Resources

Resources in FlexiProject refer to the people involved in project implementation. These may include project team members, managers, team leaders, specialists in various fields, external consultants, and service providers. The available resources in FlexiProject are the added users. Proper resource management is essential for the success of ongoing projects and can benefit the team and the organization.

Time allocation on tasks without owners

Time allocation represents the estimated Time required to complete a task. Assigning time allocation to tasks on the schedule allows you to plan the Time needed to complete the project more accurately.

Assignment of time allocation on tasks without owners in the task list

1. On the schedule tab, click the Time-allocation field in the row of the selected task. The field changes into edit mode.
2. Enter a value representing the number of hours assigned for the task and confirm.
3. To validate the value you entered, click outside the Time Consumption field or Enter.

Assigning time allocation on tasks without owners on the task panel

1. In the schedule tab, click the name of the selected task. A task panel opened on the right side of the screen.
2. On the Tasks panel, click on the allocation field.
3. Enter a value representing the number of hours of total time allocated for the selected task, and confirm.
4. To validate the value you entered, click outside the Time Consumption field or Enter.

Time allocation for tasks with owners

The allocation represents the estimated Time the owner requires to complete the task. Assigning allocation to users on functions allows you to better organize and schedule their simultaneous work on multiple projects.

Assigning total users’ time allocation on a task

1. Click the Allocation field on the schedule tab, in the task list, or on the panel of the selected task.
   The window with the time allocation table will open. You can see the assigned owners, the total allocation assigned to them, and a timeline section showing the task duration distribution.
2. Click on the Allocation field in the row of the selected owner.
3. Enter the total allocation of hours for the selected owner you want to assign and confirm.
4. Click outside the Allocation field or click ENTER.
   The allocation hours are assigned and divided equally by the number of working days of the owner.
   

Assigning a daily user time allocation on a task

1. Click the Allocation field on the schedule tab, in the task list, or on the panel of the selected task. The window with the time allocation table will open. You can see the assigned owners, the total allocation assigned to them, and a timeline section showing the task duration distribution.
2. In the Allocation window, go to the Allocation tab. You can see the assigned owners, the total allocation assigned to them, and a timeline section showing the task duration distribution. The fields corresponding to each day of the task are editable.
3. Click on the daily allocation field in the row of the selected owner.
4. Enter the allocation of hours for the selected day.
5. Click outside the Allocation field or click ENTER to confirm.
   You’ve assigned the daily time allocation value and updated the total allocation for the selected owner.

Note: when more than one user (or a department) is assigned to the same task, the way the total effort is split depends on the system-wide setting described in Effort recalculation when adding owners.

Note: when you change the task dates, the proportion of effort distributed between users and departments is now preserved (previously it was reset to the default split).

Effort recalculation when adding owners

You can decide how the system recalculates effort when a new user or department is added to a task that already has an allocation. The setting lives in System Settings → Resources and offers two modes:

• Task effort priority (default) — the total task effort is preserved and divided equally among all owners. Example: a task has 100h assigned to John. When you add Peter, the total stays at 100h but is split 50h / 50h. When a user is removed, the remaining effort is redistributed among the remaining owners.
• Owner effort priority — the effort assigned to existing users is not changed; a newly added user starts with 0h. Example: a task has 100h assigned to John. When you add Peter, John still has 100h and Peter has 0h. Removing a user reduces the total task effort.

Choose the mode that better reflects how your organization plans resources. The setting applies to all projects in the workspace.

Preview Project Time allocation in the resources tab

You can customize the view of the resource list in a project to analyze workload efficiently. The Resources tab offers advanced grouping and display options to suit your planning needs.

1. Navigate to the Resources tab in your project.

View Configuration

The toolbar allows you to adjust how data is presented:

• Filters: You can filter the list by User Name, specific Users, or Departments (if Organization Structure is active).
• Grouping: Switch between the standard User view and Department > User view to organize resources by their teams.
• Units: Choose the unit for displaying workload values:
  • Hours / Man-Days  Displays workload in standard hours or in Man-Days. Unit and conversion rate (e.g., 1 MD = 8h) is defined in the system settings.
  • Tasks: Shows the count of active tasks per period.
  • Percent [%]: Displays the workload-to-capacity ratio.
• Scope (Current vs. All): Use the dropdown to decide whether to see the workload generated only by the Current Project or the total workload from All Projects the user is involved in.
• Scale: Toggle the timeline view between Day, Week, and Month. Clicking on a specific week or month column header will drill down to the daily view for that period.

