How to plan resource allocations

Use allocations to plan who is working on a project, when they are working, and how much capacity they are using.

Before you start

You need a role that can manage resourcing, such as Admin or Project Manager.

The project must already exist. If you want to assign a named person, the team member must already exist.

Choose the planning view

1. Go to Resourcing.
2. Select People view to plan around team member capacity.
3. Select Projects view to plan around project delivery.
4. Select Default, Week, Month, or Quarter to choose the visible planning range.
5. Use Today or the arrow buttons to move the planning window.
6. Toggle Weekends if you need weekend days to appear in the grid.

Add a resource to a project

1. Go to Resourcing.
2. Select Projects view.
3. Find the project you want to resource.
4. Select Assign users beside the project.
5. Tick Assign for each user you want to add.
6. Choose the user’s Role.
7. Choose the user’s Phase if the project uses phases.
8. Select Placeholder if you want to add an unnamed resource instead of a named user.
9. Choose the placeholder Role and Phase if required.
10. Select Assign users.

Scopra adds the selected users or placeholder resources to the project. You can then plan allocations against those rows.

Add an allocation

1. Go to Resourcing.
2. Find the team member, placeholder, and project row you want to plan.
3. Select the cell for the day you want the allocation to start.
4. Choose the allocation Status.
5. Enter the planned hours or days.
6. Choose the project budget or phase if the project uses them.
7. Set Billable allocation if the planned work should count as billable.
8. Enter any allocation notes.
9. Select Save allocation.

If the cell already has an allocation, Scopra opens the same panel so you can add another allocation for that person, project, and day.

Edit or remove an allocation

1. Go to Resourcing.
2. Select the allocation in the planning grid.
3. Update the fields you need to change.
4. Select Update allocation.

To remove an allocation, select Remove allocation from the allocation panel.

Understand over-allocation warnings

Scopra compares planned hours with the person’s contracted capacity for each day.

If a change takes someone over their contracted capacity, Scopra shows an over-allocation warning. In People view, the warning summary appears above the grid when the visible date range contains over-allocated days.