The Resources tab shows who works on the project, how much of their time it takes each month and what that costs. Open it from the project menu: Money and people, then Resources.
What it's for
People are usually the biggest cost on a project. The tab splits them three ways, each on its own tab within the page:
- Company payroll: your own employees. Their cost comes from an annual cost (or an internal day rate) and how much of their time the project takes.
- Company contractors: contractors your company hires. Their cost is a day rate times the days they work.
- Fixed-fee contracts: suppliers paid a fixed price. The tab's Delivery team table lists the supplier people who deliver them, so they count in headcount and FTE. See Fixed-fee contracts.
Four figures sit at the top: Headcount, FTE in the current month (full-time equivalent: two people at half time make one FTE), Cost in the current month, and Fixed-fee contracts paid against contract value. The costs are the same lines the Budget tab adds up, so the two tabs always agree.
Before you start
Before you add people
- The project's plan includes Resources (Professional, Enterprise or a personal plan)
- Your role can create resources
- You have each person's role, start date and end date
- You have the annual cost or day rate, and the planned time per month
How to add an employee or contractor
- Pick the right list
Choose the Company payroll or Company contractors tab, then select Add employee or Add contractor.
- Describe the person
Enter the Name and Role (both required), and the Status, Workstream, Organisation, Email, Start date and End date.
- Set the cost
For payroll, enter the Annual cost (full-time, with on-costs) or an Internal day rate, and the FTE (%): 80 for four days a week. For a contractor, enter the Day rate, Planned days (the contract's total) and Agency.
- Choose the cost category
Leave Cost category on Default for the kind (Internal labour for payroll, External labour for contractors) or pick another.
- Plan the months
Under Allocation by month (%) for payroll, or Days by month for contractors, enter a value for each month. Fill on copies a value to every later month. Then select Add resource.
Below the grid, the drawer shows the planned cost of those months. Months before this one count as actual cost unless the cost log books them.
How a month's cost is worked out
- Payroll: annual cost ÷ 12 × FTE % × allocation %. With only a day rate, the annual cost is the day rate × 220 working days.
- Contractor: day rate × days in the month.
Reading the heat map
Each list opens with a heat map: one row per person, one column per month, with the current month marked. For payroll it is Allocation by month, shaded in four bands from 1-25% to 76-100%. For contractors it is Days by month, shaded from 1-5 days to 16 or more. A darker cell means more time. Hover over a cell, or select a name to open the person.
The table below lists each person with their role, workstream or agency, FTE and annual cost (payroll) or day rate, days to date and planned days (contractors), cost this month, dates and status: Active, Onboarding, Rolled off or On leave.
Good to know
- Deleting a person also deletes their allocations.
- To add someone a supplier provides under a fixed-fee contract, use Add person on the Delivery team card of the Fixed-fee contracts tab. Their cost is the contract's, so it is not counted again.
- If the cost tiles show a dash, the budget link is not in place for the project yet.
- Resources need Professional, Enterprise or a personal plan. See Plans and pricing.
Who can do this
Admins and project managers can add, edit and delete people and their allocations. Everyone on the project can see the tab. See Roles and permissions.