Resources

Viewing the Resources Dashboard

The Resources dashboard displays the active bookable resources. Examples of a resource might be a technician, a piece of equipment, or a facility.

1. From Settings, select Resources.

2. The Resources dashboard displays the following columns:

   • Resource Name

   • Resource Type

3. Select a resource or click New to create a new resource.

Your ability to view cost fields and tabs depends on the security role assigned to your user ID. To view invoices and purchase orders (from the document hyperlink) in Business Central, you must have access to the platform.

Creating/Editing a Resource

1. From Settings, select Resources.

2. Select a resource to view its record or select New to create a new resource record.

General Tab

On the General tab, complete the following fields:

• Resource Type: Select User.

• User: Select the user.

• Name: The user’s name is auto-populated from the user’s setup; however, you can edit this field.

• Time Zone: The time zone is auto-populated from the user’s setup; however, you can edit this field.

• Primary Email: Enter the user’s primary email address.

• Home Address: Enter the user’s home address.
  Note: If the postal code does not auto-populate, you will need to edit the address and manually enter the postal code.

Assigning Characteristics

You can assign a characteristic to a resource on the General tab. Characteristics can include the skills, certifications, or education of the resource. Each characteristic can optionally be assigned a rating value, as defined by the rating model.

1. On the General tab, select the ellipsis to the right of Resource Characteristics.

2. Select New Bookable Resource Characteristics.

3. Select a Characteristic from the lookup.

4. (Optional) Select a Rating Value for skill proficiency.

5. Select Save and Close.

Assigning Resource Categories

Resource categories are roles or groups of categories that help distinguish resources. Examples include a resource's role or job title.

1. On the General tab, select the ellipsis to the right of Resource Categories.

2. Select New Bookable Resource Category.

3. On the New Bookable Resource Category Association window, select the Resource Category.

4. Select Save & Close.

Scheduling Tab

On the Scheduling tab, complete the following fields:

• Start Location: Select the resource's start location.
  Note: If Microsoft is unable to obtain the address's latitude and longitude, you will need to set the Start Location and End Location to Location Agnostic.

• End Location: Select the resource's end location.

• Organizational Unit: This field is required if Organizational Unit Address is selected for the Start or End Location fields.

• Derive Capacity from Group Members: Yes/No

• In the Scheduling section:

  • Display on Schedule Board: Yes/No

  • Enable for Availability Search: Yes/No

Service Tab

On the Service tab, complete the following:

• Hourly Rate: Enter the resource's hourly rate.

• Warehouse: Select the warehouse where the resource gets their parts.

• Time Off Approval Required: Select if someone needs to approve a resource's time off requests.

• Resource Product: Select the labor code for the resource.

Select Save to continue to enter work hours and/or characteristics or Save & Close.

Work Hours Tab

The Work Hours tab displays after you have saved the new resource record. You can define work hours for each resource. If you don't change them, it uses the default work hours. The schedule board differentiates work hours and non-work hours with colors. The schedule assistant returns only resources that have capacity in their designated work hours.

If you will be setting up several resources with the same work hours, you can use a Work Hours Template to apply the work hours to one or more resources.

To define a resource’s work hours:

1. Open a resource record and select the Work Hours tab. Select New > Working hours.

2. Set the start and end time of the resource's work hours and choose a repeat pattern. Use the Custom repeat pattern for recurring working hours, where resources can have different working hours on different days of the week.

3. Enable Capacity to define the number of times the resource can be booked during their work hours. For example, setting the capacity to 5 means that when booking a resource with the schedule assistant, the resource shows as available and can be overbooked up to the capacity limit (in this case, five times). 1 is set by default. Changing the value to 0 stops showing the resource as available in a resource search.

   To split each working hour entry evenly into two working hour entries, so that each split entry can have a different capacity, select the vertical ellipsis ⋮ > Add split. The Add split option only shows when you enable Capacity.

4. To add a break, select the vertical ellipsis ⋮ > Add break. A break of 30 minutes is added. To change the break time, adjust the start or end time of one of the working hours.

5. Set the time zone for the resource work hours.

6. Save the work hours to update the work hours calendar.