Set up your Runn account

How to set up your Runn account

Shannon Toe avatar
Written by Shannon Toe
Updated over a week ago

Set up Manually

This article will walk you through how to set up your Runn account by adding projects, roles, clients, and people manually.

Set up via CSV Import

If you have quite a lot of projects and people and would like to import your data in bulk, please click here for instructions to set up via CSV Import.

Set up via API or Integrations

If you have a developer on your team and would like to import your data via API or Integrations, please click here.

Table of Contents

1. Invite admins and users

Head over to Settings > Invite user to add other admins and collaborators to your account.

There are different levels of permissions. The account type controls who can do what, while the financial permissions control who can see what.

Top tip: See who you have invited to your account and who has pending invites at Settings > Users.

2. Set your default account settings

Go to Settings > Account Settings to update your default account settings.

To quickly set up, make sure your account's currency, default full-time hours and default rate type are correct.

3. Load roles and associated rates/costs

Go to Manage > Roles to add your roles.

When you add a new role, you also need to add the charge-out rate and the cost rate for the role. These will serve as a default for all your people with that role.

Runn also uses the rates to provide forecasts for any placeholders you have scheduled.

4. Set up rate cards (optional)

Go to Manage > Rates to set up your rate cards.

You can have multiple rate cards for your different customers and projects. Projects get created with the standard rate card by default.

When you add a new rate card, you can also choose whether to set it up using hourly or daily rates, and using a blended/single rate or per-role rates.

Note: If you are only using Runn for resource management and scheduling, you do not need to add rates for your people.

5. Set up teams

Teams are optional, but can be useful for grouping your people. They can be used for office locations or functional teams.

Go to Manage > Teams to create teams.

6. Set up people

You can add people manually or by importing them with Runn's CSV importer. A CSV template can be found at Settings > Import.

To manually load your people, go to Manage > People.

As you add people, adjust their details as needed. Expand the further details to set up their employment contract.

  • First name

  • Last name

  • Role - as per Step 3

  • Relationship - employment status with your business

  • Email address - people won’t be emailed. This is required if you want to use Runn’s timesheets or invite them as users; otherwise, it’s optional)

Other details:

  • Team - as per Step 5

  • Start date

  • End date - leave as 'I don't know' for permanent employees

  • Work days - if part-time, select days and/or hours per day

  • Cost to business - uses cost from role by default. If different, use our cost calculator to determine cost rate.

Top tip: Add tags to your people for better filtering and searching. Examples for people tags include staff location, specific skills, seniority etc.

7. Add public holidays and leave

Head over to the People planner and add all public holidays and planned time-off for your team members.

8. Load clients and projects

You can add clients and projects manually or by importing them with Runn's CSV importer. A CSV template can be found at Settings > Import.

To manually load your clients and projects, go to Manage > Projects.

As you add clients and projects, adjust their details as needed.

  • Project name

  • Client name

  • Client website

  • Pricing model - Time and Materials, Fixed Price, or Internal project

  • Rate card - copies over rates from rate card, but can be adjusted later

  • Status - confirmed or tentative

  • Team (optional)

Top tip: After loading your projects, you can add project budgets. You can add or edit them at any point during a project, but it is advisable to set them up before scheduling people.

9. Schedule people on projects

It's time to start scheduling your people!

Head over to the Project Planner, add people to your projects and draw out their assignments. Refer to Scheduling a Project for a detailed how-to.

Top tip: Turn on the charts to see the effect of your plans in real time. Switch between Capacity & Workload, Availability, Utilization, and Project Billings charts.

Set up Project Templates for recurring projects (optional)

If you're often setting up the same types of projects, Project Templates allow you to speed up the process without having to worry about missing any important project details every time.

10. Set up timesheets (optional)

If you want to use timesheets, make sure timesheets are enabled in your account settings. Check at Settings > Account.

Then, make sure everyone on your team has an email address added. See Step 6.

Invite everyone into Runn with Viewer Basic or Timesheet Only permissions. Refer to Step 1.

Top tip: Download our Time Tracker Chrome extension to sync time entries to Runn timesheets in real-time.

Learn more here. Set-up guide here.

11. Set up integrations and API (optional)

If you want to use integrations to import data into Runn, use our integrations with Harvest and Clockify. We recommend you set up any integrations in your Runn TEST account first.

(Integration with WorkflowMax is no longer supported from March 8, 2023 for new users. Existing users can still have access to the WorkflowMax integration)

Go to Settings > API to generate your API token. View our API docs here.


View Runn’s help resources at

If you have any pressing questions or issues, please contact us via the in-app chat, or send us an email to

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