Direct Answer: What Is the Difference Between a User and a Resource in OnePlan?
In OnePlan, a User is someone with login credentials who can access the system, with that access governed by Enterprise Security Groups; a User cannot be used in planning (for example, an executive who only reviews reports). A Resource is any entity — human or non-human — allocated to complete project work and tracked for capacity, cost, and availability; a Resource may or may not have system access.
What This Article Covers: Users vs. Resources
This article explains the difference between Users and Resources in OnePlan, why the distinction matters for planning and administration, and how to add each one.
What you will accomplish: By the end of this article, you will understand what distinguishes a User from a Resource in OnePlan and know where to go to add each one.
Who This Article Is For: Users vs. Resources
- OnePlan administrators setting up access and planning data for their organization
- Anyone deciding whether a person needs system access, planning availability, or both
Why This Matters: Users vs. Resources
Effective planning and administration
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. Confusing the two can lead to granting unnecessary access or leaving planning data incomplete.
Access and planning are separate concerns
Because Users and Resources are governed independently, an organization can give someone system access without making them plannable, or make an entity plannable without giving it any system access at all.
Understanding Users and Resources in OnePlan
Context: 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.
- A User’s access to the system is governed by Enterprise Security 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 How to Grant Users Access to OnePlan via Entra Groups for instructions.
Context: 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.
- Resources can be people, equipment, or placeholders.
- They are assigned to tasks and schedules.
- A resource may not have system access (for example, contractors or generic roles). See How to Remove a User from the OnePlan License Count for information on how to configure 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 How to Add Named Resources in OnePlan and How to Add and Categorize Generic Resources in OnePlan for instructions.
Context: How Users and Resources Relate
A single person is often both a User and a Resource — for example, a team member who logs into OnePlan (User) and is also assigned to tasks and tracked for capacity (Resource). However, the two do not have to overlap: a Resource can exist purely for planning purposes with no login access, and a User can have system access with no planning presence.
Frequently Asked Questions: Users vs. Resources
Q: Can someone be a User without being a Resource?
A: In OnePlan, yes. A person can be given access to the system via Entra groups without being added to the Resource Center, meaning they have login access but cannot be used in planning.
Q: Can a Resource exist without being a User?
A: In OnePlan, yes. A Resource may not have system access — for example, contractors or generic roles that are tracked for planning purposes but never log into OnePlan.
Q: Where do I manage Resources versus Users?
A: In OnePlan, Resources are created and managed in the Resource Center. Users who need system access without being added as a Resource are granted access via Entra groups.
What to Do Next: Users vs. Resources
Add resources:
Grant user access:
Review the full process:
Comments
0 comments
Article is closed for comments.