Managing User Accounts in MS PROJECT SERVER 2010



In this Post I will show you how to create Users in MS PROJECT SERVER 2010, using PWA!

First I want to show you the difference between Users and Resources. When you create Resource in MS PROJECT PROFESSIONAL 2010, PROJECT SERVER 2010 creates User for that Resource. Resource is someone you need to do actual work on your Project (Projects). User can be someone who will use PROJECT SERVER 2010, but who will not work on tasks on projects. For example, you can have Administrator who will administrate your PROJECT SERVER 2010, but who will do no work on any Task on any Project.

How to create users in PWA?

Depends of your permission (Administrator!) you can get Manage Users:


and then:


and I will get:


I will choose myself, and I will double click on my name, so I will get:


This is first part of the screen:

This is the firs part of the screen.

  • User can be assigned as a resource : If you choose that, you will be able to assign tasks to that users. If you don’t choose that you will not see that user as a resource, and you will not be able to assign tasks to that user! NOTICE that when you check this option and save this user, it becomes a Enterprise user for EVER, even if you choose to deselect this option later!
  • Display name: This is User Name
  • E-mail address: This is user e-mail address, and it must be entered because it serves for synchronizing with Exchange Server
  • RBS: Here you can pick up from RBS Lookup Table user’s position in it, or you can leave it blank (if this field is not mandatory)
  • Initials: This is obvious
  • Hyperlink Name: This is name of user’s web site (if one exists), for example, I could put here MS PROJECT BLOG
  • Hyperlink URL: For example,
  • Account status: Can be Active or Inactive. If it is Inactive user will not be able to logon on the PWA
  • User Authentication: Here you will put user’s logon account, and do you want that this user will be synchronizes with Active Directory


  • Resource can be leveled:If you want that this user can be leveled (e.g. move him around the project and tasks depending of his/her availability, then select this check box
  • Base Calendar: Default is Standard Calendar, but if you have special calendar for user (or group of users), than you can select this specific calendar here
  • Booking Type: It can Committed or Proposed. Committed means – I have this Resource on my project, Proposed means – I want this Resource on my project
  • Earliest available: If the resource is not available to work all of the time, then you put here which is Earliest available date when you can count on it
  • Latest available: If the resource is not available to work all of the time, then you put here which is Latest available date when you can count on it
  • Standard rate: Resource’s standard pay rate
  • Overtime rate: Resource’s overtime pay rate
  • Current Max. Units (%): If the resource is available for full time job, put 100%, and if it is available, for example only half-time, put 50% here
  • Cost/Use: This is also known as a setup fee. For example if you have a plumber, he will charge you $100/hour, but every time he will charge you for $30 for travel expenses (once per task)
  • Synchronize Tasks: Choose this if you want to enable task synchronization wit Microsoft Exchange for user (of course you should set up both Microsoft Exchange and Microsoft Project Server before that
  • Departments: Here you can choose if the Resource belong to any specific department. See my previous posts for Departments


  • Resource Custom Fields: Here you will see all Resource Custom Fields which are “connected” with this resource, depending on RBS, and you can choose value from lookup table (if exists) for that fields
  • Security Groups and Security Categories: You are assign each resource to one or more Security groups and Categories. What are they? I had explained that in my pervious posts very briefly


  • Global Permissions: As I said in my previous posts, DO NOT SET UP THOSE for each resource, but rather do that for groups and / or Categories, because you can be very confused later!


  • Group fields: put here some further information if you want to sort, filter etc. resources by Group, Code, Cost Center or Cost type (custom field)
  • Team: You can choose team to which user belong, so latter you can reassign task from one team member to another
  • Team Assignment Pool: For example, you could create a team resource named Painters to which you assign painting the wall tasks. By assigning this resource to the Painters team and selecting the Team Assignment Pool check box, you enable other users on the Painters team to see any tasks assigned to the Painters resource and to accept the assignments in PWA.

This post is almost identical with one where I have described how to manage Resources in PWA! Yes, I know, but there is a difference between user and resource, and that is the reason for this post!




About Nenad Trajkovski

Location: Zagreb, Croatia Occupation: Project Manager Interests: Project Management and MS PROJECT He was born in Zagreb, Croatia at 1963. After completing his college he started working on projects in different business areas (banking, manufacturing, automotive industry, distribution, oil companies, etc.) developing and implementing ERP systems into different companies. He has got a lot of experience working with people in different business processes and also possesses great knowledge in information technologies and financial services. Today he works as a business consultant, adn Project Manager in PERPETUUM MOBILE d.o.o. Zagreb. He is a regular lecturer for Project Management in MS Innovation Center in Varaždin, Logosoft Sarajevo in Bosnia and Herzegovina and SEAVUS GROUP in Skopje Macedonia. He was named the best lecturer of WINDAYS 2008 while his lecture was also voted as the best. In addition, he was in TOP 10 lecturers at the MS SINERGY 2009 and MS VISIA 2009, 2010. Shares first place as the best lecturer of KulenDays 2009 and 2010 and PMI Conference 2009 in Zagreb. He is also a regular lecturer in the MS Community. He is a Certified Accountant and a PMP (Project Manager Professional) and a PMI-RMP (Risk Manager Professional), MCP, MCT, and Microsoft Certified Technical Specialist - Microsoft Project 2010. From 01.01.2012 awarded with MVP (Microsoft Most Valuable Proffesional - Microsoft Project)!
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2 Responses to Managing User Accounts in MS PROJECT SERVER 2010

  1. carly moriel says:

    Possible to view who users logged in or used the Proj Server?
    Thank you

  2. gpen says:

    Hi there, just became aware of your blog through Google, and found that it’s
    truly informative. I’m going to watch out for brussels.

    I’ll appreciate if you continue this in future.
    Lots of people will be benefited from your writing.

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