Resource Manager

Resourcing, timesheets and billing in one place.

Plan who works on what, record time in seconds, and know exactly where every project stands against its budget.

  • Book people onto confirmed and tentative work, week by week.
  • Weekly timesheets with drag and drop, and time recorded as you go.
  • Budget burn, call-off drawdown, utilisation and forecasts.
  • Secure by design, and accessible to WCAG 2.2 AA.

Built for consultancies and professional services teams.

Resource Manager
Help centre

Reports

Utilisation and forecast

See how much of people's time is recorded and booked, and what future bookings are worth.

Open Reports in the menu, then Utilisation or Forecast. Utilisation needs See time and utilisation reports. The forecast shows money, so it needs See financial reports and forecasts and the right to see charge rates.

Choosing the dates

Every report with dates has a Period choice: this week, last week, this, last or next month, this, last or next quarter, and this or last financial year. Each shows its dates. Choosing one fills in From and To; change either date for your own range. Quarters and the financial year count from the month set in Settings → General → Financial year starts in; weeks start on your organisation's first day of the week. The period is kept in the page address, so a bookmark always opens the current month or quarter.

Utilisation

Choose the From and To dates (up to a year), and optionally a Department, then select Show. For each person you see:

  • Capacity: the hours they have, allowing for their working pattern, public holidays, approved leave and sickness.
  • Billable and Recorded: the time on their timesheets in the period, billable only and all of it.
  • Booked and Tentative: the hours they are booked for. Tentative bookings are counted separately.
  • Billable %, Recorded % and Booked %: each of those ÷ capacity. They can go above 100%.
  • Against target: whether billable utilisation met the target, is close (within a tenth of it) or is below it.

To see what is behind a person's figures, select their Billable % or their Recorded hours. That opens their time for the same period: Billable time or All time, totalled by client, project and task, then entry by entry with the timesheet's status. Like the report, it counts time whatever the timesheet's status, so draft and submitted time is included. Select Utilisation to go back with the same dates.

The target is the setting Billable utilisation target under Settings → Utilisation. You can give a person their own target on their settings. 0 means no target.

Forecast

The forecast values bookings from today to the To date at the charge rate that will apply on each day, so a future rate change is allowed for. For each client, project and person it shows the hours, the value by month, and the totals:

  • Confirmed: bookings on confirmed work.
  • Tentative: bookings that are tentative, at their full value.
  • Weighted tentative: tentative value × its likelihood. The booking's own likelihood is used where one was given, otherwise the project's win probability.

Use Show by to see the same value by Project and person (the default), Cost centre, Department or Person. Someone in two departments counts in both department rows, but only once in the totals.

The month columns and the Confirmed + weighted figure add confirmed and weighted tentative value. If some bookings have no charge rate, a warning says how many hours were left out. Select See which bookings to list them by project, task and person, with the hours and the dates booked. Each row links to the project's rates, where you can add the missing rate, and to the person's bookings.

Call-off work

Call-off is usually paid for in advance, so booking more of it is not new billing. By default the forecast keeps it apart:

  • Confirmed call-off bookings are taken from what is left of the project's call-off balance, day by day from today. The balance is the budget less the approved billable time recorded against it. It is counted in money when the budget is in the same currency as the charge rates, otherwise in days.
  • The part the balance covers is shown as Call-off, paid in advance, and is not in the Confirmed figures.
  • Anything booked beyond the balance is the top-up needed. It is counted in the forecast, because the client will need to buy more.

Call-off balances and top-ups, under the forecast, shows each call-off project: what is left today, what is booked within it, the top-up needed and the date it runs out.

To change this, go to Settings and choose Call-off work in the forecast: Shown separately (the default), Counted as billing (for call-off billed in arrears) or Left out. A project can have its own choice in its settings.