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Book named bookable resources to a project team and assign tasks in PSA

Important

Dynamics 365 Project Service Automation has evolved into Dynamics 365 Project Operations. For more information, see Project Service Automation Transition.

Applies to Project Service app version 3.x

You can add a named resource to your project team by booking them directly onto the team. To do this, complete the following steps.

  1. In Project Service Automation, go to Projects, and select and open the project that you're booking for.
  2. On the Project page, on the Team tab, click New.

Adding a team member from the team tab.

  1. In the Quick Create Project Team Member dialog box, select the bookable resource. The Role field populates with the resource's default role if they have one assigned. You can change the role if needed.
  2. Select the from and to dates during which the resource is needed and select the allocation method of the resource's capacity.
  3. If you want the team member to be a project approver, select Yes in the Project Approver field. This means the team member can approve submitted time and expense entries for this project.
  4. Click Save.

Adding a team member on the quick create form.

You can now assign the booked resource to tasks on the project. On the Project page, click the Schedule tab to assign tasks to the new resource. The resource picker that is launched from the Resources field in the task grid shows the team members that you can select.

Assigning a team member to a task on the schedule tab.

In version 3 for Project Service Automation (PSA), resource bookings and task assignments aren't tightly coupled. This means that when you use the resource picker in the schedule, you can assign tasks to team members for more hours than their bookings cover on the project. You can see the differences between team member bookings and assignments on the Team tab or on the Resource Reconciliation tab. You can also reconcile the differences between bookings and assignments for resources at a more detailed level.

Resource reconciliation tab.

You can also use the resource picker on the Schedule tab to search for and select bookable resources that aren't already part of the project team. These are shown in the resource picker as Other Resources.

Assigning a non-team member resource to a task.

When you do this, the resource is added to the project team and assigned to the task, but no bookings are generated.

Team member with assignments and no bookings.

You can use the Reconciliation tab’s extend booking capability or the Schedule Board to book the resource’s capacity to the project.

Extending bookings for a team member on the resource reconciliation tab.

After a team member is booked on your project, you can use maintain bookings or use the Schedule Board directly to manage their bookings.