Availability All Editions
Quickly reassign allocations when your plans and constraints change.
- Required User Rights
- Where to Find
- Replacing Resources with Other Resources
- Reassigning Resource Allocations to Roles (Unstaff to Role)
Required 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.
Where to Find
You can replace allocations or unstaff resources back to their roles in both the Time Grid Mode and the Compact Mode of the Team Planner. You can also do this in the Portfolio Designer.
Replacing Resources with Other Resources
When an allocated resource is no longer available, and you know who you would like to replace them with, you can quickly do so in both the Time Grid and Compact Mode.
Replacing a Resource for an Entire Project (Time Grid Mode)
To replace a resource for the entire duration of a project with another resource, select Time Grid Mode and select the desired resource and the project you would like to replace them on. Then, click the three dots next to the name of the project and select Replace Resource:
A dialogue will open that displays a list of all resources with the same role, including their available capacity and skills:
The displayed resources are sorted according to their capacity during the project. Only the needed capacity is displayed; this means that, for example, if you need to replace a resource on 40 hours of allocation, even resources with more than 40 hours of available capacity will only show 40 hours of capacity.
At the top of the dialogue, you can choose whether you want to replace the entire allocation, only the overallocation or a percentage of the allocation.
Move your mouse over an available role to be shown how allocating this role would affect their capacity if you were to select them.
Find details on how the capacity in this dialogue is calculated in the article Calculating Availability When Assigning and Replacing Roles and Resources.
Replacing a Resource for an Allocation Segment (Compact Mode)
To replace a resource on an allocation segment with another resource, select Compact Mode and click the three dots at the end of the allocation segment. Then select Replace Resource:
The same dialogue as above will open that displays a list of all resources with the same role, including their available capacity and skills. Find more details here.
Replacing a Resource for Part of a Project (Time Grid Mode)
To replace a resource on a portion of a project, click the cell that you would like to replace them on. To select multiple cells, hold down CTRL as you click the desired cells. Hover over the selected cells and click the three dots in the blue bubble to open the context menu and select Replace Resource:
The same dialogue as above will open that displays a list of all resources with the same role, including their available capacity and skills. Find more details here.
Reassigning Resource Allocations to Roles (Unstaff to Role)
When an allocated resource is no longer available or is overallocated, but you don't yet know who you will allocate to the role, you can unstaff the allocation back to the role. The value allocated for the resource will be assigned back to the role. As soon as you know who can be allocated, you can allocate them using the Staff Role functionality.
Unstaffing from an Entire Project (Time Grid Mode)
To unstaff a resource from an entire allocation, select Time Grid mode and hover over the three dots at the end of the name of the project. Select Replace Resource:
You can unstaff the entire selected allocation, only the overallocation or just a percentage of it. To unstaff the overallocation but otherwise keep them on the project, after selecting Replace Resource, select Overallocation at the top of the dialogue. To unstaff only a percentage, select In Percent and enter the percentage.
Then, select Unstaff to Role.
Unstaffing from an Allocation Segment (Compact Mode)
To unstaff a resource from an allocation segment, enter Compact Mode and click the three dots at the end of the allocation segment. Then select Replace Resource:
The same dialogue as above will open where you can unstaff the entire selected allocation, only the overallocation or just a percentage of it. Find more details here.
Unstaffing from Parts of a Project (Time Grid Mode)
To unstaff a resource from a portion of a project, click the cell that you would like to unstaff them from. To select multiple cells, hold down CTRL as you click the desired cells. Hover over the selected cells and click the three dots in the blue bubble to open the context menu, and select Replace Resource:
The same dialogue as above will open where you can unstaff the entire selected allocation, only the overallocation or just a percentage of it. Find more details here.