Resource Planning
Assign team members to engagements and track capacity across your organization.
Resource Planning gives you visibility into who is working where, when, and for how long. It connects the people in your organization to the work defined in your quotes, and surfaces capacity issues before they become problems.
Resources
A resource represents a team member or contractor in your organization. Resources are managed from the Resources screen (accessible from the sidebar).
Resource workspace
Each resource has a tabbed workspace with three views:
| Tab | Purpose |
|---|---|
| Info | Resource name and tags |
| Plans | All resource plans this person is assigned to, across engagements |
| Capacity | Capacity records showing availability, targets, and projected utilization |
Creating a resource
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Navigate to Resources in the sidebar.
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Click Create to add a new resource.
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Enter the resource’s name.
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Add tags to categorize the resource (e.g., by role, skill set, or team).
Resource plans
A resource plan is a staffing plan attached to an engagement. It defines who is working on the engagement, for how long, and at what hourly allocation across time periods.
Creating a resource plan
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Open an engagement and navigate to the Resource Plans tab.
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Click Create Plan to start a new plan.
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Enter a plan name (e.g., “Phase 1 Staffing”).
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Set the start date and end date for the plan.
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Choose the interval — Day, Week, or Month. This determines the granularity of the planning grid.
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Optionally link the plan to a specific quote to align staffing with scoped work.
The default planning interval is set at the organization level in Settings. You can override it per plan when needed. Weekly intervals work well for most projects; daily intervals are useful for short, intensive engagements.
The planning grid
The resource planning grid is a spreadsheet-style view where:
- Rows represent resource assignments (people assigned to the plan)
- Columns represent time periods (days, weeks, or months depending on the interval)
- Cells contain planned hours for that resource in that period
The grid adapts to the selected interval:
| Interval | Column headers | Column width | Weekends |
|---|---|---|---|
| Day | MM/DD with weekday abbreviation | Narrow (48px) | Excluded |
| Week | Week starting MM/DD | Medium (100px) | N/A |
| Month | MMM YY | Medium (100px) | N/A |
Adding resources to a plan
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Open a resource plan from the engagement’s Resource Plans tab.
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Click Add Resource to create a new assignment.
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Enter an assignment name (typically the role, e.g., “Lead Consultant”).
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Set the assignment’s start and end dates.
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Select the resource (person) from the dropdown, which lists all resources in your organization.
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Enter planned hours in each time period cell on the grid.
Resource plan resources
Each assignment in a plan (a ResourcePlanResource) tracks:
| Field | Description |
|---|---|
| Name | Assignment name / role |
| Resource | Link to the assigned team member |
| Quote Item ID | Optional link to a specific line item in the quote |
| Start / End | Date range for this assignment |
| Hours (Days) | Array of planned hours per day |
| Hours (Weeks) | Array of planned hours per week |
| Hours (Months) | Array of planned hours per month |
| Total | Sum of all planned hours |
Capacity management
Capacity records track each resource’s available hours and compare them against planned assignments.
Capacity fields
| Field | Description |
|---|---|
| Capacity | Total available hours for the period |
| Target | Target utilization hours (typically less than total capacity to account for admin time) |
| Projected | Sum of planned hours from all resource plan assignments |
| % Target Projected | Projected hours as a percentage of target — the core utilization metric |
Understanding utilization
- Under 80% — Resource has available capacity for new work
- 80-100% — Approaching full utilization
- Over 100% — Overallocated; review and redistribute work
Overallocation does not block assignment — Servantium shows the numbers and lets you decide. Some temporary overallocation may be acceptable during peak periods.
Viewing resource plans from the resource side
From the Resources screen, select a resource and open the Plans tab to see every plan that resource is assigned to across all engagements. This cross-engagement view helps you:
- Spot overallocation across projects
- Find available time for new assignments
- Understand a resource’s complete workload
What’s next?
- Engagements — Creating and managing the engagements that drive resource needs
- Quotes & Pricing — The scoped work that resource plans are built from
- Settings & Administration — Configure the default resource planning interval
Need more help?
Our support team is available to assist you.
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