What Is Percent Allocation Default in Project Insight?

The Percent Allocation Default field in Project Insight defines what percentage of a resource’s workday should go toward a project by default when that user is added as a project resource.

This field is found in the user profile settings under the Resource Info tab. It helps Project Insight prefill a resource’s default allocation rate on new projects, but it does not directly calculate overcapacity in resource allocation reports.

In short, Percent Allocation Default helps with project resource setup. Capacity Percent is the value Project Insight uses to calculate overcapacity hours in allocation reports.

When to Use It

Use this article when:

• You need to understand the Percent Allocation Default field.
• You are setting up resource planning values on a user profile.
• You are adding users to a project from the Resources tab.
• You want a default allocation rate to appear when a resource is added to a project.
• You need to know why Percent Allocation Default does not change overcapacity graphs.
• You are comparing Percent Allocation Default with Capacity Percent.

Where to Find Percent Allocation Default

To find Percent Allocation Default:

1. Open the user profile.
2. Go to the user profile settings.
3. Select the Resource Info tab.
4. Find the Percent Allocation Default field.

For example, one user may have a Percent Allocation Default of 100%, while another user may have a Percent Allocation Default of 50%.

What Percent Allocation Default Means

Percent Allocation Default defines the default percentage of a resource’s workday that is expected to go toward a project when that resource is added to the project.

For example:

• A user with a Percent Allocation Default of 100% is added to a project at 100% allocation by default.
• A user with a Percent Allocation Default of 50% is added to a project at 50% allocation by default.

This value is a starting point. It can be changed for each project.

Does Percent Allocation Default Affect Overcapacity Reports?

No. Percent Allocation Default is mainly informational and does not directly affect the over-allocation graphs in a resource allocation report.

In Project Insight, Capacity Percent is the value used to calculate overcapacity hours in resource allocation reports.

This means a user can have a Percent Allocation Default of 50% or 100%, but overcapacity calculations still use the user’s capacity value.

How Percent Allocation Default Works on a Project

When you add a new project resource from the project’s Resources tab, Project Insight uses that user’s Percent Allocation Default as the default allocation rate for that project.

You can change this value on a project-by-project basis.

To change a project resource’s allocation:

1. Open the project.
2. Go to the Resources tab.
3. Find the resource you want to update.
4. Click the default percent allocation value.
5. Change the percentage to the desired value.
6. Save the change.

For example, if John Doe’s Percent Allocation Default is 50%, Project Insight will add him to a project at 50% allocation by default. If the project needs more of his time, you can change the project-level allocation to 100%.

How Percent Allocation Appears in Reports

Percent allocation can appear in reports as a comparison between assigned or allotted work and capacity.

For example:

• If a user has 12 hours of allotted work and 40 hours of capacity, that is 30% of capacity.
• If another user has 8 hours of assigned work and 20 hours of capacity, that is 40% of capacity.

This helps project managers understand how much of a resource’s available capacity is represented by the assigned or allotted work.

Percent Allocation Default vs. Capacity Percent

Percent Allocation Default and Capacity Percent are related to resource planning, but they are not the same.

• Percent Allocation Default: Sets the default allocation rate when a user is added to a project.
• Capacity Percent: Defines the user’s available working capacity and is used to calculate overcapacity hours in resource allocation reports.

Use Percent Allocation Default to save time when adding resources to projects. Use Capacity Percent to reflect how much capacity a user actually has available.

Best Practices

• Use Percent Allocation Default when a resource usually contributes the same percentage of time to projects.
• Set lower defaults for part-time contributors, shared resources, managers, or specialists who are not usually assigned full-time.
• Update the project-level allocation when a specific project needs more or less of a resource’s time.
• Remember that Capacity Percent, not Percent Allocation Default, is used to calculate overcapacity hours.
• Review project resource allocation values when resource allocation reports do not match expectations.

Common Mistakes to Avoid

• Assuming Percent Allocation Default controls overcapacity calculations.
• Forgetting that the value can be changed project by project.
• Using 100% as the default for every user when some resources are shared across multiple projects.
• Confusing Percent Allocation Default with Capacity Percent, Capacity Percent Max, or Utilization Percent.
• Relying on default allocation values without reviewing actual project needs.

Related Features

• User Profile Resource Info
• Project Resources Tab
• Capacity Percent
• Capacity Percent Max
• Utilization Percent
• Resource Allocation Reports
• Capacity and Resource Allocation Add-On
• Resource Management

Need More Help?

If you are not sure how Percent Allocation Default should be configured for your organization, contact your Project Insight administrator or Customer Success representative. You can also get more help at projectinsight.com/support.