Features Below Available To: ✅ Grow Plan ❌ Track Plan ❌ Free Plan
Reviewing Staffing with your team is a great way to plan for the upcoming weeks or months. Once you've gone through the process of allocating time for individuals on projects in Staffing, their timesheets will automatically sync to show those projects and phases to save time.
As of May 2024, "Staffing Availability" and "Staffing Current Week" have been combined into the Staffing - People view.
🎓 Looking for a general overview of using Staffing ? Click here to get started!
How Timesheets & Staffing Views Interact
Every allocation made to team members in Staffing is also an entry in their timesheet.
If you assigned Mila to work on Residence A, Schematic Design then this project and phase will appear in their timesheet.
Individual users will still need to log time to their timesheets.
While we take the work out of having to search and add the project/phase, you will still need to add the actual hours, activity, and description to your timesheet.
Changing a user's allocations in Staffing can change their timesheet but will not delete any previously entered data.
If you remove allocations from a team member for any future weeks, those projects/phases will no longer appear in the team member's timesheets when those weeks arrive.
Overhead hours and approved Time Off appear in Staffing.
If you are taking a holiday, leave, or time not associated with a project, you'll need to add that to your timesheet or request in Time Off so that it is reflected in Staffing.
How Actions within Staffing Views Reflect into Timesheets
Below is an overview of how different actions that you can take within the Staffing Current Week view will sync with the timesheet and what you can expect to see. All updates made in any of the Staffing timeframe views will be reflected in all timeframes.
Please note: Staffing may be allocated through the end of the year using these features.
Creating an Allocation of Time
Assign a Phase
In People > Staffing: You can create an allocation by clicking on the “Assign” button below a user’s name. Select between Phase or Overhead.
A Project Phase may be searched by Project Name and then selecting the appropriate phase:
From here, select a Role and Rate to assign the allocation:
Immediately after assigning the phase to the user, a red bubble with the letter “I” to the left of the hours field will appear. Hover over it and a message will appear, stating that the max hours for this user in this phase need to be added. This will appear for both fixed and hourly phases.
Clicking on the “Add max hours” link in this popup will bring you to the following screen, where you may adjust the max hours for all users assigned to the phase:
Clicking the “x” button to the right of the team member will give the option to delete them from the phase.
Click Delete to proceed with deleting the team member from the phase.
Assign Overhead
An Overhead Category may either be searched within the dropdown field or by selecting from the options showing in the dropdown menu.
After the overhead category is selected, specify how many weeks it should be allocated before clicking Save.
In Timesheets: Creating an allocation will also add that specific project/phase/role or overhead to their timesheet unless it already exists in the timesheet.
Updating an Allocation
In Staffing/Current Week ("Now"): You can update an allocation by hovering over the number in the hourly field and using the popup increment/decrement buttons to adjust the value or typing the number. In the image below, we have increased Austin's hours from 19 to 25.
In Timesheet: Updating an allocation in the Staffing Current Week view will simultaneously update the information on the user's timesheet. In this example, Austin's timesheet has now been updated to show 25 allocated hours.
The allocation number is here only as a guide of the budgeted hours that have been assigned. It does not prevent the user from entering less or more hours to their timesheet.
Zeroing Out an Allocation
In the Staffing Current Week view: Zero out an allocation to remove a user from the schedule for the week by clicking on the hour field for the project and entering "0". In this example, Austin's 12-hour allocation to work on "Project Designer" needs to be zeroed out, so their suggested allocations won't reappear if you have to regenerate the Current Week for the week. Entering a "0" will remove the project from the team member's staffing.
Before:
After:
You will still be able to see the phase when you click on the link "Show phases with no hours":
In Timesheet: Zeroing out an allocation from a user will not remove that allocation from their timesheet if hours have been logged.