How to Set Forecasted Resource Availability (User Capacity) in Project Insight

Project Insight can track forecasted resource availability for users who are only available during a specific date range. This is useful for contractors, temporary team members, seasonal resources, or users who are only assigned to projects for a defined period of time.

This is not turned on by default. If your organization wants to use forecasted resource availability, contact the Project Insight Accounts team. The feature can be enabled for your instance at no cost.

How do I enable forecasted resource availability?

• Contact the Project Insight Accounts team to enable the feature for your instance.
• Navigate to the Add-Ons section.
• Install the add-on.

How do I set a user's capacity and allocation?

• Go to Admin > Users > Resource Info.
• Set the individual user's capacity and allocation settings.
• Enter the date range when the user should be available for resource planning.

How does forecasted availability appear in resource reports?

• Assign work items to the user.
• Open the Resource Allocation Report to view the user's availability.
• If the report includes dates outside the user's specified availability range, the user's capacity will show as 0 hours for those dates.
• The user will only appear available during the dates entered in the user's resource profile. During that date range, capacity is calculated according to the user's profile settings.

What do the resource allocation colors mean?

• Purple indicates that the user has PTO during that time period.
• Red indicates that the user is overallocated.

Why use forecasted resource availability?

Forecasted resource availability helps project managers and resource managers avoid assigning work to people outside the dates when they are actually available. This gives capacity reports a more accurate view of future staffing and helps teams plan around contractors, temporary resources, limited engagements, and known availability windows.