Manage resource assignments from Project Workspace

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of Manage resource assignments from Project Workspace

    ServiceNow’s Project Workspace allows you to optimize project execution by assigning and managing resources directly within the workspace. You can create, update, and delete resource assignments for any project or task, specifying who will perform the work and when. These assignments generate a resource plan behind the scenes, which details resource allocation throughout the project lifecycle.

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    Resource assignments are dynamic and can be edited as the project progresses. Assignments are approved by resource managers to ensure alignment with resource availability, skills, and overall project priorities. The system supports attribute-based assignments, enabling you to allocate resources based on skills, roles, or other relevant criteria.

    Effort calculations for resource assignments are configurable by admins through specific system properties, allowing precise tracking based on defined criteria.

    Key Features

    • Create and manage attribute-based resource assignments at both project and task levels.
    • Edit resource assignments inline within the Project Workspace, including dates, resources, efforts, and proposed allocations.
    • Use a color-coded heatmap to visually monitor resource availability and allocations.
    • View primary resource attributes such as Group, Role, and Skill to facilitate reassignment to appropriate team members.
    • Switch between effort types—Hours, Full-Time Equivalent (FTE), or Person Days—to view allocations in the preferred metric.
    • Synchronize resource assignment dates with project task timelines to maintain alignment between scheduling and execution.
    • Initiate and manage approval workflows for resource assignments to ensure compliance with resource strategies and project goals.

    Key Outcomes

    • Improved project execution through precise resource allocation and timeline management.
    • Enhanced visibility into resource capacity and availability to make informed assignment decisions.
    • Streamlined resource management processes with inline editing and heatmap visualization.
    • Better alignment of resources with project priorities, skills, and timelines through approval workflows.
    • Flexible effort tracking and reporting to match organizational needs and project requirements.

    Practical Use for ServiceNow Customers

    By leveraging resource assignments in Project Workspace, ServiceNow customers can efficiently allocate and manage resources, ensuring tasks are staffed with the right people at the right time. The ability to edit assignments inline, view resource availability visually, and synchronize assignments with project timelines helps maintain project agility and responsiveness. Admins can configure effort calculations to reflect organizational policies accurately, enhancing the reliability of resource tracking.

    Overall, this capability supports proactive resource management, enabling project managers and resource managers to collaborate effectively and optimize resource utilization for successful project delivery.

    Optimize project execution by assigning resources to tasks within the Project Workspace. You can create resource assignments for any project or project task, specifying the tasks to be performed and the resources to be allocated. Use the Resource Management application to allocate and manage your resources in the Project Workspace.

    Resource assignments

    Resource assignment is a process of allocating a resource or group of resources to a project task. When a resource assignment is initiated, a resource plan is auto-generated in the back-end of the project management system. This resource plan details the information of how resources would be allocated throughout the project. Resource assignments are approved by the resource manager to make sure that the allocation aligns with the overall resource strategy, considering factors such as availability, skills, and project priorities. Resource assignments remain dynamic and can be edited throughout the project life cycle. Resources can be assigned based on defined attributes such as skills, expertise, or other criteria relevant to the project or task.
    Note:

    Resource efforts calculations are driven by the com.snc.resource_management.exclude_status_from_capacity property. Admin can configure this property to calculate efforts for certain defined resource assignments only. For more information, see Resource Management properties.

    Edit the child resource assignments directly using the inline editing from the resource assignment pane.

    Using Resource Management, you can create, plan, track, and monitor resource assignments at a project or task level in the Project Workspace. With Resource Management in Project Workspace, you can:
    • Create an attribute-based resource assignment.
    • Change the resource assignment dates, resources, efforts, and proposed allocations at any level of the project.
    • View resource allocations using new heatmap modal. The allocations are color-coded to display the availability of the resources.
    • View the primary attributes such as Group, Role, and Skill of each resource in the resource assignment pane. They are useful when you work on reassigning a task to a different user with the same primary attributes.
    • Switch between Hours, FTE, or Person Days effort types to view resource allocations.
    Important:
    Resource efforts calculations are driven by the com.snc.resource_management.exclude_status_from_capacity property. Admin can configure this property to calculate efforts for certain defined resource assignments only. For more information, see Resource Management properties.

    Key features

    With resource assignments, you can:
    • Determine the resource engagement timing and allocate resources for specified durations, contributing to the creation of a timeline for task completion.
    • Align task execution with the project plan, ensuring tasks are carried out in accordance with specified timelines and resource requirements.
    • Initiate an approval process that is conducted by a resource manager and make sure it aligns with project targets and resource availability.

    Key benefits

    Using Resource Management, you can create, plan, track, and monitor resource assignments at a project or task level in the Project Workspace. With Resource Management in Project Workspace, you can:
    • Create an attribute-based resource assignment.
    • Change the resource assignment dates, resources, efforts, and proposed allocations at any level of the project.
    • View resource allocations using new heatmap modal. The allocations are color-coded to display the availability of the resources.
    • View the primary attributes such as Group, Role, and Skill of each resource in the resource assignment pane. They are useful when you work on reassigning a task to a different user with the same primary attributes.
    • Switch between Hours, FTE, or Person Days effort types to view resource allocations.