{"id":7739,"date":"2025-05-14T14:59:43","date_gmt":"2025-05-14T14:59:43","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=7739"},"modified":"2025-05-15T16:07:12","modified_gmt":"2025-05-15T16:07:12","slug":"resource-placeholders","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders","title":{"rendered":"Plan ahead with resource placeholders"},"content":{"rendered":"<p>It\u2019s hard to plan ahead when you\u2019re unsure who will be working on upcoming projects, or even if that work will go ahead. Resource placeholders make it easy to outline your resourcing plans, even when the details are undecided.<\/p>\n<p>Get the lowdown on how you can use them to get ahead of your forecasting and capacity planning \ud83d\udc47<\/p>\n<div style=\"position: relative; padding-bottom: 56.25%; height: 0; margin-top: 40px; margin-bottom: 55px;\"><iframe style=\"position: absolute; top: 0; left: 0; width: 100%; height: 100%;\" src=\"https:\/\/www.loom.com\/embed\/bce42851d6e0497c80febad54c33602c?sid=1e432312-8bfb-4b6c-bc05-6585428d9921\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/div>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders\/#Outline-resource-plans-in-advance\" >Outline resource plans in advance<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders\/#Creating-and-customizing-placeholders\" >Creating and customizing placeholders<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders\/#Assigning-work-to-placeholders\" >Assigning work to placeholders<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders\/#Putting-placeholder-plans-into-action\" >Putting placeholder plans into action<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders\/#Availability-and-whats-next\" >Availability and what\u2019s next<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Outline-resource-plans-in-advance\"><\/span>Outline resource plans in advance<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In a perfect world you would know the details of every project coming up in the next few quarters. But the reality isn\u2019t always so straightforward. It\u2019s not uncommon for:<\/p>\n<ul>\n<li>Project managers to be unsure who will be working on each part of a project and whether they need to hire additional people or resources.<\/li>\n<li>Projects to be on your radar but unconfirmed, particularly if your company is pitching for new business.<\/li>\n<\/ul>\n<p>Instead of dumping tentative work on already overburdened teammates, you can use placeholders to build out resource plans for projects before you know all the details.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-7745 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule.png\" alt=\"Resource placeholders with project work assigned in the Resource Guru Schedule\" width=\"1912\" height=\"1672\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule-767x671.png.webp 767w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule-813x711.png.webp 813w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule-1536x1343.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule-310x271.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule-767x671@2x.png.webp 1534w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule-813x711@2x.png.webp 1626w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-schedule-310x271@2x.png.webp 620w\" sizes=\"auto, (max-width: 1912px) 100vw, 1912px\" \/><\/p>\n<p>You can create placeholders to replicate real-world roles then allocate work to them in the Schedule. That way you can plan out whole projects in advance without assigning specific people or resources.<\/p>\n<p>Once your plans are confirmed you can move the placeholder bookings to existing teammates \u2013 or new ones you\u2019ve since hired \u2013 and seamlessly move into project delivery mode.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Creating-and-customizing-placeholders\"><\/span>Creating and customizing placeholders<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-7771 size-full\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner.png\" alt=\"Creating a placeholder and assigning the department, skills, custom fields, and an owner\" width=\"1912\" height=\"1365\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner-940x671.png.webp 940w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner-996x711.png.webp 996w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner-362x258.png.webp 362w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner-1536x1097.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner-310x221.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner-940x671@2x.png.webp 1880w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner-362x258@2x.png.webp 724w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-creating-owner-310x221@2x.png.webp 620w\" sizes=\"auto, (max-width: 1912px) 100vw, 1912px\" \/><\/p>\n<p>Placeholders are a new type of resource that can be added from People &amp; Resources. You can create multiple placeholders then assign them to Departments and designate Skills so they replicate the profile of the team members who might take on the work you\u2019re planning.<\/p>\n<p>Additional information can be added using <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/1955074\" target=\"_blank\" rel=\"noopener\">custom fields<\/a>. The more detail you add upfront, the more options you have for organizing placeholders in the Schedule.