User, Guest and Resource Defined

What is a User?

A user is any individual invited to the TeamGantt account by email address, regardless of permission level and the number of projects to which the user is invited. Some benefits of inviting an individual as a user include: 

  • Real-time access to view the projects to which they are invited
  • Customization of permission status within the project 
  • Access to daily email notifications, and more.

For an accurate count of users within the project, the Account Holder can go to: Account Settings (from the circle icon at the upper right-hand corner of TeamGantt) > Manage People. 

In the screenshot below, the account has four users. 

Tip: For instructions on how to invite users to a project, please visit:  Inviting People

What is a Guest?

A guest is a person invited to single TeamGantt project as View Only (project-level permission), Basic User (account-level permission). Once the person's permission level changes from view only or basic user, or if he/she is invited to a second project, the person will go from a guest to a user, which will count toward your plan total.

All Standard and Advanced subscription plans allow you to add an unlimited number of guests to your account/projects.

What is a Resource?

A resource is a group or non user added to TeamGantt for scheduling purposes. You may want to add other resources if you want to assign tasks to something that is not a specific person. (Ex. Designer, Front End Developer 1, ISO Developer, etc). Unlike a user, a resource will not have access to TeamGantt and will not have access to the project or receive email notifications.

To view existing resources or to add a resource to your project, simply go to the People tab and select Add/Manage Resources.

All subscription plans allow you to add an unlimited number of resources to your account/projects.

For more on resources, go here

How to Use a Resource for More than One Project

To use a resource in more than one project, check the box " available to all projects” when adding the resource. This cannot be added retroactively, so it’s a best practice to add this to all resources at the time of their creation. 

Tip: Making a resource available to all projects will prevent the creation of duplicate resources and therefore give you a more accurate view of a resource's availability. 

How to Assign a User, Guest or Resource

Once you assign tasks to someone, you can easily identify who is responsible for each task. You can assign tasks to people or other resources in two ways:

Method 1: Click the person icon to the right of any task bar (hover your mouse over that row to see the icon appear).

Method 2: From the People column, click on "assign" to select a user or resource to assign the task to. 

Both methods will display a drop-down menu where you can select the names of who you want to work on that task. You have option to add more people or resources.

Tip: After assigning tasks to people, you can use the "Everyone" filter to see only tasks that are assigned to a particular person.

Assign Multiple Tasks to a User or Resource at Once

When building out your project, it may be necessary to assign multiple tasks to the same user or resource. 

To simplify this process, you can assign multiple tasks to the same user and/or resource at once. Below are two ways to do so.

Option 1:
  1. Click the first task bar of the first task that you would like to assign
  2. Hold Command (Mac) or Ctrl (Windows) and click another task.  
  3. Repeat step #2 until you have selected as many tasks/milestones as you wish.  
  4. Click the person icon, which will appear to the right of each task, and choose the appropriate users and/or resources.

Option 2:

  1. Click the the first task bar of the first task that you would like to assign
  2. Hold Shift and click another task. This will select the two tasks you clicked and any tasks in between.  
  3. Click the person icon, which will appear to the right of each task, and choose the appropriate users and/or resources.

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