Workflow Template
Project Resource Request Workflow
Project managers request people for a project by specifying the project, role/skill needed, effort, dates, and business priority. A resource owner reviews capacity and decides to allocate an internal person, raise an external hire request routed to recruitment, or decline for lack of capacity. Allocations are confirmed with the assigned person, declines are returned with a reason, and the manager is notified of the outcome.
If your project managers are still emailing spreadsheets around asking 'who's free to help on this?', you know how quickly resourcing turns into a guessing game. This workflow gives PMs a simple way to request people by project, role, effort, and priority, then routes the request to the right resource owner to check capacity and decide: allocate someone internally, kick off an external hire with recruitment, or decline with a clear reason. Everyone gets notified automatically at each stage, so status updates stop living in someone's inbox and start living in one visible, trackable process.
Business Outcomes
- Reduces time spent chasing resourcing decisions across email and spreadsheets
- Gives resource owners a consistent way to review capacity before deciding
- Speeds up handoff to recruitment when external hiring is needed
- Improves visibility for project managers on request status at every stage
- Supports clearer, documented reasons when requests are declined
Workflow Steps
Steps
- 1Create Resource Request Recordcreate record
Registers the submitted resource request as a record.
- 2Set Status to Submittedupdate record
Marks the request as submitted at intake.
- 3Assign Resource Ownerassign user
Routes the request to the resource owner to check capacity.
- 4Set Status to Under Reviewupdate record
Marks the request as under review while capacity is checked.
- 5Review Capacity and Record Decisioncreate task
Resource owner checks current capacity and records the allocation decision.
- 6Persist Decision Detailsupdate record
Saves the resource owner's decision and related details to the record.
- 7Route on Resource Decision
Branches based on whether the resource is allocated internally, requested externally, or declined.
resource_decision: "Allocate Internal"→Set Status to Allocatedresource_decision: "Raise External Hire Request"→Set Status to External Hire Requestedresource_decision: "Decline - No Capacity"→Set Status to DeclinedDefault→End - 8Set Status to Allocatedupdate record
Marks the request as allocated with the assigned person confirmed.
- 9Notify Manager of Allocationsend email
Emails the project manager confirming the assigned person for the resource request.
- 10Set Status to External Hire Requestedupdate record
Marks the request as needing an external hire and assigns it to recruitment.
- 11Assign to Recruitmentassign user
Routes the external hire need to the recruitment team.
- 12Notify Manager of External Hire Routingsend email
Emails the project manager to let them know their request has been routed to recruitment for external hiring.
- 13Set Status to Declinedupdate record
Marks the request as declined due to lack of capacity.
- 14Notify Manager of Declinesend email
Emails the project manager that the request was declined, including the reason.
Fields
- Project Manager Name*
- Project Manager Email*
- Project Name*
- Role or Skill Needed*
- Effort Required (e.g. hours/week, FTE %)*
- Start Date*
- +8 more fields
Forms
Project Resource Request
9 fields
Data Views
All Resource Requests
project_name, role_or_skill, business_priority, request_status +2 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
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FAQs
Do I need technical skills to set this workflow up?
No. The Project Resource Request Workflow is a ready-to-use template on assess.one, so you can publish it and have it live in minutes. You can adjust fields, roles, and notification rules directly in the platform without writing any code.
Can my team customise the steps to match our own resourcing process?
Yes, every step is editable — you can rename statuses, add extra approval stages, or change who gets notified at each point. For example, you could add a finance sign-off step before external hire requests go to recruitment.
Who needs access to this workflow?
Typically project managers need access to submit requests, resource owners need access to review capacity and record decisions, and recruitment needs visibility on any external hire requests routed to them. You control who sees what by setting roles and permissions inside assess.one.
What happens when a resource owner reviews a request?
The resource owner sees the project, role or skill needed, effort, dates, and business priority, then records one of three decisions: allocate an internal person, raise an external hire request, or decline due to lack of capacity. Whichever path they choose, the workflow automatically routes the request and notifies the relevant people.
How does the workflow handle declined requests?
When a resource owner declines a request, they record a reason, and the workflow sets the status to Declined and notifies the project manager with that reason. This helps keep a clear record of why capacity wasn't available, which is useful for future planning conversations.
Is this suitable for teams managing multiple projects at once?
Yes, because each request is tied to a specific project and tracked individually, resource owners and managers can review demand across several projects without losing track of status. The workflow is designed to scale with the number of requests your team is handling.
Can we route external hire requests straight to recruitment?
Yes, when a resource owner decides internal capacity isn't available, the workflow automatically sets the status to External Hire Requested and assigns it to recruitment. The project manager is notified at the same time, so there's no separate step needed to loop them in.
How long does it take to get this workflow running for our team?
Publishing the template takes minutes, and your team can start submitting and reviewing resource requests right away. There's no lengthy setup project — you go live, then refine roles or steps as you learn what works for your process.
Does this workflow support any compliance or approval requirements?
You can add approval steps or additional sign-offs directly within assess.one if your organisation requires extra checks before allocations or external hires are approved. Because the whole process runs inside the platform, every decision and status change is recorded, which supports easier auditing later.
Ready to use this workflow?
Create a free account and customise this workflow for your business.