⚠️ Resources is a feature available exclusively in Instagantt Standalone. This feature is not available on Instagantt for Asana.
Resources in Instagantt help you organize, plan, and visualize who or what is working on your projects—without being tied to real user accounts or licenses. Understanding how resources work (and how they differ from users and members) is key to improving workload planning, forecasting, and overall project management efficiency.
🧭 Table of Contents
What Is a Resource in Instagantt?
Resources vs. Users and Members
What Can You Use Resources For?
How to Create and Manage Resources
How Resources Improve Project Planning
Important Notes About Resources
Summary
Frequently Asked Questions (FAQ)
🧠 What Is a Resource in Instagantt?
A resource in Instagantt is a flexible label or placeholder used to represent the people, roles, teams, or assets involved in your projects. A resource is not a real user, does not require a license, and does not have login access.
Resources can represent:
A person (e.g. “John – Designer”)
A role (e.g. “Frontend Dev”)
A department (e.g. “Marketing”)
A contractor or vendor
Equipment or shared assets
They exist purely for planning, scheduling, and workload visibility inside your online Gantt chart software.
👥 Resources vs. Users and Members
This is one of the most important distinctions to understand.
A user is a real person with an Instagantt account. A subscription member is a user who holds a paid license. A workbook member is a user who has access to specific projects.
A resource, on the other hand:
Is not a user
Does not log in
Does not receive notifications
Does not require a license
Is used only for project planning and assignment
In short: Users work in Instagantt. Resources represent who or what does the work in the plan.
🛠 What Can You Use Resources For?
Resources help you bring structure and clarity to your project schedules. You can use them to:
Assign responsibility to tasks without tying it to real user accounts
Represent external collaborators or vendors
Plan team capacity by role instead of by person
Track workload distribution across departments
Improve visibility in complex project management workflows
This makes resources especially powerful for capacity planning, forecasting, and high-level scheduling.
⚙️ How to Create and Manage Resources
You can manage all your resources by expanding the left sidebar, then clicking Settings -> Resources tab in Instagantt.
From there, you can:
Create new resources
Edit existing ones
Remove resources that are no longer needed
Once created, resources become available across your projects and can be assigned directly to tasks in your Gantt charts.
Create, edit, and remove resources from the Resources tab to improve workload planning and task assignment.
📈 How Resources Improve Project Planning
Using resources allows you to move beyond simple task ownership and into real project planning strategy.
Resources help you:
Visualize who is responsible for what
Balance workloads at a role or team level
Detect over-allocation early
Improve timeline reliability
Support better decision-making during planning and execution
This is especially valuable for managers working with multiple projects, shared teams, or external collaborators.
📝 Important Notes About Resources
These details help prevent confusion:
Resources do not replace users or licenses
Assigning a resource to a task does not give that person access to the project
Resources are for planning only, not permissions
You can use both users and resources together for deeper control
Resources remain available even if a real team member leaves the company
Think of resources as a planning layer, not an access layer.
📌 Summary
Resources in Instagantt act as powerful placeholders for people, roles, teams, and assets inside your project schedules. They are not real users and do not affect licensing—but they significantly improve your ability to plan, balance workloads, and visualize execution across projects. When used correctly, resources elevate your Gantt charts from task timelines to true planning tools.
🚀 Plan Smarter with Resources
Bring structure and clarity to your project schedules. Start using Resources in Instagantt to improve workload planning, capacity visibility, and timeline accuracy across all your projects.
❓ Frequently Asked Questions (FAQ)
Do resources need a license?
No. Only real users require licenses. Resources never consume seats.
Can a resource log in to Instagantt?
No. Resources are placeholders only and have no login access.
Are resources the same as users or members?
No. Users and members are real people with access. Resources are planning elements.
Can I assign both a user and a resource to the same task?
Yes. This allows you to combine responsibility with planning structure.
What happens if I delete a resource?
It will be removed from the workbook and from any task where it was assigned.
Can I convert a resource into a user?
Not automatically, but you can invite a new user and reassign all the tasks in one single batch.
