This article covers the end-to-end resource allocation workflow in KEBS. You will learn how to navigate to a project, view open positions in the Team tab, allocate and edit resource assignments, and use the Reports module to access allocation reports including the People Allocation Gantt. These tools help resource managers and delivery leads maintain full visibility into team assignments, availability, and staffing status across the organization.
Navigate to the Project
Confirm the project’s current status, timeline, and delivery manager before making staffing decisions.
Navigate to Projects from the left sidebar and open the project you need to staff. In this example, the project is Digital Transformation (Project Code: #MIXPANLSOW0002). The project overview page displays key information in the header bar including the project status (Execution), customer name (Mixpanel), region group (USA), start date (01-Apr-2026), end date (31-Jul-2026), delivery manager (Lincoln Scott), project type (Time and Material), and project completion percentage (0%).
The Recent Activity panel on the right side shows recent changes made to the project, such as date modifications on planning activities. This helps you stay informed about what has been updated before you proceed with allocation changes.
From the navigation tabs at the top, click on Allocation & Planning to access the resource management section.
View Positions and Allocated Resources
Get a complete picture of the project’s staffing requirements, see which positions are filled and which still need resources, and identify capacity gaps before they impact delivery.
The Allocation & Planning tab opens with the Team sub-tab selected by default. This view displays all positions grouped under the associated quote. The summary row at the top shows:
| Field | Description |
|---|---|
| QID | The linked quote ID (e.g., 3190). |
| Active Position Count | The total number of positions defined for the project (e.g., 3). |
| Active Position Quantity | The total planned hours across all positions (e.g., 2,112.0). |
| Remaining | The total unallocated hours that still need to be staffed (e.g., 1,608.0). |
| Action: Billing Plan | A link to access the billing plan for this quote. |
Each position row shows the position ID, role name (e.g., AI/ML Engineer, Application Manager), status badge (Open), employee count, position quantity (total hours), remaining hours, per hour rate, and service line. Click the expand arrow on any position to see the list of employees assigned to it. In this example, Lincoln Scott (AID: 100051) is assigned to the AI/ML Engineer position, and Christopher Garcia (AID: 100528) is assigned to the Application Manager position. Both show an Assigned status in green.
To add a new resource to any position, click the Allocate Resource icon (the green person icon with a plus sign) on the right side of the position row.
Edit or Manage an Allocation
Keep resource allocations accurate and up to date by adjusting assignment details as project needs change, ensuring capacity planning and billing remain aligned with reality.
To edit an existing allocation, click on the assigned employee’s row in the Team tab, or use the Action options to open the Edit People form. This form is organized into four sections accessible from the left sidebar: Allocation Details, Project Details, Quote Details, and Enterprise Structure.
Allocation Details
The Allocation Details section displays and lets you modify the core assignment parameters:
| Field | Description |
|---|---|
| Employee – Allocation ID | The employee name and their allocation reference ID (e.g., Lincoln Scott – 5140368). This field is read-only. |
| Allocation Type | Whether this allocation is Billable or Non-Billable. Billable allocations generate revenue for the project. |
| Start Date | The date from which the employee’s allocation begins (e.g., 01-Apr-2026). |
| End Date | The date on which the allocation ends (e.g., 31-Jul-2026). Adjust this if the resource needs to be extended or released early. |
| Allocation Percentage | The percentage of the employee’s capacity dedicated to this project (e.g., 100 for full-time). |
| Total Available Hours | Auto-calculated based on the allocation period, working days, and percentage. Shows the total hours available for this assignment (e.g., 680). |
| Remaining Allocated Hours | The hours still available to be planned within this allocation (e.g., 680 when no hours have been consumed). |
| Planned Allocated Hours | The planned hours for this assignment (e.g., 680). |
| Work Mode | The work arrangement for this resource: Remote, Onsite, or Hybrid. |
After making your changes, click the Allocate button in the top-right corner to save the updated allocation. You can also scroll down to review or modify the Project Details, Quote Details, and Enterprise Structure sections if needed.
Access Allocation Reports
Gain organization-wide visibility into resource allocations, availability, and utilization by accessing dedicated reports that go beyond individual project views.
