Converting virtual resources into users

In GanttPRO, you have the option to convert a virtual resource into a real user. This feature can be particularly useful in the following scenarios:

• When importing a project into GanttPRO where all the resources are initially transferred as virtual.
• During the planning phase when assessing resource needs, estimating costs and effort, and assigning tasks to a virtual resource rather than to specific users. These tasks can then be reassigned to real users later.

To streamline the reassignment process and save time, GanttPRO offers a resource conversion feature.

Please note that this feature is available to users with the 'People' permissions enabled in Project rights. 

Also, it is not possible to convert virtual resources when you have active Jira integration set up. 

How to convert virtual resources

To convert a virtual resource into a real user:

1 Open the People tab in a project

2 Click on Virtual resources 

3 Hover the cursor over a particular virtual resource and click on Convert into a real user. 

In the emerging window, choose a real user 1 to whom you will convert a virtual resource. This user can be a member of the project team or any other account user with an 'Active' status, even if they are not currently participating in a project.

Note that it is possible to convert just one virtual resource into a real user at a time. 

You can also check the box 2 to delete the virtual resource after the conversion. Doing this will remove the virtual resource from the current project, while it will remain available at the account level and in other projects where it is in use.

To proceed, click on the ‘Next’ button 3.

After clicking 'Next,' you can choose whether to reassign tasks only or recalculate and reassign them. The available options depend on your Project settings.

1. If Fixed estimation and Resource calendar are NOT enabled in Project settings, you can only reassign tasks from the virtual resource to a real one without recalculations. Be aware that this may result in over- or underloading and may require manual workload adjustments.

2. If you have Fixed estimation and Resource calendar enabled in Project settings, GanttPRO will compare the resource's personal schedule and project calendar. If there’s an overlap of more than 8 working hours per week, you can: 

• Reassign the tasks without any recalculations.
• Reassign the tasks and opt for automatic recalculation of task duration. 

If the overlap between the resource's personal schedule and the project calendar is less than 8 working hours per week, you will only be able to reassign tasks.

Upon conversion, all the tasks assigned to that virtual resource in the given project will be reassigned to the selected real user. This user will get a standard notification that a task has been assigned to him or her. 

This action is logged in the History of changes. Thus, it is possible to check everything afterward and undo the conversion if necessary. Note that if you check the box for Delete the virtual resource after the conversion, you won’t be able to restore it afterward. All the tasks assigned to it will be marked as unassigned.   

How task duration is recalculated upon resource conversion 

When you have Fixed estimation and Resource calendar enabled in Project settings, task duration is calculated based on estimated working hours and the user’s personal calendar. In this case, when you convert a virtual resource into a real user from a project, task duration may be recalculated accordingly. 

Let’s say, task estimation is set to 5 days (40 hours) and it is assigned to a virtual resource whose personal calendar is set to an 8-hour working day from Monday to Friday. Given that you have Fixed estimation and Resource calendar enabled, task duration will be automatically set to 5 days (40 hours). 

Now, suppose you convert this virtual resource into a real user whose personal calendar is set to an 8-hour working day, but s/he only works from Monday to Thursday each week. 

After the conversion, the task duration will be extended to 6 labor days (48 hours), since this real user does not work on Fridays.