Report a problem
Go to KanBo Website

Allocating Resources to Cards

In this article:

Overview

Allocating resources to cards means assigning them specific tasks over time. How is this different from simply adding card users?

Allocations are part of the complex Resource Management module. First of all, resources are not just KanBo users. We can also allocate placeholders or even non-human resources such as equipment or materials to cards.

Example: With the Resource Management module enabled in space, a new tab appears in cards, and the shape of the user icons can change.

Second, allocation time is not just card dates. We can specify the exact number of hours needed to complete a task. With Resource Management tools, we can find out what resources are available at the time we specify and allocate those that meet our criteria. Any delays or emergencies related to resource availability are monitored.

Example: Allocation very precisely defines the number of hours and days the resource is reserved for the task. In this case, the total of 6 hours is spread over 3 days at 2 hours per day.

Then, with the Time Tracking feature, we can enter the actual time spent working on the card.

Another aspect is the dependence of card allocations on space allocations. Each resource has a limited capacity in terms of a work schedule or a number of pieces. It is controlled by the resource manager, who grants permission to allocate the resource to a space. Only the time that has already been allocated to a space can be distributed to other cards.

Example: Megan has two hours in the Green Week space, all allocated on the Cinema Selection card.

Allocation types

There are two types of allocations:

  • Basic – Based on the total number of hours to be worked in space.
  • Duration-based – Based on the number of days to be worked in space.

This is best illustrated with an example. Below are two allocations that reserve a resource for exactly the same amount of time. The first difference is in the way the data is entered.

In the basic allocation, you enter the total number of working hours of the resource. In the duration-based allocation, you must enter the number of days you want the resource to be available and the number of hours needed per day. In both cases, the result is 2 days and 3 hours of work per day.

Basic Allocation

For the basic allocation, we are interested in the total number of hours to be worked. When we edit the duration of the allocation, the number of hours per day is adjusted so that the total number of hours remains the same.

gif z workload view – rescheduling card

Example: The total effort is 6 hours. We can divide it for 2 days, which results in 3 hours per day. If we divide it for 3 days, it takes 2 hours per day.

Only space owners with the Enterprise/Strategic KanBo license can work with basic allocations in spaces.

Duration-based Allocation

In the case of duration-based allocation, we are interested in the number of working days. Each workday has the same number of hours. As we reduce the number of workdays, we also reduce the total number of hours to be worked.

gif z workload view – rescheduling card

Example: Each day is 3 hours of work. Changing the number of days affects the total number of hours to work.

Only space owners with the Strategic KanBo license can work with duration-based allocations in spaces.

Creating card allocations

To create an allocation of a resource to a card:

  1. Open the card.
  2. Go to the Resourcing tab.
  3. Select the Type of allocation.

Basic Allocation

  1. Enter the Duration (calendar days).
  2. Enter the Effort (total hours).
  3. Allocate a resource.

Duration-based Allocation

  1. Enter the Duration (calendar days).
  2. Set the Effort (hours/day).
  3. Allocate a resource.

If there are no card dates in the card, the start date will be set to the current moment. Changing card dates affects allocations.

Selecting a resource is made easy with the Resource Picker tool, which includes filters to help you find one that is available and has the right characteristics. It focuses on resource needs, not specific individuals, to ensure fair and unbiased allocation.

To allocate a resource to card:

  1. On the Card members section, select the resource placeholder.
  2. Use filtering by e.g. job roles, or skills to find the matching resource.
  3. Select the resource.

Example: The Resource Picker. Note the automatically set time availability filters are identical to card dates.

We can also allocate existing card users. After this action, the user’s avatar will change shape from round to square.

To allocate a card user:

  • Select the card user and then select Allocate.

Remember that you can add multiple resources to a card.

Adding skills to cards

To a skill to a card:

  1. Open the card.
  2. Go to the Resourcing tab.
  3. On the Card effort & allocations section, below the Required skills, select Add skills.
  4. On the Required skills panel, select + Add skill.
  5. Check the boxes next to the selected skills.
  6. Confirm with the + Add skills button.
add-allocation-skills

Editing card allocations

To reschedule the card allocation you can:

  • Change the duration or effort of allocation in the Resourcing tab.
  • Change the card start date or due date.
  • Adjust the card in the Workload view.

To change the card allocation type:

  1. Open the card.
  2. Go to the Resourcing tab.
  3. On the Card effort & allocations section, select different allocation type.
  4. On the Warning! pop-up window, confirm Yes, I am sure.

To remove the resource form the card allocation:

  1. Open the card.
  2. On the Card members section, select the resource avatar.
  3. Select Do not allocate.

To change the resource of card allocation:

  • Add a new resource and remove the old one.

Deleting card allocations

To delete a card allocation:

  1. Open the card.
  2. Go to the Resourcing tab.
  3. On the Type of allocation, select None.
  4. On the Warning! pop-up window, confirm Yes, I am sure.

Was this article helpful?

Please, contact us if you have any additional questions.