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eRS Cloud Implementation Guide: Step-by-Step

  • Updated

Every organisation sets up eResource Scheduler (eRS) a little differently. Most customers start with a kick-off call with their account manager, who tailors the plan to their requirements. This guide shows what a typical implementation involves, so admins know what to prepare and in what order.

Once eRS is set up, users can also work with it from AI assistants such as Claude, ChatGPT and Microsoft Copilot. This guide points out where that helps along the way.

Before You Start

You will need:

  • An eRS Cloud account and a user with administrator access.
  • A kick-off call with your account manager (recommended). See Scope of Account Manager Support for what they can help with.
  • Your existing resource and project data, for example from spreadsheets or your HR and project systems.

Implementation runs in six parts, plus an optional seventh for AI assistants:

Part What happens Who
A. Plan Decide what information to capture Admin, with your account manager
B. Collect your data Gather custom field values and prepare resource and project import sheets Admin
C. Configure eRS Custom fields, types, roles, calendars, holidays, module settings Admin, with your account manager
D. Load your data Import resources, projects and rates Admin, with your account manager
E. Users and access Permission sets, sign-in methods, inviting users Admin, with your account manager
F. Train and go live Admin training, pilot, roll-out Admin, with your account manager
G. AI assistants (optional) Enable the MCP Server and connect AI assistants Admin, with your account manager

Tip: To try changes without affecting live data, ask about a Sandbox Environment.

 

Part A: Plan

Step 1. Decide what information to capture

Decide which details you want to record for resources, projects and bookings using custom fields, for example skills, qualifications, project manager, client or confirmation status.

Note: The information you capture for resources, projects and bookings is what users will later filter on, report on and use to define access rights, so it's worth planning carefully.

 

Part B: Collect Your Data

Step 2. Collect the values for each custom field

For each custom field with a list of options, prepare its values in a CSV file, for example a list of skills, qualifications, clients or project managers.

Step 3. Prepare the resource and project import sheets

Prepare a CSV import sheet for your resources and one for your projects, so all the information can be imported in one go in Part D.

You can also add resources and projects manually, through the eRS REST API, or by asking an AI assistant connected to eRS (see Part G).

 

Part C: Configure eRS

Step 4. Add resource and project types, and design your forms

Add the resource types and project types you need, and arrange the resource, project and booking forms.

Step 5. Add custom fields and import their values

Add the custom fields you planned in Step 1, then import their values from the CSV files prepared in Step 2.

Step 6. Add roles

Add the roles your resources perform, such as Project Manager or Developer. Roles are used when importing resources, defining rates and capturing resource requests.

Step 7. Set up working calendars and holidays

Add working calendars for the different working patterns of your resources, then add public holidays and apply them to the right calendars.

Step 8. Configure the modules you use

If you use the optional modules, configure their settings now:

 

Part D: Load Your Data

Step 9. Import resources and projects

Import the sheets prepared in Step 3.

Note: After importing, check the imported information. If anything needs correcting, edit it manually or use bulk edit. See How To Edit One or More Resources.

With an AI assistant: Users can also review imported records and make corrections by asking their AI assistant, for example "List all resources with no primary role". See Ask AI Assistant About Resources and Ask AI Assistant About Projects.

Step 10. Add rates (Financial module)

If you use the Financial module, add billing and cost rates manually or import them.

 

Part E: Users and Access

Step 11. Configure permission sets

Create permission sets that control what each group of users can see and do.

Note: AI assistants connected to eRS sign in as the user and follow the same permission sets, so they can only see and do what that user is allowed to in eRS.

Step 12. Choose how users sign in

Decide whether users sign in with a password or through single sign-on (SSO).

Step 13. Invite users and assign permission sets

Invite your users and map each one to the right permission set.

 

Part F: Train and Go Live

Step 14. Train your admin users

Arrange online training for your admin users with your account manager. For a quick introduction, see the Quick Start Videos. To show users what they can do with an AI assistant, share Overview: Use eRS with your AI Assistant, which includes a 2-minute video.

Step 15. Run a pilot, then roll out

Before inviting everyone, ask a few users to try eRS with real work. Check that reports, filters and access rights behave as expected, fix anything that's missing, then roll out to the rest of your organisation.

 

Part G (Optional): Use eRS with Your AI Assistant

The eRS MCP Server lets users search resources, check availability, schedule resources, log timesheets and build custom reports and dashboards from their AI assistant's chat window, without opening eRS.

Step 16. Enable the MCP Server

An admin enables the MCP Server once, under Administration > Integration > MCP Server.

Step 17. Connect each user's AI assistant

Each user connects their own AI assistant and signs in with their eRS account. Step-by-step guides with videos:

See also Connect eRS to Your AI Assistant: Choose Your Platform.

Learn what users can ask

 

Optional: Connect Other Tools

You can also connect eRS to the other tools your teams use:

Need Help?

For any support, contact your account manager or email us at support@enbraun.com.