Project Resource Management with Gantt & Capacity Tracking

In this video, we walk through the PerchBase Resource Manager tool— including how to assign resources to projects, track allocation percentages, and use a Gantt view to understand utilization vs capacity.

What Is the PerchBase Resource Manager?

The Resource Manager tool on PerchBase gives project managers and PMO leaders a single place to plan, allocate, and track resources across multiple projects at the same time. Each resource can have multiple project assignments, and PerchBase totals allocation across active date ranges so you can immediately see utilization compared to capacity.

Instead of stitching together spreadsheets, email threads, and static slides, you get a living view of staffing and utilization—updated as work changes.

• Track resources by name, role/title, and department.
• Set capacity per resource (example: 1.0 FTE) and compare it to assigned allocations.
• Allocate resources across projects with allocation % and start/end dates.
• Use a Gantt view to visualize project work and identify conflicts fast.

Key Features of the Resource Manager Tool

This tool is built for real project staffing—simple enough to use quickly, but structured enough to trust.

• Resource list + capacity: Define capacity once and reuse it for every planning conversation.
• Allocation by project: Assign allocation amounts (0.25, 0.5, 0.75, 1.0+) with dates.
• Utilization rollups: See a single total for each resource across all active allocations.
• Over-allocation visibility: Quickly spot when allocation exceeds capacity.
• Resource Gantt view: See project bars per resource across time for instant timeline context.
• Filters for focus: Filter by resource or project to answer stakeholder questions fast.

How the Resource Manager Works

1. Create a PerchBase account or log in to your workspace.
2. Add resources with a name, role/title, department, and capacity.
3. Create projects that resources can be allocated to.
4. Assign allocations with start and end dates (PerchBase totals allocations across overlaps).
5. Open the Gantt view and use filters to see staffing conflicts and timing issues.

In minutes, you can see who is overloaded, where project overlaps create risk, and how staffing shifts will affect delivery.

Why Project Managers Need Allocation & Capacity Visibility

Resource problems rarely show up early—until the schedule slips. The Resource Manager helps you answer questions like:

• “Is this person already committed elsewhere during these dates?”
• “Who is over capacity right now?”
• “Which projects are competing for the same resources?”
• “What happens if we move this work forward by two weeks?”

With PerchBase, you can have staffing conversations with clarity—without scrolling through spreadsheets or relying on memory.

Connect Resource Planning to the Rest of PerchBase

Resource visibility becomes more powerful when it connects to your project artifacts and portfolio view in PerchBase.

• Use Project Sensai to build your charter, discovery, and plans.
• Use the plan builders to document your resource approach and constraints.
• Use the portfolio view in Project Pipeline & Gantt for leadership roadmap discussions.

Together, these tools support the full lifecycle: from project intake and planning to execution and staffing reality.

Use Cases for the PerchBase Resource Manager

• Capacity planning: See when teams will be overloaded weeks or months ahead.
• Staffing decisions: Allocate resources with timeline context, not assumptions.
• Portfolio conflict checks: Spot resource contention across concurrent initiatives.
• PMO visibility: Provide a clear view of utilization during planning and execution.
• Schedule impact analysis: Understand how changing dates impacts resource load.

Get Started with the Resource Manager Tool

If you’re tired of last-minute resource surprises, PerchBase gives you a simple, consistent way to track allocation vs capacity—and visualize it on a Gantt timeline.

Set capacity, assign allocations, and get a clearer picture of delivery risk before it becomes a fire drill.