How To Set Up Resource Management

Before your teams can start requesting, scheduling, and dispatching assets and labor, Resource Management needs to be configured. This article walks administrators and users with configuration permissions through the key steps to get everything set up and running smoothly.

💥 Resource Management is a premium product and requires separate licenses. Please contact your Account Manager for more information on premium product licenses or reach out to Customer Support at help@tenna.com or call 888.836.6269.

Overview

This process replaces the physical whiteboard in the field or office with a structured, trackable workflow — but to get the most out of it, Resource Management needs to be configured to fit the way your team works. The steps below will walk you through everything you need to get set up.

There are three main components to configuring Resource Management:

• Permissions
• Configurations
• Notifications

Remember, this is the workflow we are working towards:

Permissions

To access the permissions page click "Settings" at the top right of the global navigation page, then "Permissions". Here you can either create a new permission code or edit an existing one.

Set User Permissions- Determine who needs access and at what level:

Requesters — Any user can put in a request for an equipment or labor resource.

Approvers — To approve resource requests the following must be turned ON.

• Asset Request Approval: Approve or deny all requests for assets. This permission should be turned ON for any user that will be approving asset requests (i.e. Equipment/Fleet Mangers).
• Crew and Labor Resource Request Approval: Approve or deny all requests for assets. This permission should be turned ON for any user approving Crew and Laborer requests (i.e. Foreman/Site Super).

Dispatchers/Resource Managers — These permissions must be set to ON and EDIT to manage resources and dispatch events.

• Create Dispatch Events: Create a new dispatch delivery or task for assets and labor resources.
• Crew Management: Manage your crews and their assignments.
• Dispatch Board: View events and scheduled resources between sites and perform minor actions on the dispatch board.
• Labor Management: Manage your laborers and their assignments.
• Manage Labor Resources Categories: Manage the labor resource categories for your company's account.
• View Dispatch Queue and Events: View the Dispatch Queue and Dispatch Events pages.

Setup Labor Resources and Determine Categories: Refer to this article for set up instructions: https://help.tenna.com/article/417-how-to-create-and-manage-labor-resource-categories.

Configurations

To manage configurations, click "Settings" at the top right of the global navigation page, then click "Configurations".

Here we will configure for both Requests and Resource Management.

Requests

• Set the number of days a request can remain open before it expires, meaning it has not yet been approved or denied.
• Select the expiration rule that best fits your team's workflow from the available options.

Resource Management

Set the default behavior for asset and labor resource requests created by dragging cards on the Dispatch Board. These settings control how new requests or scheduled items are pre-filled when you create them on the dispatch board.

1. When should the request/scheduled item start?

Choose the rule Tenna uses to set the default start date:

• On the next Work Day (Mon-Fri, based on your work week)
• On the next Calendar Day (Includes weekends)
• On my Weekly Start Day (your configured weekly start day)
• On Mondays
• In 2 Calendar Days
• In 1 Week

Default: On the next Work Day

2. Starting At

Set the default start time (HH:MM)

Default: 12:00AM

3. Duration

Define the default length of the item using:

• Duration: Number from 1-30
  • Default 1
• Duration: Time Unit
  • Options: Days, Weeks, Months

Default: "1 Day", "2 Weeks", "3 Months"

4. Ending At

Set the default end time (HH:MM)

Default: 12:00PM

Select what attachments, if any, are required to mark a dispatch event or task complete.

Notifications

Resource Management notifications are managed through the Requests and Dispatch modules — not the configurations section.

• Requests-
  • The assigned approver receives a notification when a new request is submitted and ready for review. This notification is permission-based and requires the user to be set as an Asset or Labor Approver.
  • The user who submitted the request is notified when their request is approved, denied, cancelled, or approaching expiration.
• Dispatch-
  • Notifications are sent through the Tenna platform when a dispatch event is created, cancelled, or completed.
  • For Operators in the field who aren't using the Tenna app, notifications can be sent via a third-party SMS service. For more information, see SMS Dispatch Messages Overview.

Resource Management FAQs:

1. How do I onboard Resource Management and incorporate it into my workflows?

The most important first step is identifying who owns each part of the process — from submitting requests in the field, to approving them, to dispatching assets, to drivers taking action on dispatch events. Every organization is different, so start by mapping these responsibilities at a role level rather than assigning individual permissions right away. This ensures everyone using the tool has a consistent set of expectations and capabilities.

Permissions and data access controls (DAC) are equally important. They ensure users only see and interact with the assets relevant to them. Dispatchers or superintendents who need to transfer assets across divisions should be set at a higher DAC visibility level so they have the full picture and can make the best decisions for the organization.

2. Can I edit request dates for Resource Management assets after they are approved?

At this time, requests can be edited freely before approval. If a change is needed after a request has been approved, the request will need to be cancelled and resubmitted.