief and assign tasks from this screen. Given that resource allocation is usually done ahead of time, you can always come back to this screen and add your tasks in later. If you're not ready to turn this allocation into an official task, click Save once you’ve made your changes. 

Clicking the green man with a clipboard  allows you to create a task from this allocation, and will pre-fill your inputs in your task. 

When you create a task from a resource allocation, admation prefills information from your resource allocation. By default, you'll see the following pre-filled points: 

• Associated Project 
• Task Type
• Estimated effort (working hours) 
• Deadline

You'll be able to edit these points as needed. Fill in the other sections of your task. You can also check out this guide on creating tasks for extra assistance! If you do, we recommend reading from the heading "Filling in Task Information."

Click Save Changes once you're happy with your inputs. 

You’ll find your changes under the Timeline View of your Resource Manager, for that given job. If you need to, here’s a guide on cancelling resource allocations in admation.

You’ll need to do a final Save of your project’s Resource Allocations once you’ve finished adding them in. You can also save resource allocations as a template to be reused in future projects.

Reviewing Your Resource Allocation Changes

After you have saved your changes, you will be redirected to the By Type screen. You may click a resource allocation to preview your changes. If you have fully allocated your resources, you'll see a new bar sitting at 100%. If the tasks only partially cover the hours in your resource allocation, the percentage bar will re-adjust accordingly.

In this way, you will know how many more hours you have available to allocate to tasks. This tool can be great for staying within budget, monitoring working hours for a given task, providing insights for employee scheduling and more!

You can also navigate back to the Project Plan view to review the tasks created.