What is a Role?
A role is a high-level description of work undertaken by a person or placeholder in that role.
Example
Paula is a Project Manager, but occasionally, she steps in to help out with regression testing before a new software release. Her default role is Project Manager, but you can also assign her the QA Tester role (or any other roles) on a project as needed.
I need an Engineer to spend 50 hours on my upcoming tentative project; however, I don't know who to assign to it yet. I create a placeholder under the Engineer role and add 50 scheduled hours.
Role is one of the most important fields in Runn, representing both demand and supply. If you are setting up your new Runn account, consider carefully how you would like to set up Roles. Feel free to reach out if you need help!
Role Details
Field Name | Description |
Role Name(Required) |
|
Default Rate |
|
Default Cost |
|
External References(Required if you need to use the API or integrations, otherwise Optional) |
|
How Roles work in Runn
Default Role per person or placeholder
Each person or placeholder must be assigned a Default Role:
On the People Planner, you can group by Default Role to view utilization and availability:
Project Role
When a person is added to a project, you must choose a role (it can be different from their default role):
And Project team members are grouped by their project roles within a project:
Define Role budgets and project rates in Projects
You can break down the project budget by roles:
Project rates are defined per role in each project:
Find a Person to fulfill a placeholder or resource request
The Role is the default filter used to match a person to a placeholder:
Reports - view Default Role and Project Role
You can group data by Default Role or Project Role in Reports:
Insights - view Capacity Insights by Role
The Projected Total Capacity vs. Workload highlights any capacity deficit (when effective capacity is below the scheduled workload) by role:
Add new Roles
Go to Manage > Roles
Click the + New Role button
Enter the name of the role in the Role name field
Enter the Default Rate
Enter the Default Cost
Click the Create button
Edit Roles
Edit one role at a time
Go to Manage > Roles
Identify the Role you would like to update
Click the 3-dot icon > Select Edit Details
Update role details
Click the Save button
Edit multiple roles at once
To bulk edit multiple people at once, we recommend using our Roles CSV tool.
Alternatively, you can use the Bulk Edit button in Runn:
Go to Manage > Roles
Click Bulk Edit
Update details. You can also search by the role name in the search bar.
Click Save
❗Implications of Changing the Default Rate
Changing the default rate will only affect new projects created after the change. All existing project rates will NOT be updated automatically
To update the rate of existing projects, go to their Edit Budget page and click the grey arrow to update the project rates. Note that the new rate will be applied to both historical and future work as well:
Implications of Changing the Default Rate
Changing the default rate will only affect new people and placeholders created after the change.
To update the cost-to-business of existing people:
From the People Planner, click on the Person's name to open the side panel
Click the Contract tab and select Edit Details
Click "Use default cost for a [Role Name]
Select Save as a New Contract or Update Existing Contract
Click Save
To update the cost-to-business of existing placeholders:
From the Project or People Planner, click on the Placeholder Name
Click Edit Requirements
Update the Hourly Cost
Click Save
Archive/ Unarchive Roles
If a role name is retired and no longer needed, you can archive the role. All the historical data associated with the role will be retained.
Once archived, the role name will no longer be available to select when adding or updating person details or when adding a person to a contract
You can view archived roles by clicking on Filter on the Manage > Roles page and select Archived
You can still edit the details of an archived role
Steps to Archive a Role
Go to Manage > Roles
Identify the Role you would like to archive
Click the 3-dot icon > Select Archive
Steps to Unarchive a Role
Go to Manage > Roles
On the right-hand side, find Filter and choose Archived
Find the archived role that you would like to make active
Click the 3-dot icon > Select Unarchive
Delete Roles
Before you can delete a role, you must first remove all data associated with the role, such as contracts, projects, assignments, and actual hours.
Go to Manage > Roles
Identify the Role you would like to delete
Click the 3-dot icon > Select Delete
There’s no undo, so use this action with care.
If in doubt, please contact our support team, either on chat from inside the app or by emailing help@runn.io.
Still have questions? We're happy to help!