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Work Time: Represents the percentage of the Full Time Equivalent (FTE) time that the user is available for actual work, not including overhead. Work Time must be a decimal number up to 1, and it cannot be 0. For example, a 20% availability for actual work would be 0.2.
The field’s default is 1, indicating that a user spends their entire FTE on actual, project-related work.
The system uses this number to calculate the availability of the user for actual, project-related work.
For more information about creating schedules in Workfront, see Create a schedule.
Schedule exceptions and time off might also affect the user capacity.
Workfront calculates a user’s availability depending on the Resource Management preferences in your Setup area. For more information, see Configure Resource Management preferences.
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Set the Work Time value to 1 to indicate that the user is available for project-related work their entire full-time equivalent.
- Schedule Deactivation: Check this box if you want to schedule this user to be deactivated after a period of time.
- Scheduled Deactivation Date: The date after which the user becomes deactivated. For information about scheduling users for deactivation, see the Schedule users for deactivation in Deactivate or reactivate a user.
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Primary Role: This is the primary job role that the user can fulfill in Workfront. Every task and issue that the user is assigned to is also assigned to this job role. Job roles are essential in resource management. You can update this field only if you have a Plan license with administrative user access, or if you are a Workfront administrator. For more information about setting up users with administrative user access, see Grant access to users.
Only active job roles display in the list.
- If you selected a Primary Role, the Percentage of FTE Availability field displays. Specify what percentage of time of the user's schedule is allocated to this job role. The default value for the Percentage of FTE Availability for the Primary Role is 100%.
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Other Roles: A user can have multiple job roles in Workfront. Job roles are essential in resource management. There is no limit for how many job roles a user can fulfill. However, we recommend to not assign one user to an excessively large number of job roles, because resource management might become too complex for these users.
Only active job roles display in the list. For more information about job roles, see Create and manage job roles.
You can update this field only if you have a Plan license with administrative user access, or if you are a Workfront administrator.
For more information about setting up users with administrative user access, see Grant access to users.
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(Conditional) If you selected one or multiple Other Roles, the Percentage of FTE Availability field displays for each role. Specify what percentage of time of the user's schedule is allocated to each job role. The default value for the Percentage of FTE Availability for the Other Roles is 0%.
NOTE: If Other Roles have a 0% FTE Availability, they do not display in the Resource Planner, unless the users are assigned to tasks in these roles.
NOTE:
The sum of all Percentages of FTE Availability for all roles must equal 100%. Each Percentage of FTE Availability calculates the Available Hours for each role per user in the Resource Planner. The Available Hours for each role per user depends on the available time for the user.
The available time for the user is calculated by Workfront depending on the method that has been selected by the Workfront administrator to calculate the FTE in the Resource Management Preferences.
For information about calculating availability for the user, see Overview of calculating hours and FTE for users and roles in the Resource Planner.
For information about configuring Resource Management preferences, see Configure Resource Management preferences.
(Optional) Date effective job role assignments are used in financial calculations if the user's job role changes during a project.
Click Define roles by date, select the Primary Role and Other Roles, and enter the allocation percentage for each role. The roles could be the same as the existing roles (using different percentages), or new roles. Select the Start date when these roles become active. This can be a future date. When the newest roles become active, you can click Show previous roles to see the previous, inactive roles.
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Schedule: Associate a schedule with the user. The schedule of the user calculates the timeline of the tasks the user is assigned to.
You must create a schedule before you can associate it with a user. For more information about creating schedules, see Create a schedule.
NOTE: We recommend that the schedule you associate with the user matches the user's Time Zone.
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Timesheet Profile: Associate a Timesheet Profile with the user to ensure that timesheets generate automatically for the user.
NOTE: The list of profiles you have available in this field depends on your access:
- As a Workfront administrator, you can see all system-level and all group-level Timesheet Profiles.
- As a group administrator, you can see system-level Timesheet Profiles, as well as those associated with the groups that you manage.
- As a user with a Plan license and access to edit users, you can see only system-level Timesheet Profiles. For more information about group-level Timesheet Profiles, see Create, edit, and assign timesheet profiles.
- Default Hour Type: Select the default hour type for the user. This is the hour type that is used by default when the user logs time.
- Available Hour Types: Select the hour types that should be available to the user. These hour types are visible everywhere in Workfront where the user can log time. A user can only see the hour types that are enabled at the project level as well as the user level. For more information about what hour types are available to users, see Define hour types and availability for timesheets.
- Log Time in: Select whether the user should log time on work items in hours or days. For more information, see Configure whether time is logged in hours or days.
- FTE: This is the Full Time Equivalent of the user. Workfront uses this number to calculate the availability of the user based on the Default Schedule only when the Resource Management Preferences at the system level are set to The Default Schedule.
The FTE indicates the amount of time that the user can spend at work. This includes overhead, as well as time spent on project work. For example, time that is spent in meetings, or training is also included in the FTE.
The FTE must be a decimal number up to 1, and it cannot be 0. For example, if the FTE value is 0.5 and the Default Schedule in Workfront is 40 hours, the user is available for 20 hours a week.
The field’s default is 1.
Schedule exceptions, time off might, and the value of Work Time may affect the availability of the user.
Workfront calculates a user’s availability depending on the Resource Management preferences in your Setup area.
If the Resource Management Preferences at the system level are set to The User’s Schedule, the value you specify here is ignored and the user is considered to be available according to what is specified in their schedule.
For more information, see Configure Resource Management preferences.
For more information about creating schedules in Workfront, see Create a schedule.
- Resource Pools: Associate the user with Resource Pools. For more information, see Associate resource pools with users .
- Cost Rate: The amount of cost per hour for the user.
For date effective cost rates, click Add Rate. Enter the value of the cost rate for the time period, and assign a Start Date and End Date as needed. Cost Rate 1 will not have a start date and the last cost rate will not have an end date.
Some dates are added automatically. For example, if Cost Rate 1 does not have an end date, and you add Cost Rate 2 with a start date of May 1, 2023, an end date of April 30, 2023 is added to Cost Rate 1 so that no gaps exist.
- Billing Rate: The amount of billing per hour for the user.
For date effective billing rates, click Add Rate. Enter the value of the billing rate for the time period, and assign a Start Date and End Date as needed. Billing Rate 1 will not have a start date and the last billing rate will not have an end date.
Some dates are added automatically. For example, if Billing Rate 1 does not have an end date, and you add a second with a start date of May 1, 2023, an end date of April 30, 2023 is added to Billing Rate 1 so that no gaps exist.