How do I create a Spreadsheet/Report/Calendar of team members who are unassigned to tasks

JessMK
JessMK
edited 06/14/22 in Add Ons and Integrations

I need to create a Spreadsheet/report/calendar of team members who are free/unassigned to projects on each day. Most of our projects are events that take place on certain days and we often need to figure out if we can accept requests based on team availability. Currently, we manually check each team member per day but with a big team, this can be time consuming and inaccurate.

Has anyone dealth with this problem and possibly have a solution?

Best Answer

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    Hi @JessMK

    Does your account have the ability to use Resource Management? This would auto-create a calendar showing you who is working on what project, and what each user's availability is.


    If this isn't an option, it would be useful to have more information. For example, how are you tracking the projects/events? Is this across multiple sheets or in one sheet? Could the projects span across multiple days, or are you looking to see if today's date is actually listed in the column?

    It would help if we could see some screen captures of your sheet (blocking out any sensitive data). We may be able to create a Report, or use a formula to return different information, but this will be based on how it's all set up, currently.

    Thanks!

    Genevieve

Answers

  • Genevieve P.
    Genevieve P. Employee Admin
    Answer ✓

    Hi @JessMK

    Does your account have the ability to use Resource Management? This would auto-create a calendar showing you who is working on what project, and what each user's availability is.


    If this isn't an option, it would be useful to have more information. For example, how are you tracking the projects/events? Is this across multiple sheets or in one sheet? Could the projects span across multiple days, or are you looking to see if today's date is actually listed in the column?

    It would help if we could see some screen captures of your sheet (blocking out any sensitive data). We may be able to create a Report, or use a formula to return different information, but this will be based on how it's all set up, currently.

    Thanks!

    Genevieve

  • Wow! This sounds very useful!

    Is there a way to not show all the resources in the Account (i.e. the company) but restrict it to a department?

    Thank you!

  • Genevieve P.
    Genevieve P. Employee Admin

    Resources will only show if they're a Contact assigned to a task on Project Sheets that have Resource Management enabled... so if only one department is using that type of sheet then they will be the only resources shown. (Is that what you meant?)

    If you have multiple departments using this feature, then you could filter the Resource View to only show members of a specific Group (see here).

    Here's a short YouTube tutorial:


  • Thank you! This is perfect!

  • Genevieve P.
    Genevieve P. Employee Admin

    Wonderful! Happy to help 🙂

    Just a quick note, but based on the account associated with your email address, you're eligible to book Pro Desk sessions if you wanted to review Resource Management with a Smartsheet employee on a screen-share session.

    You could also potentially reach out to your company's Customer Success Manager with set-up help (the System Admin for your organization will know who that is, if you're unsure who to contact.)

  • Debbie Sawyer
    Debbie Sawyer ✭✭✭✭✭

    You might want to check out 10,000ft too - this will plot all the users in the calendar and show utilization within Projects too.

    https://help.smartsheet.com/10000ft