Assigning Resources

Resource assignment connects your workspace resources to specific tasks and plans, enabling tracking of utilization, costs, and availability.

Understanding Resource Assignment

Assignment involves:

• Selecting resources from your workspace pool
• Specifying allocation (quantity, duration, dates)
• Tracking usage against availability
• Calculating costs based on rates and allocation

Where to Assign Resources

Plan Resources Tab

1. Open a plan
2. Navigate to Resources tab
3. Manage plan-level resource assignments

Task Resources

1. Open a task
2. Find resources section
3. Add or modify task resource assignments

Timeline View (Gantt)

1. Open plan timeline
2. View resource assignments visually
3. Drag to modify assignments

Assigning to Tasks

Step-by-Step

1. Open the task
2. Find Resources section
3. Click Add Resource
4. Search or browse available resources
5. Select the resource
6. Configure allocation:
   • Quantity (for materials/consumables)
   • Duration/hours (for equipment)
   • Dates (if different from task dates)
7. Save assignment

Assignment Fields

Equipment Assignment

Time-Based Allocation

Equipment uses time-based assignment:

Cost Calculation

Equipment costs calculated as:

• Hourly: Hours × Hourly Rate
• Daily: Days × Daily Rate

System uses the appropriate rate based on allocation type.

Material Assignment

Quantity-Based Allocation

Materials use quantity assignment:

Cost Calculation

Material costs calculated as:

• Quantity × Unit Cost

Consumable Assignment

Quantity-Based Allocation

Similar to materials:

Cost Calculation

Consumable costs calculated as:

• Quantity × Unit Cost

Modifying Assignments

Editing Assignment

1. Find the assignment in task or plan
2. Click edit icon or assignment details
3. Modify quantity, hours, or dates
4. Save changes

Removing Assignment

1. Find the assignment
2. Click remove/delete icon
3. Confirm removal
4. Resource returns to available pool

Bulk Assignment

Assigning Multiple Resources

1. Select task or plan
2. Click Add Resources (plural)
3. Select multiple resources
4. Configure each allocation
5. Save all assignments

Assigning Resource Groups

If using groups:

1. Select entire group
2. All group resources assigned
3. Configure individual allocations as needed

Assignment Conflicts

What Are Conflicts?

Conflicts occur when:

• Equipment double-booked on same dates
• Resource over-allocated beyond capacity
• Scheduling overlaps detected

Conflict Indicators

YAPL shows:

• Warning icons on conflicted resources
• Conflict messages in assignment dialog
• Utilization over 100%

Resolving Conflicts

Options:

1. Adjust dates to avoid overlap
2. Reduce allocation quantity/hours
3. Use alternative resource
4. Accept and document over-allocation

Assignment from Gantt Chart

Visual Assignment

1. Open plan timeline (Gantt)
2. View resource row under tasks
3. Drag resource bars to allocate
4. Resize bars to adjust duration

Benefits

• Visual scheduling
• Easy conflict identification
• Quick adjustments

Cost Tracking

Viewing Assignment Costs

Each assignment shows:

• Resource rate
• Allocation quantity/time
• Calculated cost

Aggregated Costs

Plan and task views show:

• Total resource cost
• Cost by resource type
• Budget comparison

Assignment Status

Planned

• Future assignment
• Resource reserved
• Not yet used

Active

• Currently in use
• Within assignment dates
• Being consumed/utilized

Completed

• Past assignment
• Actual usage recorded
• Costs finalized

Best Practices

Planning Ahead

• Assign resources early in planning
• Allow buffer for uncertainties
• Review availability before assigning

Accurate Allocation

• Use realistic quantities/hours
• Update as scope changes
• Track actual vs. planned

Conflict Management

• Address conflicts promptly
• Document resolution decisions
• Consider alternative resources

Cost Accuracy

• Keep resource rates current
• Update allocations as needed
• Review costs regularly

Subscription Requirements

Troubleshooting

Cannot Assign Resource

"Resource not available"

• Check resource is active
• Verify not already fully allocated
• Check subscription limits

"Conflict detected"

• Review existing assignments
• Adjust dates or allocation
• Use alternative resource

Cost Not Calculating

• Verify resource has rate set
• Check allocation fields are filled
• Ensure Professional tier

Assignment Not Saving

• Check all required fields
• Verify permissions
• Refresh and retry

Related Topics

• Creating Resources - Add resources
• Resource Groups - Group management
• Resource Utilization - Track usage
• Task Management - Task operations