---
title: "Allocate a staff to a project"
url: "https://documentation.gembaa.com/en/article/allocate-a-staff-to-a-project"
language: "en"
last_updated: "2026-05-25T03:25:47.310Z"
---

# Allocate a staff to a project

Assign a staff member to a project for a defined period, ensuring their role, capacity, and forecast are visible.

## **📝Overview**

### **Purpose**

-   Assign staff members to a specific project for a defined period
-   Track who is working on what, when, and in what role

### **Who is this for**

-   PMOs managing staffing and resourcing 

### **Pre‑requisites**

-   Projects is already created in the platform
-   Staff member exists and is active

### **Permissions required**

-   Access and permission to manage allocations

## **📹Demo walkthrough**

[Embedded content](https://www.youtube.com/embed/XtEM8sUtsY8?start=49)

## **💭How‑to guide**

**Step 1: Open the allocation modal**

Click **Add allocation** on the top‑right corner of the Allocations page to open the allocation modal.

![](https://cdn-assets.productfruits.com/58c1cd1c-a96c-46d3-b62e-ee696cb792c6)

**Step 2: Choose allocation mode**

For adding allocations, you can keep the default view for a single allocation or toggle on the **Multiple** icon on the upper right corner of the modal to allocate several staff at once.

Single allocation view:

![](https://cdn-assets.productfruits.com/ce06347e-90e9-4a30-b56d-ed34e6b43ec4)

Multiple allocation view:

![](https://cdn-assets.productfruits.com/ee18107e-81bc-426c-8f97-7ad40611ca94)

**💡 Tip:** Use the multiple allocation view when assigning the same project or period to multiple staff to save time.

**Step 3: Enter allocation** **details** 

Fill in the required fields for allocations, mainly: 

-   **Project** – where the staff will be allocated
-   **Staff** – the person being allocated to the project
-   **Role** – the role the staff will perform on the project
-   **Period** – start and end dates of the allocation
-   **Allocation** - Hours or days the staff is allocated during the selected period
-   **Specific days** - Which days the allocation applies to

![](https://cdn-assets.productfruits.com/6117b285-e9e1-436d-ae19-e8adc798e3b4)

**Step 4: Save the allocation**

Click +**Add allocation(s)** on the lower right bottom of the modal to confirm and save your newly created allocation.

![](https://cdn-assets.productfruits.com/2cfad84c-b09b-446d-abe9-d61b5e9d3eab)

**Step 5: Review the allocation**

Locate the project or staff you just allocated in the data grid and expand the row to view the allocation details.

**💡 Tip:** Use the quick search to find the project or staff faster.