Welcome > Resources > Manage resource availability

Manage resource availability

The TotalAgility Workspace has a global business calendar that you can use to set working/non-working days and working hours across all resources.

Each resource can also have a personal calendar that is derived from the global calendar. Configure the following for yourself, your team members, and your company:

  • Daily / custom working hours: A particular resource may work on Saturday mornings, which is not a working day in your company.

  • Custom debits / credits: A resource may be owed time or be on loan (credited) to another team, for example, to meet project deadlines.

  1. On the Resources menu, click Resource Availability.

    The global calendar appears by default.

  2. Specify the required days or dates:

    • To select one date and time, select Select Date.

    • To select multiple dates, click Select Dates.

    • To specify non-working days, select Set Non-Working Dates.

  3. Browse through the dates on the calendar.
    A legend at the bottom of the page indicates the color keys.
  4. Configure the daily working hours of your company as follows:

    1. Select the relevant dates, which enables the Use Custom option.
    2. Select the Use Custom check box, which enables the From and To date boxes.
    3. In the From and To fields, select a start and end time, as required.
    4. Click Apply.

  5. To return to the calendar view, click View Calendar.

Configure a calendar for an individual

To configure a calendar for yourself or a resource, select the resource from the Resource list. The calendar for the resource appears with two additional options, Debits and Credits and Comments on the right.

Because these options are only resource-related, they are not available for Global calendar.

  1. Specify whether to loan the resource to another team (debit time) or if the resource is due overtime (credit time) by clicking the Debits and Credits section.
    Existing debits and credits for the resource appear in the Debits and Credits list. Delete these if required.
  2. On the Debit or Credit list, select the time category.

    Time categories are predefined under Resources - Time Categories. See Managing time categories for more information.

    Applying more debit hours than working hours generates an error message.

  3. If you select a credit time to loan the resource to another group for a specified time, from the Resource Group list, select the group that is borrowing the resource.
  4. Enter the duration of the credit / debit time in the Duration boxes.
  5. Select a date from the Calendar.
  6. Click Add.

    The new debit/credit appears in the Debit/Credit list.

    Add debits and credits for non-working days as needed. You can add the same debit /credit durations multiple times to the Debit/Credit list and have duplicate debit and credit entries.

  7. If you have a work pattern defined, apply debits and credits to the work pattern by selecting the Apply Work Pattern check box. (By default, the check box is enabled.)
    For more information about work patterns, see the sections that follow.
  8. To add a comment to a date:
    1. Select the required date and click Comments.
    2. Enter the comment text and click Apply.
  9. Once you finish working with your resources calendar, click Save Changes to Calendar to update the calendar.

Add work patterns

For an individual resource, you can add work patterns that allow you to apply debits or credits.

When you move the pointer over a date, the Work Pattern Debits/Credits appear along with the Custom Debits / Credits details.

  1. Click View Work Pattern.
  2. On the Resource list, select a resource and click Create.
    The Work Pattern dialog box appears.
  3. In the Pattern Name box, enter a name for the work pattern.
  4. Select the Default check box to make the pattern the default.
  5. Specify a start and end date by selecting the check box and selecting the dates to use.

    Except for the default work pattern, you must select a start and end date for all work patterns.

    Do not define a date range that overlaps the ranges of other work patterns. However, work patterns can overlap the default work pattern.

  6. Click Submit. The new pattern is created and displayed in the Work Pattern list.
  7. Add other work patterns, as needed.
  8. Click Save Changes.

Maintain work patterns

  • To view details of the weekly work pattern, click View Work Pattern.
  • To change the current work pattern to a different one, on the Work Pattern list, select the work pattern to use.
  • To edit a work pattern, select the work pattern and click Edit.

To modify the weekly work pattern for the global calendar or a selected resource:

  1. View the details of the weekly work pattern by clicking View Work Pattern.
  2. On the Work Pattern list, select the global or individual resource to modify.

    For the global calendar, you can only modify the working hours. For resources, you can modify the Debits / Credits time for a particular day, and add comments.

  3. Modify the work pattern details as needed.
  4. Click Save Changes to Calendar to update the calendar.