Direct Answer: How to Add Named Resources in OnePlan
To add a named resource in OnePlan, go to the Resource Center, click Add Resource, leave the Generic check box unchecked, and complete the form. Use the Entra icon to add a user who is part of your Entra/Office 365 tenant, or enter a Display Name and Email to add an external user by email. Named resources are always automatically categorized as Work type resources.
What This Article Covers: Named Resources
This article explains the two ways to add a named resource to the Resource Center: users who are part of your Entra/Office 365 tenant, and external users added by email. It also covers the fields on the Add Resource form and what happens after you save.
What you will accomplish: By the end of this article, you will be able to add a named resource to OnePlan using either method, understand which fields apply, and know what the new resource receives after being added.
Before You Begin: Named Resources
- Confirm you have permission to add resources in the Resource Center.
- If adding a user from your Entra/Office 365 tenant, confirm Office 365 is selected as an Authentication Method in the Authentication settings. If you do not see the Entra icon on the Add Resource form, you cannot use this method.
- If adding an external user by email, confirm Multi-Authentication is enabled and Forms is selected as an Authentication Method. See Enable OnePlan Multi-Authentication for instructions.
- Review How to Add and Categorize Generic Resources in OnePlan if you also need to add resources that are not tied to a specific person.
Why This Matters: Named Resources
Give people access to their work
Adding a named resource is what gives a specific person access to OnePlan, an invitation email, and visibility into the plans and tasks assigned to them.
Named resources are always Work type
Unlike generic resources, named resources do not show a Resource Type field — every named resource is automatically categorized as Work. This keeps individual people consistently represented as labor in resource assignment pickers and cost calculations. See How to Add and Categorize Generic Resources in OnePlan for how resource type applies to generic resources.
Accurate permissions and cost tracking
The Group, Cost, and Rate fields on the Add Resource form determine what the new resource can access in OnePlan and how their time is costed on plans.
Step-by-Step: Adding Named Resources in OnePlan
Task: Add a Named Resource Who Is Part of Your Entra/Office 365 Tenant
- Go to the Resource Center.
- Click Add Resource. The Add Resource form will open.
- Click the Entra icon. Search for and select the user you would like to add to OnePlan.
- Complete the remaining fields on the Add Resource form:
- Generic — Leave unchecked. This resource is a named user and will automatically be categorized as a Work type resource.
- Quantity — 1 signifies 1 FTE, or one full-time resource. Full-time is all working hours based on the Calendar settings. 0.5 signifies a part-time resource who is available 1/2 time. This affects the resource's capacity.
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Group — Select the appropriate Enterprise Security Group for this new user. Out of the box, OnePlan comes with the following Enterprise Security Groups and permissions:
- None — Does not have access to OnePlan.
- Team Member — Can view and edit plans or tasks assigned to them.
- Contributor — Can create, view, and edit their own plans.
- Executive — Can view all plans (and content for those plans).
- Manager — Can view and edit all plans (and content for those plans).
- Owner — Can view and edit all plans (and content for those plans); can modify OnePlan configuration (Admin).
- Available From / Available To — Set the date range during which this resource is available for planning. Leave blank if the resource has no defined availability window.
- Business Unit — Select the business unit. Available choices are configured on the Fields page, in the section for resource-level fields.
- Calendar — Select the calendar that determines this resource's working days and hours. Defaults to General.
- Expense Type — Select whether this resource's cost should be classified as CapEx or OpEx, if applicable.
- Non-Labor Cost — Not typically applicable for named resources, since named resources are always Work type. This field pulls its options from the Cost Categories page (Admin > Financial Plan settings) for categories with Labor Type set to Non-Labor, and is primarily used for Material and Cost type generic resources. See How to Add and Categorize Generic Resources in OnePlan.
- Utilization Goal — Enter a target utilization percentage for this resource, if your environment tracks utilization goals.
- Role — Select the primary role. Available choices are configured on the Fields page, in the section for resource-level fields.
- Manager — Begin typing the name of the manager for this user. Select the desired name.
- Timesheet Administrator — (Only shows when the Timesheet App has been added). Select this check box if this user is a timesheet administrator.
- Timesheet Manager — (Only shows when the Timesheet App has been added). Begin typing the name of the timesheet manager for this user. Select the desired name.
- Cost — Enter the cost for this user. Cost is what it costs to have the resource on a project. This value is used in Actual Cost calculations.
