This reference covers the main views and filters in Global Resourcing, where project milestones show up, and the capacity terms used when planning staff work.
Views and filters
Control | Purpose |
Staff | Shows the staff timeline across the projects available to you. |
Project Programs | Shows the cross-project programme board (URL includes view=breakdown). This is where you can see milestones across projects in one place. |
Projects panel | Lists projects that can be inspected alongside the timeline. Toggle project panel shows or hides it. |
Search projects | Finds projects in the project panel. |
Project role filters | Filters the project panel by assigned roles, such as project manager. The roles depend on account configuration. |
Weeks and Days | Changes the timeline scale. |
Search by staff and Staff | Finds or selects the people displayed. |
Resource Type | Filters staff by resource type. |
Team | Filters staff by team. |
Project milestones
There is no separate all-milestones list outside Resourcing today. Use the surfaces below.
Where | What you get |
Global Resourcing → Project Programs | Cross-project view of programmes and milestones. You can use this as a deadlines board without adopting full staff allocation planning. |
Project → Resourcing tab | Milestones on that project’s resourcing timeline (milestone lane). |
Project Key details | Milestones for that project, alongside dated deliverables on the project page. |
Milestone types (name and colour) are set up under Settings → Fundamental Data → Milestone Types by anyone with the Template Customisation permission. At least one milestone type is needed before people can add milestones on projects.
Who can open Resourcing
Global Resourcing (Staff and Project Programs) needs the account-role Global Resourcing View permission.
The Resourcing tab on a project needs account-role Project Resourcing View or Edit, or the person’s project role on that job needs Resourcing View or Edit.
See Drum Permissions for the full permission list.
Capacity terms
Term | Definition |
Working hours | The hours in the person’s configured work schedule. A full week is not universally 40 hours. |
Standard hours | Staff Capacity Standard for a date range. See the formula below. |
Effective hours | The target hours available for billable work, based on the person’s schedule and billable target. |
Available hours | The capacity still available for the period after the commitments and unavailable time counted by the view. |
Allocation | Hours planned for a staff member’s work over particular dates or weeks. |
Overflow | Work that exceeds the capacity or weekly amount being used by a scheduling operation. Its distribution depends on the scheduling settings; it is not a guarantee that every excess hour is automatically moved. |
For example, a person with a 40-hour schedule and an 85% billable target has 34 target billable hours before other commitments are considered. A different schedule produces a different figure.
How Staff Capacity Standard is calculated
Staff Capacity Standard for a date range is the sum of scheduled work-day hours in that range.
For each day, Drum uses the person’s work schedule. Non-working days (for example weekends on a typical Monday-Friday schedule) contribute zero. The daily hours are scaled so a full week totals the person’s standard weekly hours. Observed public holidays in the person’s holiday region also contribute zero.
Leave reduces available capacity, not Standard. Standard stays on the scheduled work-day sum above.
Examples for a 40-hour Monday-Friday schedule (8 hours per work day):
A month with 21 work days: 21 x 8 = 168 hours.
A month with 22 work days: 22 x 8 = 176 hours.
Part-time or uneven schedules sum their own scheduled daily hours the same way. If the daily columns and the weekly total disagree, the weekly total wins and is shared across the scheduled work days.
This Standard figure is what the Staff Capacity Utilisation report and Insights utilisation widgets use for the period.
Public holidays and holiday region
A public holiday is skipped in Standard when that date is an observed holiday for the person’s effective holiday region.
The region used is the staff member’s Public holiday region when one is set. If that field is blank, Drum uses the account’s public holiday region.
That per-person state or country region is the model. Set VIC, NSW or another listed region on the staff record when people sit in different states. The account default covers everyone else.
If a month still looks like every weekday counted, and you expected a weekday public holiday to drop out of Standard:
Check Public holiday region on the staff record.
If it is blank, check the account default.
Refresh the Staff Capacity report after you change a region.
A weekday public holiday reduces Standard when that date is on the observed holiday list for the person’s state or country region.
Who appears on staff reports
Staff reports, Insights pages and dashboard widgets (including Staff Capacity Utilisation) pick people by the report period, not by who’s current today:
Staff: anyone employed at any point in the period is included, based on the employment periods on their member page.
Teams: a team filter uses the team each person was on during the period, so someone who moved teams shows under the team they were in at the time.
Roles: each person’s default role is the one they held during the period.
So a past report still includes people whose access was revoked later, and staff totals line up with project totals for the same period. People don’t appear on reports for dates after their last working day.
On the Billable Time insight, time isn’t split between teams. Anyone who changed team during the period is counted once, under the team they held on the last day of the period.
To change someone’s employment dates, or to revoke or restore their access, see How to revoke or restore a member’s access.
How Capacity Utilisation averages are worked out
The headline figures on the Staff Capacity Utilisation report and the Capacity Utilisation dashboard widget are ratios of summed totals. Drum adds up everyone’s hours and divides by everyone’s basis hours added up. It doesn’t average each person’s percentage.
Basis hours are scheduled capacity for salaried and part-time staff, and recorded time for everyone else. People with no capacity at all stay out of both sides.
The target is weighted the same way, by basis hours. So someone with only a week of capacity in the period moves the utilisation and the target less than someone who worked the whole month.
Because of this, the averages you see now may be different from figures you noted earlier for the same period.
Grouping utilisation reports by team or primary role
The Staff Utilisation Summary and Staff Capacity Utilisation reports (Insights > Staff) have three tabs under Grouped By.
Tab | What you see |
All Staff | One list of everyone on the report, with a Totals row at the bottom. |
By Team | A header row for each team, the people in it, then a totals row for that team (for example Design Totals) with its own totals and averages. |
By Primary Role | The same layout, with a group for each primary role (the person’s default role during the report period). |
On the grouped tabs, an Overall Totals row sits at the bottom of the report.
How people are grouped
Named groups are listed alphabetically. No Team or No Primary Role comes last, for anyone without a team or default role during the period.
Teams follow the report period. Someone who was on more than one team during the period shows under each of those teams.
Each person is in only one primary role group. If their default role changed during the period, they show under the one they held last.
Overall Totals still counts each person once. So if people sit in more than one team, the team totals can add up to more than Overall Totals.
Each group’s totals and averages are worked out the same way as the report’s own, just for the people in that group.
Your sort order applies inside each group.
Filtering to specific teams
Use the Team filter to narrow the report to the teams you care about. On the By Team tab, only the teams you picked show as groups, so someone who’s also in a team you didn’t pick won’t show under that one.
Excel exports
Export Excel follows the tab you’re on. A grouped export has a header row for each group, a totals row after each group and an Overall Totals row at the end.
The filename names the grouping, for example Capacity Utilisation Report by Team 01 Sep 2026 to 30 Sep 2026.xlsx or Utilisation Summary Report by Primary Role 01 Sep 2026 to 30 Sep 2026.xlsx. All Staff exports keep the usual filename.
The export button and the filter bar both keep your sort, direction and grouping. So changing the dates or teams keeps you on the same tab, and the file matches what’s on screen.
Assignment is not capacity
A staff assignment identifies who is associated with the work. It does not establish that the person has enough time available or reserve a particular week. The timeline, other work, leave and relevant calendar commitments provide the scheduling context.
Related reference
Project task resourcing reference defines budgeted, planned and actual hours.