Assigning shadow resources to projects

Overview

Keka PSA's Shadow Resource feature lets project managers assign a junior resource to assist a senior team member. This ensures better task distribution and allows senior resources to focus on critical work, enhancing productivity and project outcomes.

Who Can Do This?

• Project Managers
• PSA Admins
• Users with permission to manage project teams and allocations
  

Pre-requisites

1. The shadow resource must already be added to the project team
2. You must have edit access to the Team tab within the project
3. The primary resource must be assigned to the project

Step-by-Step Instructions

Navigate to the Project

1. Log in to the Keka portal
2. Go to the Projects tab from the left navigation pane
3. Ensure you are under the Project List and select a project from the Active Projects section
4. Click on the desired Project Name
   
   
    

Assign a Shadow Resource

1. Go to the Team tab of the selected project
2. Find the team member you want to assign a shadow to
3. Click on the three-dot menu under the Actions column
4. Select Assign a Shadow from the dropdown
   
   

Select and Confirm Shadow Assignment

1. Enter the maximum billing hours
2. In the Assign Shadow Resource window, select a resource from the dropdown
3. Click Assign
   
   
4. In the confirmation popup, click Yes, Proceed
   
   

Billing and Invoicing for Shadow Resources

• Shadow resources inherit the billing rate of the primary resource
• Their billable hours are tracked in timesheets and appear under the primary resource during invoice generation
• You can identify which primary resource was supported by a shadow during invoice creation

Important Notes

• A shadow resource can only support one primary resource at a time
• To reassign them to another resource, you must first unassign them
• Shadow assignments can be removed anytime
• If billable hours logged by a shadow resource are already invoiced, they remain unchanged
• Un-invoiced hours will be excluded once the shadow is removed
• You cannot delete a shadow resource without first unassigning their shadow role
• You cannot delete a resource currently assigned a shadow unless the shadow is first removed

FAQs

Q: Can I assign multiple shadows to the same resource?
A: No. Each primary resource can have only one shadow at a time.

Q: Will the shadow’s billable time reflect their own billing rate?
A: No. The system uses the billing rate of the primary resource.

Q: What if the shadow logs time on a different project?
A: That time will follow the standard billing setup for that project and won’t be linked as shadow support.

Q: Can I track which entries came from the shadow resource?
A: Yes. Timesheet and invoice views allow visibility of shadow support details and you can use the reports for the same.