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People

Everthing about setting up people in Runn

Updated over 2 weeks ago

People are your full-time or part-time employees and contractors that you can schedule for your projects.

Person Details

You can add various person details to your people in Runn. The more skills and custom fields you add, the more you can use to filter for the most suitable person for your projects and organize your data into reports and insights.

Field Name

Description

First Name

(Required)

  • The first name of the person

Last Name

(Required)

  • The last name of the person

Email

(Optional)

  • Although this is an optional field, notifications are based on this field, so it is strongly recommended that you enter the email address for each person

Team

(Optional/ Required)

Public Holidays

(Optional)

Skills

(Optional)

People Tags

(Optional)

  • Learn more about Tags here.
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  • If you would like to add Public Holidays to your people based on their locations in bulk, please add their locations as tags.

Manager (People)

(Optional)

  • If this person is managed by specific users in Runn, add the names of the users here
    ​

  • If the user's User Type is Managers (Manage People - Restricted), you are granting them editing rights to this person
    ​

  • Note that this field is not available for reporting at the moment

Person Custom Fields

(Optional)

Links

(Optional)

  • Add any useful links (e.g. link to the person's profile on the HR system), and choose if you want to display the link to the planner for quick access

External References

(Required if you need to use the API or integrations, otherwise Optional)

  • If you need to use the API or integrations to maintain people data, please enter the relevant ID here.
    ​

  • If you want to use your internal Employee ID as the Person Identifier in future CSV imports, you can enter the Employee ID here e.g. Employee-ID=45656
    ​

  • Runn does not validate whether the ID is unique in the field

Contract Details

Learn more about setting up people's contract details here.

Profile Photo

You can also add profile photos to people in Runn:

Adding profile photos will be disabled if admin users have disabled this feature in Account Settings.

Add New People to Runn

  1. From the planner, click New in the top-left

  2. Select Person
    ​

  3. From the side panel, fill in the person's details and click Next

  4. Enter the person's contract details

  5. Click Create

💰 Billing Implications

Once new people are added, they are counted towards resource seats in Runn.

To bulk add multiple people at once, choose New > Bulk add > People or use our People CSV tool

Edit People

You can edit your people's details in two ways:

Edit one person at a time

  1. From the People Planner > Identify the person

  2. Click on the 3-dot icon next to the person's name > Select Edit Details

  3. Update any information as needed

  4. If you changed the contract details (e.g. default role or cost), you will be prompted to confirm whether you want to save as a new contract or update the existing contract:
    ​
    ​

  5. Click Save

Edit Profile Photos

  1. From the People Planner > Identify the person

  2. Click on the 3-dot icon next to the person's name > Select Open Dashboard

  3. Click on the 3-dot icon on the top right corner > Select Edit Image

  4. Upload the profile image

  5. Click Save

Bulk edit multiple people

To bulk edit multiple people at once, we recommend using our People CSV tool for person details and Contracts CSV tool for contract details.

Alternatively, you can use the Bulk Edit button in Runn:

  1. Go to Manage > People

  2. Click Bulk Edit

  3. Select 'Fix your data' or 'Update your data' (see below for more information)

  4. Update details. You can also search the fields of your people in the search bar.

  5. Click Save

When you try to bulk edit people, you'll be asked if you want to Fix your data or Update your data:

Fix your data

Use this if you need to change the details of the current contract.

For example, a person may have the wrong Default Role or an incorrect Cost to Business in their current contract.

Choosing this option will overwrite the current contract details. This will change historical costs and financial metrics relevant to costs for the contract period.

Existing Project Roles will remain unchanged.

Also choose this option if you are updating other person details (not contract related).

Update your data

Use this if you need to create a new contract to reflect your people's new contract details, while keeping the old contract details and historical costs unchanged.

This will create a new contract for the people with a contract start date of today (the date of editing), and all changes will apply from today.

For example, if someone is moving from the role Intermediate Developer to Senior Developer and has an increased salary starting from today, choose 'Update your data' and update the Default Role and Cost per hour.

Then, from today onwards, Senior Developer will be the default project role when adding this person to new projects, and all historical project cost calculations will still use their previous salary.

Archive/ Unarchive People

Archive a person when they are leaving the organization or when you no longer need to assign them to projects.
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Archiving them will retain all their data, but they will no longer be displayed on the planner by default.

You can unarchive a person when needed for a current or future project. They will appear on the planner again once unarchived.

Learn more about Archive/ unarchive People.

💰 Billing Implications

Once people are archived, the resource seats will be freed up and available for new people to occupy. However, your billing will not be reduced automatically. Go to Settings > Plan & Billing to reduce resource seats if needed.

Delete a Person

Please note that deleting a person is a permanent action and will remove the person from all dependent records, both past and future, including roles, projects, and assignments. All historical data will also be removed.

We recommend deleting a person only when they were created by mistake. There’s no undo, so use this action with care.

  1. From the People Planner > Identify the person

  2. Click on the 3-dot icon next to the person's name > Select Delete

  3. Type DELETE as instructed

  4. Click Delete Person

If in doubt, please contact our support team via the in-app chat or by emailing help@runn.io.

💰 Billing Implications

Once people are deleted, the resource seats will be freed up and available for new people to occupy. However, your billing will not be reduced automatically. Go to Settings > Plan & Billing to reduce resource seats if needed.

Still have questions? We're happy to help! 

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