<\/p>\n<p>You also have the option of assigning an \u201cOwner\u201d to each placeholder. This person would be responsible for managing that placeholder\u2019s schedule and moving unassigned work to real people and resources once it\u2019s confirmed\u2013\u2013this would often be a task for a Resource Manager or Traffic Manager.<\/p>\n<div class=\"callout callout--protip\">\n<h4>Pro tip<\/h4>\n<p>If you work at a creative agency, you might want to create placeholders for various types of designer and assign them different skills and seniority levels.<\/p>\n<p>This allows you to use placeholders to scenario plan specific types of design work and easily transfer those bookings to equivalent personnel later. That process might highlight where you\u2019re missing specific skills for upcoming projects and help you get ahead on hiring plans to fill those gaps.<\/p>\n<\/div>\n<h2><span class=\"ez-toc-section\" id=\"Assigning-work-to-placeholders\"><\/span>Assigning work to placeholders<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-7747 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-grouping.gif\" alt=\"Grouping resource placeholders together in the Resource Guru Schedule\" width=\"960\" height=\"790\" \/><\/p>\n<p>When it comes to forecasting work, placeholders behave much like the rest of your team. They appear in <a href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/project-teams\">project teams<\/a> and your list of people and resources in the Schedule, which <a href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/customizable-schedule\">can be customized<\/a> to whatever order or arrangement suits your planning process.<\/p>\n<p>We\u2019ve also added new functionality to sort, group, and filter by Resource Type, so you can group placeholders together, or remove everything else when you\u2019re building out what-if scenarios.<\/p>\n<p>Assigning work to placeholders is a breeze too \u2013 click to <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/1955394\" target=\"_blank\" rel=\"noopener\">create bookings<\/a>, then assign them to projects and clients.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-7748 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-heatmap.png\" alt=\"Placeholder utilization shown in the heatmap view of the Resource Guru Schedule\" width=\"1912\" height=\"1060\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-heatmap.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-heatmap-943x523.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-heatmap-1042x578.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-heatmap-1536x852.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-heatmap-310x172.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-heatmap-943x523@2x.png.webp 1886w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-heatmap-310x172@2x.png.webp 620w\" sizes=\"auto, (max-width: 1912px) 100vw, 1912px\" \/><\/p>\n<p>One way placeholders differ is that they have unlimited availability. This makes it easier to stack them with unassigned work without worrying about booking clashes, overtime, or approval requests.<\/p>\n<p>But it also means that placeholder availability appears differently:<\/p>\n<ul>\n<li>Their availability bar is light or dark orange (not green and red)<\/li>\n<li><a href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/heatmap-views\">Heatmap views<\/a> show the number of hours assigned to them, not total or billable utilization<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Putting-placeholder-plans-into-action\"><\/span>Putting placeholder plans into action<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-7749 aligncenter\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-reports.png\" alt=\"Analyzing how much time is allocated to resource placeholders in Reports\" width=\"1912\" height=\"1379\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-reports.png 1912w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-reports-930x671.png.webp 930w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-reports-986x711.png.webp 986w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-reports-1536x1108.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-reports-310x224.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-reports-930x671@2x.png.webp 1860w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders-reports-310x224@2x.png.webp 620w\" sizes=\"auto, (max-width: 1912px) 100vw, 1912px\" \/><\/p>\n<p>Remember that placeholders are a planning tool. Any work sitting with placeholders is not assigned to a real person or non-human resource, so if it isn\u2019t moved before the project starts, it won\u2019t get done! We&#8217;ve added a few easy ways to stay on top of things.<\/p>\n<p>Placeholder owners will see a summary of bookings allocated to placeholders in their daily schedule emails. You can also monitor how much time is assigned to placeholders in Reports. Placeholders are listed in Placeholders and Projects reports, so you can get a clear view of how much time is planned but unassigned across your account.<\/p>\n<p>To ensure the accuracy of your reports, we ignore any time that\u2019s allocated to placeholders in the past \u2013 it was never confirmed so it didn\u2019t happen. Likewise, if you\u2019re using <a href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/timesheets\">Timesheets<\/a>, you\u2019ll also notice that placeholders have scheduled time, but not actuals, as they cannot complete timesheets.