Documentation

How Resourcecloud works, how to set it up and how to run it. Every section links to the full guides, as web pages and as PDF.

Getting started

What Resourcecloud is

One platform for projects, people and service: tasks and sprints, time and leave, capacity planning, incidents with SLAs, files, customers and invoices, with an AI assistant on top. They share data, rights and notifications, so a change in one place is known in the next.

• Runs as SaaS with hosting in Germany or in your own data centre (Docker, Kubernetes, VM).
• One tariff with all modules, in German and English.
• Responsive: the same product on a phone and on a 34-inch screen, no app to install.

Daily work

Tasks and priorities

Everything that consumes time is a task, from a development item to leave. "My Tasks" shows what is assigned to you, most urgent first, with overdue, this week and later in separate groups.

• Every task carries a calculated value from project priority, impact, due date, size, age and blockers.
• Forks hand a task to another team without losing the history.
• Custom fields extend tasks and projects; required fields can block "Done" until they are filled.

Guides for this topic

Custom fieldsFields for tasks and projects.ReadPDF

Kanban and lists

See the same work as a board or as tables. Cards show type, milestone and assignee, and blocked work stands out.

• Pool, assigned, testing and done lanes for each team, with stages you define.
• The task pool holds work nobody has taken yet.
• Dropping a card in the Done lane opens the Done dialog, so nothing is finished by accident.

Time, working hours and leave

Book time with a timer or by hand on tasks, tickets and customers. Working hours with come and go and an approval step, leave and sick days sit in the same system as the plan.

• Booked time feeds working-time records, reports, project costs and invoices.
• A sick note or approved leave lowers the capacity of the week; scheduled tasks move on or go to the deputy and meetings are cancelled with a reason.
• Calendar view shows meetings, absences and scheduled tasks together; subscribe to it from any calendar app.

Guides for this topic

CalendarSubscribe, Outlook and Exchange.ReadPDF

Meetings, minutes and attendance

Plan a meeting once and the rest follows: invitations, agenda, video link, minutes, attendance and booked time. Every participant gets a task, so a meeting takes capacity like any other work.

• Single meetings and recurring series with a standing agenda. Move or cancel one occurrence without touching the rest.
• Invitations with accept or decline; guests without an account answer through a personal link. A reminder with a Join button appears five minutes before the start. Jitsi is built in; Zoom, Webex, Google Meet and Teams can be connected.
• Shared minutes: everybody adds topics, notes and next steps to one table, and a row becomes a task in one click. The organizer finalizes, participants agree, and the minutes can be findable by participants only or by everybody.
• Attendance is marked by hand or fetched from the video provider's report. A series shows meetings held and attendance per person.
• Time is booked for you: a series can close each occurrence and book the planned minutes for everybody, so working-time records include the meeting.
• Ill at home or on leave: upcoming meetings are declined automatically, with the reason in the comments. If the person organizes it, the meeting stands and the group is told. Past meetings are never touched.
• The Optimizer shows how much working time goes into meetings.

Guides for this topic

Video conferencingJitsi, Zoom, Webex, Google Meet and Teams.ReadPDF

CalendarSubscribe, Outlook and Exchange.ReadPDF

Files and search

Documents live next to the work, with folders, tags and a clear answer to who can see them. The search and the assistant read the same documents and show only what the asking person may see.

• Folder and document rights per team, project or person; versions and trash.
• Full-text search and meaning-based search with the source shown.
• Uploaded text is indexed for the assistant unless you switch it off per document.

Notes & Docs: your documentation space

For teams leaving Atlassian, Notes & Docs replaces Confluence for most of what a wiki is used for. With the Jira importer, work and documentation move to one system with one set of users and rights.

• Spaces for a team, project or topic, each with an access list (people, teams or everybody; read, edit, admin). They are never created automatically, so the wiki does not fill up with empty spaces.
• A page tree with paths, and branches that move between spaces. A visual editor (Markdown underneath) with tables, task lists, code, pictures, a table of contents and built-in draw.io diagrams that send nothing out.
• Every page has a history with a line-by-line comparison of versions; restoring one creates a new version.
• Templates for runbooks, decision records or project pages, with date, author and space filled in.
• Documentation that stays current: drafts until published, review dates that give the owner a task (and the manager after two weeks), and unreviewed pages leave search and the assistant until confirmed. Space health shows what needs care.
• Rights you can see: the Access button shows who can read and write a page, and why. Personal notes can be shared with people, teams or everybody, and encrypted.
• Search and the AI assistant answer from the same pages, with their source, and only from what you may read.

Guides for this topic

Notes & Docs guideSpaces, pages, rights, review cycle, templates and versions.ReadPDF

Switching from JiraExport, import, preview and undo.ReadPDF

Planning

Projects and portfolio

Classic and agile projects with milestones, tasks, budgets and reports. The project dashboard shows progress, activity, reservations and costs for each project.

• Start a project from a template: the template holds milestones, tasks, dependencies and day offsets, and every date follows the new start.
• Custom fields for tasks and projects, defined by team or for the whole company.
• Programs and a decision step for project approval.

