Allocate resources

Assign Employees, Vendors, Equipment, Roles or Crews to Gantt tasks, and use the Resource Planning view to spot over-allocation across projects.

When to use this

Once the schedule has tasks and dependencies in place, before the project goes live. Resource allocation determines who or what is committed to each task — and is the basis for cost roll-up, schedule confidence, and over-allocation detection.

Prerequisites

• A Gantt with tasks already exists on the project
• The resources you intend to assign are set up in NetSuite (Employees, Vendors, or the Timeline-specific records: Equipment, Roles, Crews)
• Permission to edit Gantt Task records and create Resource Allocation records

Resource types

Timeline supports five resource types:

Each task can have multiple resources assigned, with allocation units (e.g. 0.5 = half-time, 1.0 = full-time, 2.0 = two people).

Walkthrough

Assigning a resource to a task

1. Open the Gantt for the project.
2. Click the task you want to assign.
3. In the task's right-hand details panel (or by double-clicking the task to open its Edit form), find the Resources sublist.
4. Add a new resource row:
   • Choose the Resource Type (Employee, Vendor, Equipment, Role, Crew)
   • Select the specific resource — the field is filtered by the chosen type
   • Set the Units (default 1.0)
5. Save the task. The resource appears on the Gantt bar as a chip or label, and the allocation is recorded against the resource for cost and utilisation tracking.

Swapping a Role for a real Employee

Templates often use Role placeholders (e.g. "Concrete Sub") that need to be replaced with specific employees or vendors when applied to a project:

1. Open the task that has the Role placeholder.
2. Find the existing Role resource row.
3. Change the Resource Type from Role to Employee (or Vendor), and pick the specific resource.
4. Save.

Assigning a Crew

A Crew is a named group of Employees. Assigning a Crew to a task is equivalent to assigning every member of that Crew, with the unit value applied across the whole group.

1. Set up the Crew at FullClarity → Timeline → Crews → New — add Crew Members for each employee in the crew.
2. Assign the Crew to a task as you would any other resource. All members appear in utilisation calculations.

Checking for over-allocation

Resource Planning is the secondary view where over-allocation across projects becomes visible.

1. Navigate to FullClarity → Timeline → Resource Planning.
2. Use the toolbar filters to narrow by resource type (Employee, Vendor, Equipment, Role, Crew).
3. Toggle between Used and Available views to see total committed hours against capacity.
4. Look for resources where the daily totals exceed 1.0 of allocation — that's a double-booking.

The Gantt itself does not warn you when you double-book a resource at the point of assignment. The Resource Planning view is currently the only way to catch over-allocation, so build a habit of consulting it before locking in a new schedule.

What success looks like

• Every working task on the Gantt has at least one resource assigned.
• Resource Planning shows a coherent allocation picture, with no inadvertent double-bookings (or with conscious double-bookings flagged for resolution).
• The project's cost roll-up reflects the actual resource commitments, not template placeholders.

Gotchas

• No over-allocation warning at assignment time. Resource Planning is the only check. If you're rolling out a complex resource plan, schedule a review session against Resource Planning before going live.
• Role placeholders need to be swapped out. Tasks that arrive from a template with a Role on them won't roll up to a specific person until you swap the Role for an Employee or Vendor. Cost calculations on a Role placeholder use the Role's hourly rate, not a specific employee's rate.
• Crew membership is point-in-time. Adding or removing a Crew Member changes future allocations for that Crew but does not retrospectively reassign past allocations.
• Resource dates inherit from the task. A Resource Allocation record doesn't have its own start/end date — it inherits the dates of the task it's linked to. Move the task, and the resource allocation moves with it.
• Equipment is a Timeline record, not a NetSuite Item. Don't expect Equipment to align with the Item master — it's a separate catalogue managed at FullClarity → Timeline → Equipment.

Related

• Add tasks and dependencies
• Create a Gantt from a template
• Task fields reference