You can add, edit and delete allocations in both the Time Grid and Compact mode of the Team Planner. For more information on these modes, click here.
User Rights
To edit allocations in the Team Planner, you need to be in a user group with the following rights:
- You need to have edit rights for the currently selected scenario or the Edit Plan of Record right.
- Either the right Resource Managers Can Always Edit Allocations of Their Own Roles and Resources, or under Edit Allocations, at least the option Role Allocations.
Editing Allocations
The Team Planner offers many options to quickly edit existing allocations. Besides manually editing allocation values, there are also special functions to edit allocations and allocation segments in both Time Grid and Compact Mode. For more information on this, see the article on mouse and keyboard shortcuts. These shortcuts are not available in the Staff Role mode.
If a padlock icon is displayed when you select a project, this indicates the project is not part of the current portfolio and its allocation segments cannot be edited.
Editing Part of an Allocation
To edit single allocation values in cells, click the cell and enter the new value. With our keyboard shortcuts, you can select and edit multiple cells at once, like with copying or overwriting cells.
Additionally, you can open the context menu in both Time Grid and Compact Mode, which offers you further editing-functionality. Select one or more cells, and click the three dots in the blue bubble above the selected cells. There you will find the following options:
- Add Remaining Capacity: The remaining available capacity of the resource or role will be added to the selected cells.
- Allocate in Percentage: The selected allocation cells will be filled with the specified percentage of the role or resource's capacity. Existing values will be overwritten.
- Replace Resource (only for resources): All of the selected values will be allocated to the desired resource, and the existing allocation will be deleted from the current resource. Learn more in the article Team Planner - Reassigning Resource Allocations.
- Unstaff to Role (only for resources): All of the selected values will be allocated to the role, and the existing allocation will be deleted from the current resource. Learn more in the article Team Planner - Reassigning Resource Allocations.
- Unstaff Overallocation to Role (only for resources, only in Time Grid mode): All of the overallocations in the selected values will be allocated to the role, and the existing overallocation will be deleted from the current resource. The allocation that is within the resource's capacity will stay allocated to the resource.
Editing an Allocation Segment (Compact Mode)
When you select a project beneath a role or resource in Compact Mode, and click on the three dots next to the project name, you will find the following options to edit the entire allocation segment:
- Staff Role (only for roles): Open a new view where you can staff available resources to role-level allocations. Learn more in the article Team Planner - Staff Role.
- Replace Resource (only for resources): All of the selected values will be allocated to the desired resource, and the existing allocation will be deleted from the current resource. Learn more in the article Team Planner - Reassigning Resource Allocations.
- Unstaff to Role (only for resources): All of the selected values will be allocated to the role, and the existing allocation will be deleted from the current resource. Learn more in the article Team Planner - Reassigning Resource Allocations.
- Delete Allocation Segment: Set the allocation value to 0; doing this means that the allocation segment will not be shown in Compact Mode. In other views, the allocation remains visible.
- Open Project: Open the project's details.
Editing an Entire Allocation (Time Grid Mode)
In Time Grid Mode, you can edit a role or resource's entire allocation. Click the three dots next to the name of the project to open the context menu. There you will find the following actions:
- Staff Role (only for roles): Open a new view where you can staff available resources to role-level allocations. Learn more in the article Team Planner - Staff Role.
- Replace Resource (only for resources): All of the selected values will be allocated to the desired resource, and the existing allocation will be deleted from the current resource. Learn more in the article Team Planner - Reassigning Resource Allocations.
- Unstaff to Role (only for resources): All of the selected values will be allocated to the role, and the existing allocation will be deleted from the current resource. Learn more in the article Team Planner - Reassigning Resource Allocations.
- Remove from Project: All of this role or resource's allocations will be deleted from this project.
- Open Project: Open the project's details.
Adding Allocations
Time Grid Mode
To add a new project allocation for a role or resource, move your cursor over the role or resource and click the plus icon:
Next, enter the project's name or project key into the search field and confirm with the Enter key:
A new row below the role or resource will be added with the project's name.
Now, enter the allocation value in the cell or cells and confirm with ENTER. To add a resource's or a role's remaining capacity in one or more cells, select the desired cells and move your mouse above the selected region. Next, click the three dots to open the context menu. Then, click Add Remaining Capacity.
Compact Mode
To add a new project allocation in the Compact mode, first select the desired time period for the allocation by drawing a rectangle in the timeline while keeping your mouse button pressed. Next, enter the project's name or project key into the search field and press the Enter key to confirm. The project allocation will be displayed as a new bar and is already in edit mode. Now, enter the allocation value for the selected time period and press the Enter key to confirm.
If you do not enter a value, the segment will vanish as soon as you deselect it or select another segment, because the Compact mode does not display allocation segments with a value of "0".
Deleting Allocations
Time Grid Mode
To delete an allocation segment, click the Delete key or enter "0" in the respective cell.
To delete the entire allocation, move your cursor over the project's name, click the three dots at the end of the line and select Remove from Project.
Compact Mode
To delete an allocation segment, enter "0" or delete the value. The segment will vanish as soon as you deselect it or select another allocation segment, because the Compact mode does not display allocation segments with a value of "0".
In the Compact mode, you can only delete allocation values but not the entire allocation of a resource to a project.
Undoing Actions
To undo actions in the Team Planner, click the undo button in the toolbar, or select CTRL+Z. You can undo the following actions in the Team Planner:
- allocation Changes through inline edit
- copy/cut/paste Actions
- deleting allocations
- adding a role or resource to a project
- removing a resource or a role from a project
You can undo the last 99 actions that you have performed, and you can only undo multiple actions up until the last non-undoable action. You cannot undo:
- any action in the Staff Role mode
- Unstaff to role
If you leave and return to the Team Planner view, you will not be able to undo any previous actions.