Guides for this topic

Project templatesStart projects from saved ones.ReadPDF

Custom fieldsFields for tasks and projects.ReadPDF

Gantt, critical path and baselines

For classic projects the Gantt chart shows dependencies and milestones, calculates the critical path and the slack, and compares the current plan with a frozen baseline.

• "Plan from dependencies" fills the planned dates; dates you typed are never overwritten without asking.
• Freeze a baseline and see which items moved, were added or removed, and by how many days.
• Dragging a bar writes whole planned days.

Guides for this topic

Project templatesStart projects from saved ones.ReadPDF

Capacity, autoplanner and the Optimizer

Resourcecloud knows who works how much, who is absent and what is booked. From that it plans, forecasts and analyses.

• The autoplanner places tasks day by day against capacity, leave and sick days; dates set by people stay.
• Capacity forecasts and reservations show what fits before you commit to a project.
• The Optimizer analyses the work of the whole company: efficiency, booked time, customer wait, unplanned work and the teams with the longest backlog.

Capacity planning

Will the teams be able to take on a project that has not started yet? A capacity forecast tests one project against the teams' free hours, reservations hold the hours once you decide, and company capacity shows where the whole organisation will run short and what closes the gap.

• Capacity forecast: draw the demand per team on a timeline against each team's free capacity. The report shows what does not fit, how many weeks the project would slip if the overflow is pushed back, and how many externals it would take, with their cost.
• Commit turns the demand into reservations that every team sees in its load. Edit a committed forecast and push the change with one button, or cancel it to free the hours.
• Reservations: team leads see them down to the person, department leads as totals. Refit packs a team's reservations again by project priority.
• Company capacity (role Capacity Planner): a heatmap of the monthly shortfall for every org unit, a company timeline and recommendations: hire for a standing gap, externals for a short spike.
• Planning scenarios cost hires, externals and postponed projects against the shortfall without touching a single reservation.

Guides for this topic

Capacity guideCapacity forecast, reservations and company capacity with planning scenarios.ReadPDF

Flight level view

Releases, projects and milestones on one page. Progress is counted from the tasks that are really finished.

• Group epics and projects under releases and goals.
• Each milestone shows how many of its tasks are done.

Service and customers

Incidents, SLA and escalation

Customer mails and portal requests become incidents with a service level. The console shows what is waiting, what is yours and what threatens to breach.

• SLAs per impact, weekday and holiday with response and escalation times.
• Automatic escalation to the responsible people before a breach.
• Replies to the customer go out from the ticket, the booked time stays on it.

Service requests and workflows

Turn a recurring request, such as a new laptop, an onboarding or a firewall change, into an offer with fixed steps. Requesters fill in one form, the right teams get their step in order, and other systems can take part through triggers.

• An offer has a name, a list of who may start it, intake fields the requester must fill in (text with a pattern, number, date, dropdown) and steps with a team, an estimate and a predecessor.
• Starting is all or nothing: one form, checked on the server, creates a master task and one task per step. Steps without a predecessor are active at once; the others wake up when the step before them is done.
• A step can ask its assignee for fields, such as a ticket or serial number, that must be filled in before the step can be finished, on the Done button and through the API alike.
• Requesters follow every request under My service requests: a progress bar by estimated effort and one chip per step. A step whose trigger failed is marked.
• A trigger lets another system react when a step is finished: create an account, order a device, tell a chat channel. Per step you choose how it is sent.
• Call before finishing: the address is called when someone clicks Done, and the step only counts as done if it answers 200 within 10 seconds. For steps that must not start without the other system's OK.
• Send as webhook: a signed message (HMAC-SHA256) goes out through the scheduler and is retried after 1 minute, 5 minutes, 30 minutes, 2 hours and 12 hours. For systems that only need to be told and may be down; it never blocks the step.
• The address can carry the request's and the step's fields as variables, for example hook/laptop?model=<model>&ticket=<ticket>. Only public http or https addresses are allowed, checked again at delivery, and the query string, which holds the values, is never written to logs or task history.
• The trigger dashboard shows every run, the success rate, which steps are stuck on a failed trigger and why, with a button to run it again and one to send an undelivered webhook once more.
• Events such as workflow.started and workflow.completed also go out as webhooks, so n8n, Make or Zapier can take part. Requests can be started and steps finished through the REST API and MCP.

Guides for this topic

Service requests and workflowsOffers, steps, triggers and the trigger dashboard.ReadPDF

WebhooksEvents, signatures, retries, Slack, Teams and n8n.ReadPDF

Customers, requests and invoices

Customers, contacts and leads, a customer portal for requests and outgoing invoices as e-invoice (ZUGFeRD).

• Mail to a support address creates a task or ticket.
• Time booked on customer work flows into project costs and invoices.

AI

The assistant

Ask in plain words about tasks, tickets, time, capacity and documents. The answer quotes the passage and links the document. The assistant works within the rights of the person asking.

• Choose the language model: in your own data centre or as a cloud service.
• Questions that rank or compare people by performance are refused before any data is loaded.
• Document search shows the source for every answer.

Administration

Integrations

Data protection

All downloads

Every guide as a web page and as PDF. Guides marked with a language exist in that language only.