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Availability-and-whats-next\"><\/span>Availability and what\u2019s next<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Placeholders are available to all our customers with different allowances depending on your plan:<\/p>\n<ul>\n<li>Grasshopper = 1 free placeholder<\/li>\n<li>Blackbelt = 5 free placeholders<\/li>\n<li>Master = 10 free placeholders<\/li>\n<\/ul>\n<p>You can add more placeholders to your account and they will be charged at the same rate as additional people. See which plan is right for you on our <a href=\"https:\/\/resourceguruapp.com\/pricing\" target=\"_blank\" rel=\"noopener\">pricing page<\/a>, or dig deeper into how placeholders work in our <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/4302018\" target=\"_blank\" rel=\"noopener\">Help Center.<\/a><\/p>\n<div class=\"comingsoon comingsoon--default\"><div class=\"comingsoon__image\"><\/div><div class=\"comingsoon__text\"><h4>What&#8217;s next for Resource Guru?<\/h4>\n<p>Explore our product portal to see what&#8217;s planned next and what we&#8217;ve already added. Vote on which features are most important to you and submit new ideas to have your say!<\/p>\n<p><a class=\"button\" href=\"https:\/\/portal.productboard.com\/u3wdgytlr9dhqrdkzqf46ybi\/tabs\/2-planned\" target=\"_blank\" rel=\"noopener\">View and Vote on Upcoming Features<\/a><\/p>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>It\u2019s hard to plan ahead when you\u2019re unsure who will be working on upcoming projects, or even if that work will go ahead. Resource placeholders make it easy to outline your resourcing plans, even when the&hellip;<\/p>\n","protected":false},"author":29,"featured_media":7744,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[30],"tags":[61,62],"class_list":["post-7739","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-product-updates","tag-product-updates-feed","tag-heartbeats"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Plan ahead with resource placeholders | Resource Guru<\/title>\n<meta name=\"description\" content=\"Plan projects in advance with resource placeholders. Your secret weapon for forecasting unconfirmed work and identifying resource gaps early.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Plan ahead with resource placeholders | Resource Guru\" \/>\n<meta property=\"og:description\" content=\"Plan projects in advance with resource placeholders. Your secret weapon for forecasting unconfirmed work and identifying resource gaps early.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders\" \/>\n<meta property=\"og:site_name\" content=\"Work Life Balance Blog | Resource Guru\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ResourceGuru\" \/>\n<meta property=\"article:published_time\" content=\"2025-05-14T14:59:43+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-05-15T16:07:12+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2025\/05\/resource-placeholders.png\" \/>\n\t<meta property=\"og:image:width\" content=\"2084\" \/>\n\t<meta property=\"og:image:height\" content=\"1422\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Stuart McLachlan\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@resourceguruapp\" \/>\n<meta name=\"twitter:site\" content=\"@resourceguruapp\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Stuart McLachlan\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/product-updates\\\/resource-placeholders#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/product-updates\\\/resource-placeholders\"},\"author\":{\"name\":\"Stuart McLachlan\",\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/#\\\/schema\\\/person\\\/62779b1444595051986ea3d57dbedfcc\"},\"headline\":\"Plan ahead with resource placeholders\",\"datePublished\":\"2025-05-14T14:59:43+00:00\",\"dateModified\":\"2025-05-15T16:07:12+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/product-updates\\\/resource-placeholders\"},\"wordCount\":828,\"publisher\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/#organization\"},\"image\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/product-updates\\\/resource-placeholders#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/wp-content\\\/uploads\\\/2025\\\/05\\\/resource-placeholders.png\",\"keywords\":[\"Product Updates Feed\",\"Heartbeats\"],\"articleSection\":[\"Product updates\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/product-updates\\\/resource-placeholders\",\"url\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/product-updates\\\/resource-placeholders\",\"name\":\"Plan ahead with resource placeholders | Resource Guru\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/product-updates\\\/resource-placeholders#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/product-updates\\\/resource-placeholders#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/resourceguruapp.com\\\/blog\\\/wp-content\\\/uploads\\\/2025\\\/05\\\/resource-placeholders.png\",\"datePublished\":\"2025-05-14T14:59:43+00:00\",\"dateModified\":\"2025-05-15T16:07:12+00:00\",\"description\":\"Plan projects in advance with resource placeholders. 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