Resources
Add and maintain everyone who can be booked on Schedule: your people, plus any placeholders and external parties. Only an Editor, Admin or Owner can change them.
Open Resources to see each person with their role and discipline where supplied. To see someone's work, open their work list on Schedule.
A person on Resources has no sign-in, and inviting a member adds no row; a link joins the two.
Add a person
- Open Resources and select Add resource.
- Enter a Name. Everything else is optional.
- Add a Role if useful, such as "Senior Designer".
- Choose a Discipline: the group they appear under on Schedule, which also sets their colour. It shows only while the company uses disciplines, the default.
- Choose an Engagement: Studio for the core team or Supplementary for additional capacity. It only changes which section they appear in, not their discipline, role, working days or utilisation.
- Set Working days: Full day (eight hours), Half day (four) or Not working for each day from Monday to Sunday.
- Select Save. The new row appears on Schedule straight away.
Working days drive utilisation. Only days in both this pattern and the company-wide working days count, so a wrong pattern makes the overwork indicators wrong for that person.
If the server rejects the change, the form stays open with the error so you can correct it.
Add people to the schedule is the Admin's route through this.
Edit a person
Select the edit icon in the person's row, change any field and save. If someone goes part-time, set the relevant days to Half day or Not working. Existing bookings aren't rewritten, but utilisation reflects the new pattern from then on.
Profile pictures come from each person's own sign-in, not this form; initials are the fallback.
Set availability dates
Studio and Supplementary people can have an optional Start date (first day they can work) and End date (last day). Both are inclusive; leave either blank for no limit, or use the same date in both for one day. An invalid date, or a start after the end, is rejected and the form stays open.
Capacity is zero outside the range. Existing bookings there stay visible and still count, so narrowing the range doesn't delete or move anything. You can still edit the person's details, but creating, moving, resizing, reassigning or repeating work onto a working day outside the range is blocked. Ignore working days doesn't bypass these dates: extend the range first.
Placeholders and external parties don't have these fields.
Link a person to a member
Only an Owner or Admin can link a sign-in to a person.
- Open Team & access and select the link icon in the member's row.
- Choose an available person. The choice saves immediately.
Choose another person to change it, or select Remove link to resource. Each member links to one person and each person to one member. A link doesn't grant access or create schedule data.
Only active members and active people can be newly linked. A link to an inactive member or person can still be removed. To move a person's link to another member, remove the old link first.
To invite someone and link them at once, use Invite someone and its Link to Resource selector. See Invite teammates.
Find people quickly
Once anyone is Supplementary, Resources splits people into Studio and Supplementary sections, followed by Placeholders and External. A team with only Studio people sees one People list. Archived people and external parties don't trigger the split. Each section is alphabetical.
Select the star in a person's or external party's row to make them a company favourite. The star fills yellow and the row moves to the top of its section. Schedule keeps Studio before Supplementary within each discipline, favourites first. Favourites are shared, so everyone sees the same order. Placeholders can't be favourited.
Add a placeholder
A placeholder holds work for a role you haven't filled or assigned yet, such as "a Design Lead". Use one when someone on your own team will do the work, even if you haven't named them yet.
Placeholders are off by default; an Editor, Admin or Owner turns on Show placeholders under Company features in Settings. Then select Add placeholder in the Placeholders section.
The name is optional (it shows by its role instead), but a placeholder must be bound to a project. Placeholders carry a "placeholder" badge and hatched styling on Schedule. They have no personal working pattern, so they follow the company's working days.
Add an external party
An external party is an outside company you hand work to, such as a print shop or an overflow studio. Use one when the work is leaving your team. External parties appear on Schedule so you can see the handoff, but carry no hours and never count towards capacity or utilisation. Their bookings use their literal start and end dates.
External parties are off by default; turn on Show external resources in the same Settings section. Then, under External, select Add external party, enter the Company and an optional Descriptor such as "Print", and save.
Turning placeholders or external parties off hides their sections, rows and assignee entries without deleting anything. Turn the switch back on to restore them.
Archive someone who leaves
Select the delete icon in the person's row and confirm Archive resource? Archiving hides them from Schedule and the assignee picker but keeps their past bookings.
Owners and Admins see archived resources at the bottom of Resources, grouped as Archived Studio, Archived Supplementary, Archived External and Archived placeholders. Select Restore to bring someone back, or Delete to remove the record from those lists. Delete anonymises any personal data and can't be undone.
Next: Schedule and change work — book the person.