Resources & Capacity

What is a resource?

A resource is a team member set up for planning and time tracking. Each resource links one user to a work schedule (work days and hours), billing and cost rates, a manager, and the skills they can deliver.

A resource is the unit of capacity in Time & Resource Management. Once a person is a resource, you can reserve their hours through bookings , spread their capacity across work in resource allocation , and measure planned hours against time budgets .

A user can be a resource only once per organization — you cannot add the same person twice.

Where to find Resources

1. In the left sidebar, click Time & Resource Management to expand it.
2. Choose Resources.

This opens the resources overview (/tr/resources).

The resources overview

The list shows the following columns per resource:

At the top of the list you can:

• Search — type in the search bar to find a resource.
• Filter by status — Active or Inactive.
• Filter by skills — show only resources that have the selected skills.

The overview is paginated; you can choose how many resources to show per page.

Adding a resource

1. Click Create (the + button) in the top right.
2. Fill in the form. The fields are grouped into a top section (person, status, schedule dates, skills) and a work pattern section.

Person and status

• User — the team member to set up as a resource. (required)
• Manager — the user who manages this resource. (optional)
• Status — Active or Inactive. (required, defaults to Active)
• Time zone — the resource’s time zone. (required, defaults to your browser’s time zone)
• Effective start date — when the resource becomes active. (required, defaults to today)
• Effective end date — (optional) leave empty for an open-ended resource.
• Skills — the skills this resource can deliver, chosen from your skill list. (optional)

Work pattern

• Resource type — Full-time or Part-time. This controls whether fixed start and end times apply.
• Work days — pick the days of the week this resource works. At least one day is required; the default is Monday–Friday.
• Weekly hours — total hours per week. (required, default 40, maximum 168)
• Working hours (full-time only) — a start time and an end time in 24-hour HH:mm format, e.g. 09:00–17:00. The end time must be after the start time. Part-time resources don’t set fixed working hours.
• Bill rate — the hourly rate you bill clients (0 or greater). (optional)
• Cost rate — your internal hourly cost (0 or greater). (optional)
• Notes — free-form notes about this resource. (optional)

3. Click Create to save.

Work days and availability

The schedule is built from work days — the weekdays a resource is available. Pick the days in the Work days selector; Monday–Friday is the default for a new full-time resource.

For a full-time resource you also set fixed working hours (a start and end time) that apply to those days. A part-time resource keeps the chosen work days and weekly hours but skips fixed start and end times, so you can model flexible patterns.

FlowQi uses the work days together with the weekly hours to describe how much of the person’s time is available for planning. Adjust the work days to model part-time schedules, four-day weeks, or any pattern that fits the person.

Capacity

A resource’s capacity comes from its weekly hours spread across its work days. That capacity is what later planning works against:

• Bookings reserve part of a resource’s hours for specific work over a period.
• Resource allocation shows how a resource’s capacity is distributed across the work assigned to them.
• Time budgets let you compare planned and tracked hours against a target.

Keeping weekly hours and work days accurate keeps all of these calculations correct.

Skills

Skills describe what a resource can deliver — for example “Front-end”, “Design”, or “Copywriting”. Add them to a resource through the Skills field when creating or editing the resource; the options come from your organization’s skill list .

Each skill shows as a colored badge in the Skills column of the overview, and you can use the skills filter to quickly find everyone who can deliver a given skill. See Skills for managing the list itself.

Rates

Two optional rates record the money side of a resource:

Both are hourly amounts of 0 or greater. The bill rate also appears as a column in the overview.

Status: active or inactive

A resource is either Active or Inactive. Set a resource to Inactive when the person is temporarily not available for planning; switch back to Active when they return. Use the status filter to show only active or inactive resources.

Editing a resource

1. In the overview, select exactly one resource with its checkbox.
2. In the action bar at the bottom, click Edit.
3. Update the manager, status, time zone, dates, skills, work pattern, rates, or notes.
4. Click Update to save.

Deleting resources

1. In the overview, select one or more resources with the checkboxes.
2. In the action bar at the bottom, click Delete.
3. Confirm in the dialog.

Permissions

What you can do with resources depends on your role and on access to the Time & Resource Management module. If you don’t see a button (for example Create, Edit, or Delete), you’re missing the matching access — ask your administrator.