Allocating Staff to Projects

WorkGuru assigns staff to the project's tasks, not the project as the task is what the staff will be recording their timesheets against. This also allows you to manage the tasks to specific staff members so they can only see, or add timesheets to, the tasks and projects that are relevant to them.

• Staff Allocation by Project Task
• Project Task Allocation by Staff
• Templated Staff Allocation

By default, non-admin staff members can only see projects and tasks they have been allocated to in their timesheet entry screens. If a project has a mix of allocated and non-allocated tasks (a task with no staff, the allocated staff member will not be able to see the non-allocated tasks.

If you have a simpler workflow where it is easier to allow all staff to see every task on every project, you can allow this via the Can Add Timesheets To All Tasks permission assigned to the staff members permissions or role. (Administration -> Roles)

Staff Allocation by Project Task

You can assign staff when creating or by editing an existing project. Expand the task and add your staff by searching their name in the Staff Allocation field. You can add multiple staff to a task by repeating the search. Repeat this process for all tasks on the project.

You can also easily assign multiple staff to a task using teams. Select the pre-defined team in the Staff Team dropdown. You can add multiple teams to the task if required.

Save the project when staff assignment is complete. The project's Overview tab will then display which staff are applied to which tasks.

Project Task Allocation by Staff

You can assign a task member to multiple tasks using the Assign Users to Tasks function from the users dashboard Actions menu (Administration -> Users -> Actions).

Select the User you want to assign from the drop-down and the list of projects and tasks that user is NOT currently allocated to will display.  You can then use the  Search function to refine the list as required by:

• The project number or name to assign the user to that project's tasks
• The task name to assign the user to that task across multiple projects.

Use the check boxes to select the tasks required and click Assign User to Tasks to complete the allocation.

Templated Staff Allocation

An alternate way of adding staff to a project if the same staff/team is always working on the same tasks is to allocate the staff in a project template. When the template is assigned to the quote, project or production job, the staff allocation will apply with the template and can be modified by editing the task as required.

Assigning Staff to Tasks in Bulk

For assigning and reassigning staff to tasks in bulk, please see this article.