Understanding the Difference Between Users and Resources

This article explains the difference between Users and Resources in OnePlan. 

In OnePlan and other project management tools, the terms Users and Resources serve different purposes. Understanding this distinction is essential for effective planning and system administration.

What Are Users?

A User is someone who has login credentials and can access the OnePlan system.
Users interact with the platform for tasks such as viewing dashboards, updating project details, or approving work.

Key Points:

• Users access to the system is governed by Enterprise Permission Groups.
• In OnePlan, users have access to the system but cannot be used in planning. For example, executives who only review reports.

How Do I Add Users to OnePlan?

Users can be given access to OnePlan without being added into the Resource Center via Entra groups. See Grant Users Access to OnePlan via Entra Groups for instructions.

What Are Resources?

A Resource represents any entity—human or non-human—allocated to complete project work. Resources are tracked for capacity, cost, and availability.

Key Points:

• Resources can be people, equipment, or placeholders.
• They are assigned to tasks and schedules.
• A resource may not have system access (e.g., contractors or generic roles). See Remove a User from the License Count for more information on how to create Named Resources that can be used in planning but have no access to OnePlan.

How Do I Add Resources to OnePlan?

Resources are created and managed in the OnePlan Resource Center. See Add Resources to the OnePlan Resource Center for instructions.