What is Resource Availability?

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Managing complex projects with a lot of tasks and a large team can be very confusing. You run the risk of missing out on tasks and mis-utilization of your resources i.e. some are overloaded and some are underutilized.

Resource Availability helps you optimize your team’s workload.

Here is how to use it:

  1. Click on Create Task
  2. Enter task title, task start date, estimated hours
  3. Choose a resource from the Assign To drop down user list
  4. Click on Create

If the chosen Assign To user is available for the specified date and estimated hours then the task gets created as usual.

If the chosen Assign To user is “not available” for the specified date and estimated hours, the moment you click Create you will be presented with a pop-up that says “Resource Not Available”.

Resource availability pop-up

This popup will show you the next available dates for the specified estimated hours for the currently chosen user along with availability of all the other users of the current project.

You can either select “Create Anyway” or select another user and click on “Change”.

If you select “Create Anyway”, the task will be created and assigned to the originally specified user and this user will now be overloaded for the specified dates.

If you select “Change” then the tasks gets assigned to this new user thereby ensuring optimal task and resource allocation.

How does resource availability work?

The Resource Availability feature allows you to define the following under Company Settings> Resource Settings.

  • The work hours per day
  • The company and public holidays for the year
  • Weekends per your company

Once you have defined the work hours per day and follow the steps above; the resource not available pop-up will be triggered.

The logic is as follows –

Tasks will be created and assigned to users normally till the defined work hours per day are not breached.

For e.g. if work hours per day is 9. And the chosen resource is already assigned tasks for say 6 hours today and is totally booked for 9 hours the next day. If you create a task with a start date of today and estimated hours say 8, the resource not available pop-up will be triggered.

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