Managing Your Project Team

The Project Team tab is your central view for everyone involved in a project. Each row represents a resource, showing at a glance their active status, hourly rate, utilization percentage, capacity hours, forecast hours, actuals logged, cost category, and project role.

The tab is accessible from the top navigation bar inside any project. It combines roster management and resource analytics in one place, so you can see both who is on the team and how their time is being used.

Project Team tab — the full roster for the Data Migration project showing status, rate, utilization, capacity, forecast, actuals, cost category, and project role.

Click + Add Resource in the toolbar to open the resource picker. You can search for any user already in your Completix workspace. Once selected, the resource appears in the team list immediately.

• Search by name or email — type in the search field at the top of the picker to filter your organisation's user directory.
• Multiple resources — you can add several resources in a single session by selecting them one after another before closing the picker.
• External guests — if you invite someone who does not yet have a Completix account, they appear with a Guest status. Guest users have limited access and cannot log time until a full seat is assigned.
• Hourly rates — each resource carries a default rate defined at the site level by an administrator. When you add them to a project, that site rate is applied automatically. You can override it per project without affecting the global rate or any other project the resource belongs to.

Each column in the team table provides a different lens on a resource's involvement in the project. Here is what each one means.

The header row beneath the column labels shows sigma (Σ) totals for Total Capacity, Forecast, and Actuals across all active team members, giving you an instant project-wide summary without scrolling.

Utilization shown in the Project Team tab is per project only — it reflects the share of a resource's working-week capacity allocated to this specific project. The mini bar in each row provides an at-a-glance health indicator for this project's commitment.

To see a resource's combined utilization across all projects, you need access to the Executive Dashboard, Resources view. That view aggregates every project allocation for each resource and shows their true overall load, making it the right place to identify organisation-wide over-allocation or idle capacity.

• 0% utilization means the resource has been added to the roster but no allocation has been set yet. Their hours will not appear in forecasts until an allocation period is defined in the capacity panel.
• 100% utilization appears in amber to flag that the resource is fully allocated and has no remaining capacity for additional work on other projects.
• Above 100% indicates an over-allocation. Completix highlights this in red so project managers can intervene, either by extending the timeline or by reducing allocation percentages.

Clicking the Forecast chip on any row opens a modal showing the planned-hours calendar for that resource on this project. This is the per-resource equivalent of the project-level schedule view.

Forecast panel for Ryan Burke — calendar view showing 4 hrs allocated Monday through Friday each week, with the line chart on the right visualising the same data over time.

The forecast panel shows two summary cards at the top: March Forecast (total planned hours for the selected month) and March Actuals (hours already logged). This makes it easy to compare plan versus reality without leaving the panel.

Use the month navigation arrows to move backward and forward in time. The line chart on the right updates accordingly, spanning the resource's full allocation window.

Clicking the Total Capacity chip opens the Capacity panel, which is the main place to define, review, and adjust how much of a resource's time is committed to this project over specific date ranges.

Capacity panel for Laura Mitchell — allocation periods listed on the right, monthly calendar view on the left showing 60% per working day in May 2026, with aggregate donut charts for average capacity and average weekly utilisation.

Each row in the allocation table represents a discrete capacity period, defined by a start date, end date, and allocation percentage. Capacity here means the user's allocation to this project — the portion of their working time you are reserving for this project during that period. Completix derives the estimated hours and estimated cost automatically from these inputs combined with the resource's rate.

• Add Capacity — click this button to define a new allocation period. You can have multiple non-overlapping periods, for example 25% in Q1 and 50% in Q2 as the project ramps up.
• Allocation percentage — represents the share of the resource's standard working week committed to this project. 50% on a 40-hour week equals 20 hours per week.
• Est. Hours — the total hours Completix expects across the period based on the allocation percentage and the number of working days.
• Avg. Weekly — a quick reference for how many hours per week that allocation represents on average.
• Est. Cost — the allocation hours multiplied by the resource's hourly rate. A warning icon (⚠) appears when the cost category or rate data is incomplete.

Two dropdowns on each row let you classify a resource's involvement for both permission and financial purposes.

Project Role defines what a person can do within the project. A resource can hold more than one role on the same project, for example both Team Member and Project Manager. Available roles are configured by your site administrator, so the list may vary across workspaces. Common roles include:

Cost Category determines which budget line a resource's time costs are charged to. Common categories include Resources, Contractors, SaaS Subscriptions, and Uncategorized. The category you choose here flows directly into the Budget tab and financial reports, so accurate assignment is important for meaningful budget tracking.

To remove someone from the project team, hover over their row and click the remove icon (or use the row's action menu). Completix will ask you to confirm before proceeding.

• If the resource has open tasks assigned to them in the Schedule tab, those tasks remain assigned. You should reassign or unassign the tasks separately before removing the resource from the team.
• If the resource is the sole Project Manager, Completix will prevent removal until another team member is promoted to that role first.
• Archived projects lock the team roster. You cannot add or remove resources from an archived project without first restoring it.

• Set capacity periods before the project starts — defining allocation windows early ensures the forecast and budget tabs have accurate data from day one. Last-minute capacity entries create retroactive gaps in forecast reporting.
• Use multiple capacity periods instead of one long one — a resource who ramps from 25% in discovery to 50% in delivery should have two separate periods rather than one averaged entry. This keeps the calendar view and the budget accurate.
• Review the sigma totals row regularly — the running totals for Capacity, Forecast, and Actuals at the top of the table give you an instant health check. If Actuals are significantly below Forecast mid-project, it often signals a tracking gap rather than ahead-of-schedule progress.
• Override the rate at the project level for contractors — if a contractor's global rate changes mid-project, update it only at the project level to preserve the original budget calculations for already-completed periods.
• Assign cost categories accurately — miscategorised resources distort the budget breakdown in the Budget tab. Take a minute to verify each resource's category when building the team.
• Check the Overlay view before adding a new resource — opening the capacity panel and switching to Overlay lets you see exactly how much headroom the resource has before committing to a new allocation percentage.