People

People records tell Workable who is available to schedule. Each person can include team membership, skills, and location data that the scheduler uses when building a plan.

Note

People listed in this section will include those that you add or import, plus any that have logins to your Workable account i.e. Team Members.

A person does not need to be a Team Member to be scheduled in a Plan. Team Members can be assigned to plans alongside the other People Resources, but only if they have matching skills and availability. If you don’t assign skills to a Team Member - or list them as required in a Plan - they will not be included in scheduling.

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Add a person manually

Manual addition works best for small teams and is the fastest way to understand how Workable is organised.

Go to Resources ➔ People, click Add Person, and add their details.

Email address

We only use this to uniquely identify a person in your Resources list and schedule assignments. We do not use or share this email address, and do not send emails to this address.

Team

Teams help you organise people for filtering and reporting, and for quickly adding groups of required people to a plan. They do not replace skills in scheduling decisions, but they make the workspace easier to understand.

Skills

When you define requirements in a work stream in a Plan you can set the skills required and the number of people needed with those skills. The scheduler looks for people whose profiles include that skill and are available.

On a person’s profile select their skills. You can select more than one:

If you need to add a new skill when adding a person, click New skill next to the Skills drop-down, enter the name of the skill, and click the checkmark button.

Country and state

Add this information if you want Workable to account for national and regional legal holidays in that person’s working location.

• Set Country to consider national holidays
• Set State when regional holidays should also be considered

Leave these blank to ignore holidays in all cases for this person. See [Holiday scheduling] for more information.

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Update or remove a person

Go to Resources ➔ People screen and click the Edit or Delete button at the end of that person’s row.

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Bulk import and update

If you need to add or update a larger set of people, import from a Comma-Separated Value (.csv) file.

Download the template file

To see the CSV file format for people, select Export to file on the Import/export people drop-down.

Prepare the CSV

Open the CSV file in in Excel, Google Sheets, Apple Numbers, or other spreadsheet or text editing app. Fill in data for the columns, making sure to leave the column headings as the first row:

• Required columns: name, email
• Optional columns: team, country, state, skills (each skill must be separated by a ;)

Example:

name,email,team,country,state,skills
Alex Chen,alex.chen@example.com,Engineering Team,US,CA,Content Writing;Frontend Development
Avery Johnson,avery.johnson@example.com,Marketing Team,US,MA,Social Media
Casey Brown,casey.brown@example.com,Marketing Team,US,FL,Content Writing;DevOps;Frontend Development
Drew Wilson,drew.wilson@example.com,Growth Team,US,AZ,Analytics
Jordan Smith,jordan.smith@example.com,Engineering Team,US,NY,Backend Development
Morgan Lee,morgan.lee@example.com,Engineering Team,US,OR,QA Testing

Upload the CSV

When the file is ready, select Import from file on the Import/export people drop-down.

Note

• Any team or skill included in the CSV is created automatically if it does not already exist
• country and state are useful if you plan to use legal holiday exclusions
• email must be unique in your organisation. If a CSV file is imported with information for an existing email address of a person, that person’s record will be updated with the imported information.

Issues importing?

See Common import issues

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Export people

You can export the people data in your organisation to CSV file.

Select Export to file on the Import/export people drop-down.