✅ Create the project, add the fees and generate the production schedule.
🔓 Permissions required
Team: display resource planning + see billable rates + Manage resource planning
Project: View Fees + View Project Members + View Resource Planning + Manage Resource Planning + View Budgets + Manage Budgets + Manage Projected Costs
Reading time | 5 min |
Set up time | 15 min |
Number of steps | 5 |
I/ How to add members, roles, and billable rates
You can add/configure roles, members, and billable rates directly within the project. Once your project has been created, go to the project settings.
In “Members”, select the collaborators who will be working on the project.
members.
Then, in Roles, select the roles that will be involved in the project and assign collaborators to the appropriate roles. Please note that you can assign multiple collaborators to the same role.
Finally, define the billable rates for each role. These correspond to the rates billed to the client for this project.
Next, go to Project > Planning > Resources > Manage roles > Activate the module. Make sure that the correct collaborators are assigned to the correct roles.
💡 Tip: In Project settings > Fees, you can display billable time/rates in hours or in days.
To learn more, read our article about roles: click here.
II/ Settings
You need to activate two modules in the account settings.
Click on your first name in the top-right corner > Settings > Modules (bottom left) > scroll all the way down and activate the following modules: “Resource planning in %” and “Synchronize resource planning progress with time tracked”.
The “Resource planning in %” module allows you to display and enter periods by default as percentages in the resource planning.
The “Synchronize resource planning progress with time tracked” module is used to calculate the progress of periods based on the time entered.
To calculate the budget based on the resource planning, you must configure it within the project.
Go to Project > Planning tab > Resources tab > click on Actions on the right > then “Calculate budget based on resource planning (beta)”.
III/ Creating periods
There are three ways to create a period:
You can right-click on the phase title on the left > then click + Add a period.
You can double-click on the blue phase period.
You can click and drag to the right on the blue phase period > then add a title > a role > a collaborator and a percentage of effort.
IV/ Understanding a period
The second method consists of double-clicking directly on the phase or the fee project.
Right-click > + Add a period on one of the phases in the left-hand menu to add a work period in the resource planning.
A greyed-out period will appear under the blue phase. This represents a work period to be assigned to a role and a collaborator. Double-click on it to start configuring it.
1) Fields
Title: Choose a title for this work period
Phase/Appendix: Automatic (but editable)
Start and end dates: Automatically set based on the production planning. Adjust them as needed.
Role: Select the role responsible for this work period
Collaborator: Select the collaborator (if several collaborators are assigned to this role)
Effort % or Hours per day: You can either define the daily workload as a percentage of effort, or close the window then go to Actions > Modules > uncheck “Resource planning in %”
Move the blue slider to indicate the % of effort the collaborator must provide, or manually adjust the percentage just below.
100% effort = the collaborator works full-time on it
50% effort means they work half-time on it.
OOTI will then multiply the percentage by the number of days in the phase (see start and end dates) to indicate the number of hours the collaborator will work.
Active days: Check/uncheck the days of the week on which the collaborator should or should not work.
💡 Note: Active days reflect the collaborators’ weekly schedules set in the time settings.
2) Tables
Budget
In the Budget tab of the table on the right, you have three possible views: EUR, hours, or days. Choose the one that suits you best.
In the table, OOTI shows you by phase, by phase > role, and by phase > role > collaborator:
Budget: The budget available
Planned: The budget planned via the fields on the left
Remaining: The remaining budget after planning
Time tracked: Logged and validated time entries
To consume: Remaining time available compared to what is planned and already tracked
Time
Phase progress: Compared to the production planning
Period progress: Compared to the time tracked
Table: All time entries recorded for this specific period
Availability
The availability of the role and the collaborator over the work period. It is calculated based on the employment contract (e.g. 35 or 39 hours), the workload already planned, and any leave, RTT, or recovery days entered in OOTI.
If needed, you can also split or duplicate this work period.
Don’t forget to save it to record the information!
💡 Tip: Hover over the small green “i” icons to see details for each label.
V/ Dependencies
⚠️ Dependencies are enabled by default. To disable/enable them, click on the small blue cog > “Enable dependencies”.
You can now create dependencies between phases in the planning to link them together. This allows phases to evolve in relation to one another.
For example, you can link phase end dates to a start date, or link two start dates together.
To do this, simply click on the small circle at one end of a phase and drag it to the small circle at one end of another phase. This action links the phases according to your chosen dependency type.
As a result, when you move one of the linked phases, all other dependent phases will move accordingly.
💡 Tip: The “Billable Budget” report
Go to the left-hand main menu Reports > “Project reports” tab and click on the “Billable budget” report.
It mirrors the stats tab with a billing perspective. You will find all agency projects with several indicators:
total fees,
progress in percentage and in euros,
work (number of hours worked × billable rate),
external costs (all external companies, all costs incurred on the project, purchase invoices integrated),
difference (fees minus work minus external costs),
and billed (billing percentage).
If some amounts appear in red in the “Diff” column, this means you are running at a loss.