Export the resource view

1. In your project, go to the Resources tab and click the Export button.
   A list of available export options will appear.
2. Select the file format (PDF or PNG) for exporting the resource view.
   If filters are applied, only the visible part will be exported.
   A file with either a .pdf or .png extension will be downloaded, depending on your selection. This file will include a view of the resource, or the visible part if filters were applied

New PDF preview behavior: when you click Export with the PDF format selected, the document opens in the browser’s built-in PDF preview in a new tab instead of being downloaded directly. From the preview you can save the file, print it, or close it — using the standard browser controls.

Showing resource loads on the schedule chart

On the Schedule tab, go to Gantt view.

1. Click the Chart Settings button.
2. Check the toggle switch next to Resource Workload.
3. Below the Gantt chart, a resource panel will appear. You can configure this panel to analyze data from different perspectives:

• Scope: By default, the panel shows workload for the Current project. You can switch the dropdown to All projects to see the total workload of resources across the entire organization.
• Grouping: If the organization has departments defined, you can switch the view to group resources by Department. The department row displays the aggregated summary of its employees’ capacity and workload.

Organizational Resource Workload

New view options:

• Settings button — the options Include non-counted projects and Show deleted users are now grouped under a single Settings button. Deleted users are hidden by default.
• Total effort column — a new column showing the sum of allocated hours in the selected time period, available per user, per project, and per task. In a daily view, you can see the monthly total in one place.

User Workload

Default user availability

1. From the bookmarks’ menu bar, go to the Resources tab. A list of users and a timeline open, showing the time allocation of users by day.
2. Click the name of the selected user. The Allocation tab shows the user’s daily allocation on the projects in which he participates.
3. In the view of the selected user, go to the Capacity tab.
4. Click the Capacity button. The Default Capacity window opens.
5. Click the field next to the weekday.
6. Type in the number of work hours for that day.
7. Press Enter or click outside the box to save it.
8. Click Save to change the default user availability.

Allocation and availability in one view: the previously separate Allocation and Availability tabs have been merged into a single effort details window. From this one place you can view and edit a user’s workload at three levels: per day of the week, per individual day, or per month (for example 20h in May, 30h in June). The total stays the same but its monthly distribution changes.

The same monthly distribution can now be defined when only a department (without a specific user) is assigned to a task — e.g. on a 100h task you can set 10h in May and 90h in June for the assigned department.

Add user availability exception

1. From the bookmarks’ menu bar, go to the Resources tab.
   A list of users and a timeline will open, showing the allocation of users by day.
2. Click the name of the selected user.
   The Allocation tab will open, showing the user’s daily allocation on the projects in which he participates.
3. In the view of the selected user, go to the Capacity tab.
   The tab with the calendar view will open.
4. On the calendar view or the user’s availability exception list, click the calendar day you want to add an availability exception.
   The Capacity Exception window will open.
5. Enter the name of the accessibility exception, e.g., “Vacation.”
6. Set the dates you want the availability exception to apply.
7. Use your keyboard or the arrows to enter the user’s daily work hours. If the user isn’t available on a particular day, enter zero.
8. Click Add.
9. The new availability exception will appear on the calendar. Days when the user is unavailable will be highlighted in red, while days when they are available will be highlighted in yellow.

Outlook calendar integration

When FlexiProject is integrated with the Azure Active Directory service, it is possible to retrieve all-day absences of synchronized users from the organization’s calendar directly as exceptions to their availability.
For more information, see: Azure: Synchronize users’ calendars

Time-limited availability: an availability change can now be defined for a specific period (start date and end date), without overwriting the default availability or affecting historical projects.

Example: a user switches to half-time from June 1 to December 31. Add a new availability entry valid from June 1 to December 31 with 4h per day. During this period the maximum effort against which overload is calculated is 4h per day; before June and after December the default 8h still applies.

Manage days off in the organization

1. Expand the Administration group from the bookmarks’ menu bar, then go to the System Settings tab. A list of possible system settings opens.
2. In the System Settings, select the Resources tab. A resource module with a default calendar view will open.
3. Click the Add button or the day on the calendar you want to add an organization’s day off. The Days Off window will open.
4. Enter the name of the day off, e.g., “New Year”.
5. Set the Dates on which you want the days off to apply.
6. Optional: check the box for the “Repeat every year” option. Checking the “Repeat every year” option causes the entered day off to be repeated yearly within the exact dates.
7. Click the Add button. You will add the days off, which are displayed in red on the calendar. You can view these days in the organization’s and users’ calendars.