Manage resource schedules

Any user can view the status of resource schedules, as long as they have permission to the Resource capacity page in Projects. Your company must also be subscribed to the Project & Resource Management module of the Projects application to assign employees to tasks (with specific dates and duration) and track out-of-office periods.

If you manage resource schedules, or simply want to know the status of your own schedule. By default, the Resource capacity page shows the schedule status for yourself and your direct employees, for the most recent 31-day period. For each day, icons show who is:

• Fully booked
• Over booked
• Partially booked (with the number of available hours)
• Over budget on hours
• Out of office or on company holiday

Search by date, manager, project, and other criteria

By default, the Resource capacity page is preset to show time commitments for your direct reports (if you are a manager) for the most recent 31-day period. However, you can use the Filters section at the top of the page to search for employees based on different criteria.

1. Go to Projects > All > Project & resource mgmt > Resource capacity.
   You can also display resource schedules when you are editing or viewing a particular project or task.

2. In the Filters section, select filters as needed to show the employees you're looking for.

   Following are a few key filters that you may want to adjust. For a complete description of each filter, see the Filters section of this topic.

   • View schedule through: Shows schedule status for 31 days up to the date you specify. You can select a different ending date.
   • Manager: Preset to your own name, but you can filter to show employees of any manager that reports to you. If you have permission to View All, you can leave the Manager field blank to filter for all employees.
   • Include hierarchy: By default, schedule status is displayed only for direct reports. To include all employees that are below you (or the selected manager) in the organizational hierarchy, select Include hierarchy.
   • Status: Optionally, you can filter by schedule status, for example, showing employees with at least one overbooked day.
   • Dimension: Filter by dimension or dimension group to find schedules. For example, you may want to search for employees who work in a certain group of departments, or within a certain location.
   • Project or project group: If you (or the selected manager) are a project manager, you can search for employees within a project or a group of related projects, even if they don't report to you.
3. Select Search.

   The Schedule status table updates to show timesheets that match your search criteria.

   Only active employees who were employed at least one of the displayed days (based on their start date and end date) will appear in the table. Days are shown as blank for employees who start or end in the middle of a displayed period.

Review the schedule status for employees

The Schedule status table displays rows for all employees that meet the filter criteria, sorted by manager. There's a separate row for each employee, showing the employee's schedule status for a 31-day period.

Here are a few things that you can do with the Schedule status table:

Get a visual overview: Use the visual icons to see, at-a-glance, which employees are fully booked, over booked, on company holiday, out of office, or over budget.

• "Fully booked" or "Over booked" means that the hours for that employee are equal to or greater than the number of available hours in the day. "Over budget" means that the hours for one or more tasks has exceeded the budgeted hours.
• If a status icon displays a number, that number is equal to the number of available hours for that employee. For example, a "2" means that the resource has 2 hours that aren't booked on other time commitments.
• The "Out of office" icon appears only if the employee is out of office for the entire day.
• Learn more about the schedule status icons.

Drill down to the details: For a particular employee, click the icon for a specific date to drill down to the details. For instance, which particular projects and tasks are assigned to the employee? Which tasks are over budget? Are there task resources which are soft booked?

Email employees or managers

You can email all employees who are over budget or over booked, or email only selected employees. When you send an email, you can choose to copy yourself, copy the managers of the selected employees, or even email only the managers.

1.  Specify which employees you want to email.
   • To email specific employees, select the checkboxes to the left of their names in the Schedule status table.
   • You can also email all employees are over booked or over budget.
2. Enter the email text in the Text of email field.

   The page will remember the last email text you typed in, and will be the default text for the next email.

3. Select whether you want a copy of the email to be sent to yourself, the manager of each employee, or only the managers of each employee.

   Managers will be copied only on emails sent to their own employees.

4. Select Send email.

View the schedule status for all employees

Business users and Project Manager users can be given permission to view schedule status for all employees.

With View All permission to Research capacity, you can view status for all resource schedules, without being restricted based on whether you are the manager (direct or indirect) of the employees or the project manager for a particular project. Users with this permission can leave the Manager field blank to view data for all employees, or filter based on manager or other criteria.

To give a user "View All" permissions:

1. From the Company application, edit the user's permissions to the Projects application. (For role based companies, edit a particular role.)
2. Scroll down to the permissions to Research capacity, and select the View All permission.

Schedule status icons

For each date, an icon gives you a visual display of the employee's time commitments and availability.

• The number of hours in a normal workday, as determined by your Projects configuration (Projects > Setup > Configuration) and also by any special Timesheet Rules assigned to the employee.
• Out of office schedules and company holidays.
• Assigned tasks and duration. Note that if a task is assigned for more than a day, the number of hours per day is an average. For example, if the employee is booked on a 20-hour task for a 5-day period, the time commitment calculates as 4 hours per day (excluding any company holidays, out of office periods, and weekends).

Icon	Label	Meaning
	Fully booked	The number of hours that the employee is assigned to tasks or out of office is equal to the number of hours in a normal workday, Note that if the employee is out of office for the entire day, the Company holiday icon will be displayed instead.
	Over booked	The number of hours that the employee is assigned to tasks or out of office is greater than the number of hours in a normal workday,
	No label	If you see a number in the status, this is the number of uncommitted hours for the employee on this date.
	Company holiday	A company holiday is scheduled for this date.
	Out of office	The employee is out of office for the entire day. In other words, the out of office hours are equal to the number of hours in a workday.
	Over budget	One or more assigned tasks has exceeded the number of hours budgeted for it. Note that the red background color can be with other statuses. For example, an employee might be both over booked and over budget for a particular date.
blank	Weekend or n/a	If there is no icon for a date, it is either: A weekend day. Before or after the dates of employment for that employee, as determined by the Start date and End date in the Employee record. Any employees who were not employed during at least one day in the date range will not appear in the table.