- Rate — Enter the rate for this user, if different than the rate associated to this user's role (configured on the Cost Categories page). Rate is the amount that you bill out for the resource. This value is used in Actual Revenue calculations.
- Governance Warnings, Governance Problems, Compliance — Not editable. Related to Insights; display the number of governance warnings and problems and a calculated compliance score. Skip.
Note: Any additional fields configured as resource-level fields on the Fields page will show on the Add/Edit Resource forms.
- Click Save. The new user is available throughout OnePlan and receives an invitation email informing them they have been added to the OnePlan group, along with a link to the group. The user can then use their Office 365 credentials to access OnePlan.
‼️Important: The newly added user needs to accept the email invite link OnePlan sends after being added. If they do not, they will not get access to the environment.
Task: Add a Named Resource Using an Email Address
- Go to the Resource Center.
- Click Add Resource. The Add Resource form will open.
- Complete the Add Resource form:
- Generic — Leave unchecked. This resource is a named user and will automatically be categorized as a Work type resource.
- Display Name — Enter a display name for the user. This is the name shown in the top right corner of OnePlan, as well as in Resource Plans, Work Plans, etc.
- Email — Enter the email address for the new user. This is the email address where the user will receive news and notifications from OnePlan.
- Quantity — 1 signifies 1 FTE, or one full-time resource. Full-time is all working hours based on the Calendar settings. 0.5 signifies a part-time resource who is available 1/2 time. This affects the resource's capacity.
- Group — Select the appropriate Enterprise Security Group for this new user (see the group descriptions in the previous task).
- Available From / Available To — Set the date range during which this resource is available for planning. Leave blank if the resource has no defined availability window.
- Business Unit — Select the business unit. Available choices are configured on the Fields page, in the section for resource-level fields.
- Calendar — Select the calendar that determines this resource's working days and hours. Defaults to General.
- Expense Type — Select whether this resource's cost should be classified as CapEx or OpEx, if applicable.
- Non-Labor Cost — Not typically applicable for named resources, since named resources are always Work type. This field pulls its options from the Cost Categories page (Admin > Financial Plan settings) for categories with Labor Type set to Non-Labor, and is primarily used for Material and Cost type generic resources. See How to Add and Categorize Generic Resources in OnePlan.
- Utilization Goal — Enter a target utilization percentage for this resource, if your environment tracks utilization goals.
- Role — Select the primary role. Available choices are configured on the Fields page, in the section for resource-level fields.
- Manager — Begin typing the name of the manager for this user. Select the desired name.
- Timesheet Administrator — (Only shows when the Timesheet App has been added). Select this check box if this user is a timesheet administrator.
- Timesheet Manager — (Only shows when the Timesheet App has been added). Begin typing the name of the timesheet manager for this user. Select the desired name.
- Cost — Enter the cost for this user. Cost is what it costs to have the resource on a project. This value is used in Actual Cost calculations.
- Rate — Enter the rate for this user, if different than the rate associated to this user's role (configured on the Cost Categories page). Rate is the amount that you bill out for the resource. This value is used in Actual Revenue calculations.
- Governance Warnings, Governance Problems, Compliance — Not editable. Skip.
- Click Save. The new user is sent a link in their email to finish setting up their OnePlan account. See Create a OnePlan Account for instructions.
‼️ Important: The newly added user needs to accept the email invite link OnePlan sends after being added. If they do not, they will not get access to the environment.
Note: Any additional fields configured as resource-level fields on the Fields page will show on the Add/Edit Resource forms.
Frequently Asked Questions: Named Resources
Q: Can a named resource be categorized as Material or Cost?
A: In OnePlan, no. Named resources are always automatically categorized as Work resources. Only generic resources can be categorized as Work, Material, or Cost — see How to Add and Categorize Generic Resources in OnePlan.
Q: What is the difference between adding a resource via Entra and via external email?
A: In OnePlan, the Entra method is for users who are part of your Entra/Office 365 tenant and requires Office 365 to be selected as an Authentication Method. The external email method is for users outside your tenant and requires Multi-Authentication with Forms enabled.
Q: What happens if a newly added user does not accept the invite email?
A: In OnePlan, the user will not get access to the environment until they accept the email invite link sent when they were added.
What to Do Next: Named Resources
Add or manage other resource types:
Manage the resource once added:
Review the full process:
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