Set up Manually
This article will walk you through how to set up your Runn account by adding people and projects manually.
Set up via CSV Import
If you have many 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.
You can click on the Table of Contents on the right to jump to any section anytime.
1. 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.
2. Invite admins and users
If you need a few other collaborators to set up the account with you, head over to Settings > Invite users to add other admins and collaborators to your account.
After setting up the account, you can bulk invite all users with the CSV tool later.
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.
3. 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 > + New Person
Enter the details of each person. Check out Managing People to learn more about each field.
⚡ Top tip: Add tags to your people for better filtering and searching. Examples for people tags include staff location, specific skills, seniority etc.
4. Update associated rates/costs of default roles
After importing people, you will notice that a list of new Roles has been created under Manage > Roles.
The current Default Role Rates and Default Role Costs are $0. If you need to use Runn to track your revenue and costs, you need to set up the default rates and costs.
Runn also uses the rates and costs to provide forecasts for any placeholders you have scheduled.
Click on Bulk Edit to edit the rates and costs.
5. 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.
6. Set up 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 > CSV.
To manually load your projects, go to Manage > Projects > + New Projects
Enter the details of each project. Check out Managing Projects to learn more about each field.
⚡ 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.
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. 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.
Set Up Planned Start Date and Planned End Date Custom Fields (optional)
If you would like to track the baseline start date and end date of your project, you can set up Date Custom Fields for your projects.
9. 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.
10. Set up integrations and API (optional)
If you want to use integrations to import data into Runn, use our integrations with HR systems and time tracking tools. 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.
Stuck?
View Runn’s help resources at help.runn.io