Click on Reports from the left sidebar to open the Reports module. The main page displays all available reports as a grid of cards. Each card shows a report icon and its name. The total report count is displayed at the top (e.g., “Total Reports: 36”).
KEBS provides a wide range of reports covering governance, sales, timesheets, project efficiency, revenue, billing, utilization, and resource allocation. Some of the key reports you will find include:
- People Allocation Gantt: A visual list of all employee allocations with status and availability.
- Allocation Status Report: Overview of allocation statuses across the organization.
- Employee Soft Booking Report: Track soft-booked (tentative) resource assignments.
- People Allocation Dashboard: A dashboard view of allocation metrics and trends.
- Resource Demand Report: View open resource demands across projects.
- Bench Aging Report: Track unassigned employees and how long they have been on the bench.
- Utilization Report: Measure resource utilization rates across the organization.
- Project Allocation Report: View allocations grouped by project.
Search and Open People Reports
Save time by filtering the report library to find exactly the report you need instead of scrolling through the entire grid.
Use the Search Reports bar at the top of the Reports page to filter reports by keyword. For example, typing “people” instantly narrows the grid to show only matching reports. In this example, the search returns 6 filtered reports:
| Report Name | What it provides |
|---|---|
| People Allocation Gantt | A detailed list of all employee allocations with assignment status, project, dates, and availability. Includes tabs for filtering by All, Assigned, Unassigned, and Soft Booked. |
| Allocation Status Report | A summary of allocation statuses across the organization, helping identify staffing patterns and gaps. |
| Employee Soft Booking Report | Lists all employees who have been tentatively (soft) booked for upcoming projects but not yet formally assigned. |
| People Allocation Dashboard | A visual dashboard with charts and metrics showing allocation distribution, trends, and key performance indicators. |
| Resource Demand Report | Shows open resource demands across all projects, helping managers plan hiring or reallocation. |
| Bench Aging Report | Tracks employees who are currently unassigned (on the bench) and the duration of their bench time. |
Click on any report card to open it. In this case, click People Allocation Gantt (highlighted with a red background when selected) to view the organization-wide allocation list.
Use the People Allocation Gantt
Get a single view of every employee’s allocation status across the organization, enabling informed staffing decisions, bench management, and capacity planning at scale.
The People Allocation Gantt report opens with a comprehensive list of all employees and their current allocation status. The report header shows the Total Count (e.g., 1060) and provides a search bar to find employees by their A.ID or name.
Status Tabs
The report provides four tabs to filter the employee list by allocation status:
- All (1060): Shows every employee in the organization, regardless of their current allocation status.
- Assigned (105): Filters to show only employees who are currently assigned to one or more projects.
- Unassigned (955): Shows employees who are not currently allocated to any project. This is your bench list and is useful for identifying available resources for new staffing needs.
- Soft Booked (0): Lists employees who have been tentatively reserved for upcoming projects but do not yet have a confirmed assignment.
Resource List Columns
Each row in the list represents one employee allocation and displays the following details:
| Column | Description |
|---|---|
| A.ID | The employee’s unique identifier (e.g., 100068). |
| Name | The employee’s full name with their profile avatar (e.g., James Cooper, Autumn Wright, Charlotte Menon). |
| Project | The project the employee is assigned to (e.g., Digital Transformation, Cloud Services, Data Analytics & BI). |
| Start Date | The date the employee’s current allocation begins. |
| End Date | The date the employee’s current allocation ends. |
| Status | The allocation status shown as a green Assigned badge. |
| Available From | The date from which the employee will be available for new assignments. This is calculated as the day after their current allocation end date. For example, if an allocation ends on 30-Apr-2026, the Available From date is 1-May-2026. |
Toolbar Options
The toolbar at the top of the report provides additional capabilities:
- Search: Find specific employees by their A.ID or name using the search bar.
- Filter: Apply advanced filters to narrow the list by project, department, location, or other criteria.
- Customize: Adjust which columns are visible in the report to focus on the information most relevant to you.
- List view: Toggle the display format. The default List view shows a tabular layout of all allocations.
