Before you start

Efficient resource management requires a little preparation. This brief guide will help you make the most out of Retain Cloud.

Learn how planning data is used in Retain

Planning Data data forms the foundation of resource management in Retain Cloud.

Consider how you can use it and customise it to support your resource planning needs

• Resources represent your people, your most valuable resource
• A Job is a body of work carried out for a Client, usually by a team of resources and within a budget
• Bookings specify the amount and duration of time that resources work on jobs

Names for Resources, Jobs, Clients and Bookings can be customised to use your business terminology by creating aliases. Whether you are a legal firm that needs to book 'fee earners' on 'engagements' or a consultancy that assigns 'talent' to 'projects', Retain Cloud can speak your language.

Configure your Settings

Set up your company data so you can find and assign the most suitable people for work, maximise utilisation and report on scheduled time.

• Store company data such as departments, grades, locations and your own custom fields by using Fields and Values
• Maintain areas of expertise and specific capabilities that your resources hold which play a key part in finding the right people by using Skills
• Define your work patterns, public holidays and daily working hours by using Diaries
• Specify rates for people depending on the type of job they are working on Cost and Revenue

Add your Data

Tip

We recommend Importing your data after you are happy with your settings and configuration.

• Import data for your resources, jobs, clients and skills. Alternatively, you can manually add resources, manage skills, create jobs or add clients
• Use Security profiles to manage the pages, functionality and planning data that users signing into the system have access to
• Use Colour themes to view different types of bookings in different colours

Start Planning

When your data is added, you are ready to start creating bookings. To create a booking:

• First add a client
• Then create a job
• Add a resource or if resources exist, then search for suitable resources
• Create a booking
• You may find it easier to work with information relevant to you, by working with plans

Note

• Bookings that are unconfirmed appear as outlines to indicate they're not final
• If you are unsure which individuals will be working on a job, leave bookings unassigned so they can be assigned later
• When a person has been scheduled to work for more time than they have available, conflict markers appear above bookings

Further Help

• Understanding the interface gives detailed information about navigating the user interface
• Glossary explains all the terms that have been used in this guide
• Frequently asked questions provides a list of frequently asked questions which is periodically updated with new questions and answers
• You can always get in touch to allow us to help you further