Bulk Update Resource Allocations in Keka

Overview

In this guide, you will learn:

• How to update resource allocations in bulk using Keka PSA
• What fields can be modified: billing rates, roles, percentages, and effective dates
  

Who Can Do This?

• Global Admins
• Project Admins with access to the Bulk Import section in Projects

Pre-requisites

1. Access to the Bulk Import section under Projects
2. Excel file with all required fields filled using the provided template

Step-by-Step Instructions

Access the Bulk Import Option

1. Navigate to Projects from the left navigation pane.
2. Click on Bulk Import.
3. Select Update Project Resource Allocations.
   
   

Download the Template

1. Click on Download Template to get the correct Excel format.
2. Open the file and enter the updated information for:
   • Billing Roles
   • Billing Rates
   • Allocation Percentages
   • Effective From Dates
3. Save the file once all data is filled.
   
   
   
    

Upload the File

1. Return to the same page in Keka.
2. Click on Upload Excel File.
3. The system will validate and instantly apply the updates based on the effective dates provided.
   
   

How It Connects with Other Modules

• Projects: Allocation changes reflect in all active projects.
• Billing & Revenue: Updated bill rates impact invoice generation and revenue reports.
• Timesheets: Allocation percentages affect how submitted time entries are evaluated.

FAQs

• Q: Can I apply changes to multiple projects for a single employee?
  A: Yes, as long as each row in the Excel sheet corresponds to a valid project-resource combination.
• Q: What happens if the effective date is in the future?
  A: The changes will automatically apply starting that date.
• Q: Can I update only one field (e.g., billing role) and leave the rest unchanged?
  A: Yes, just ensure the required columns are present and unchanged fields are filled with existing values.

Troubleshooting

• Upload failed?
  · Ensure mandatory columns are filled.
  · Check if employee-project combinations are valid.
  · Validate date format (YYYY-MM-DD).
• Changes not reflected?
  · Check if the effective date has passed.
  · Confirm that the resource is still active in the specified project.