Introduction to Hive Resourcing
Resourcing is a Premium Add-on that allows teams to staff projects, plan work, and manage team workload.
Accessing Resourcing
Click App Library in the left sidebar, then click Resourcing. Admins can limit who sees it (see Permissions under Settings below).
Navigating Resourcing
Create
Click Create, then Assignment, Time off or Placeholder.
For an assignment, select the project, resource, dates and hours. Notes are optional. Time off uses a Leave type instead of a project.
Views and timeframe
Use Users, Teams and Projects to change the view (see below).
Use D, W and M to show days, weeks or months, and the date picker to set the range.
Configure
Display: choose which rows to show (for example time off or meetings), and set:
Density: Expanded lists each project under each person. Compact shows all of a person's work in one section.
Display as: Hrs or %.
Density and Display as are user specific. They do not change the view for others.
Presets: to save your current filters, click Select preset > + Create preset.
Filter: click Add filter to add one, or X to remove one.
Capacity finder: find who is free. Set a time range and a utilization value, then click Update.
More
Open Export, Resource estimates, User profiles, Reporting and Settings.
Assignments show on the chart as bars. Each bar shows the dates and the total time (hours or % of capacity). The colors show:
Blue: assigned time
Dark Blue: Confirmed Assignments
Light Blue: Unconfirmed Assignments
Pink: the person is over their threshold (for example, over 8 hours per day)
Views in Resourcing
Use Users, Teams or Projects (next to Create) to choose what shows at the top level.
Users View
Each person, with their projects under them. Actions and assignments are grouped by project. Time off has its own row.
Projects View
Each project, with the people on it under it.
Teams View
Each team, with its members under it. Expand a person to see their projects and actions. A person in more than one team shows under each team.
Getting Started
Adding a Resource Assignment
Time shows in Resourcing when work has an estimate, an assignee and a date or date range.
Action estimates: turn on Time Tracking in the App Library and add estimates to your action cards.
Project assignments: click Create > Assignment, or double-click a day in the grid to open Create assignment.
Estimates
The Estimated row of each project adds up its action estimates and assignments. Assignments can be made at the project or the action level.
Resourcing Reporting & Exports
Click More > Reporting. It has three reports:
Total hours performance
Project breakdown
Staffing breakdown
Filters
Click Filters (top right) to filter by time period, project status, projects, roles and assignees. Project status is the status set on each project's Overview.
Resourcing Terminology
Utilization
Utilization is the measure of how much of your available resources you are currently using. This can be best seen as a formula:
Utilization = All hours logged (excluding [PTO] projects) / Total capacity (workweek)
Capacity
Capacity is the maximum level of output that someone is capable of delivering
Example: 8 hours/day of availability = 8 hours of capacity for a given day
Assignment
The amount of work [time] assigned for a user.
Estimate
The estimated amount of work [time] an action will take to complete
Placeholder
Placeholders are unnamed resources used to 'pencil in' who will work on a project or activity. Like your users, placeholders are assigned roles (i.e Copywriter) and can be used to assign work without knowing who on your team will take it.
Settings & User Profiles
Click More > Settings. Resourcing settings open in Workspace settings > Resourcing.
Resourcing Settings
General
Working day (in hours) is 8 by default.
Threshold (in hours) sets the daily limit for each weekday. Time above it shows as over capacity. If a person has no work week days on their profile, Hive uses the threshold. If there is no threshold, Hive uses the working day.
Select Include Weekends if your team works weekends. To change the working week for the whole workspace, see Set your working week in Hive.
Calendar meetings reduce availability (workspace admins only). Turn this on to count synced Google and Microsoft calendar meetings as busy time. Meeting hours then come off each person's free time in Resourcing, the planner and reporting. It is off by default.
Only meetings the person organizes or is invited to count.
Declined meetings and meetings shown as Free don't count.
Overlapping meetings count only once.
Show utilization by: Hours or Utilization percentage. 100% is the threshold. Each person can also switch with Display as in Configure.
Permissions set who can use Resourcing. With Specific people, other users don't see Resourcing.
Placeholders
Use a placeholder when you know the role (for example, Project Manager) but not the person. Give each placeholder a role, as you do for people.
Projects
Add Project tags to projects to filter the Resourcing and Time grids and reports. Project tags are optional and are not project custom fields.
People
Assign Roles and User tags to your team. You can also set them on a user's profile.
Roles
Roles usually follow job titles. Each person has one role.
Create roles, then assign them to people and placeholders. To staff a project, filter by role to see who is free.
To change a person's role for one project, an admin or project owner can change it in Project bill rates on the project Overview.
User Tags
Use user tags for skills that matter when staffing, for example a Spanish-speaking designer. Add them in Resourcing settings or on the user's profile.
Project Tags
Project tags work like user tags, but for projects (for example, a region such as EMEA).
They are only used to filter Resourcing, Time and Dashboards, so they don't show in your Project Navigator.
User Profiles
Click a person's name in Resourcing, or More > User profiles. By default, only workspace admins can update user profiles. Any member can change user tags, unless an admin selects Lock User Custom Tags on the User tags settings page.
Role and Tags: used for staffing and filters.
Availability: set a First day of work and Last day of work, for example for contractors. The person is not available outside these dates.
+ Add availability: set a start date, end date and hours per weekday, for example only 3 hours on Wednesdays for the next 3 weeks. You can add more than one. These hours override the Threshold and Working day settings.
Utilization target: the percentage of working hours that should be spent on billable work.
Cost rate: the internal cost of the person, used to calculate labor cost.
Bill rate: the default hourly bill rate when logging time. You can change it per project.