Resources — the people who do the work

A resource is the record for one person who does work in xMatix — a sales executive, service advisor, technician, driver, manager or back-office employee — and it is what every document, visit, timesheet, payslip and expense claim points to when it names "who". The user account decides how someone signs in. The resource decides who they are in the business: which company and branch their documents belong to, who they report to, and how they are paid. You create a resource once per person, usually just after inviting their user. Then you link the two, and every module from CRM to payroll can find them.

Overview

You find resources under Resources in the Platform app. They also appear in the Payroll app, under People in the payroll list app, and in the Rewards app. All of these open the same records.

The list has five views: All Resource (the default), All Active Resource, All Managers, All Salespersons and All Service Advisors. All Resource shows Resource Name, Resource Id (the code), Phone, Resource Type, Default Partner Account, Default Branch, Active and the audit dates. All Active Resource also shows User.

The resource record page has these tabs:

Tab	What it holds
Resource Availability	A month calendar of the person's availability and bookings. See Resource availability and slot holds.
Administration	Two related lists, each with New: Partner Resources, the dated assignments of the person to a company and branch, and Resource Compensations, the person's salary and cost-to-company records.
KYC	The person's KYC documents (KYC Type, Document Type, Document Number, Is Verified), with New.
Details	The form, in panels: Details, Banking & Identity Details, Default Account, Reporting Details, Related Party Details and System Information.

The header shows Code, Default Partner Account, Default Branch, Resource Type, Salary Structure and Active, with Edit and Delete. The page also shows Sense AI nudges.

When to use it

Create a resource for everyone who:

signs in and raises documents — leads, orders, invoices, visits, service orders, expense claims;
is assigned work, even if they never sign in — a technician on a job card, a picker, a driver, a subcontractor;
is paid through payroll or claims expenses, advances or loans.

A user with no linked, active resource can still sign in. But xMatix does not know who they are in the business: their new documents get no executive and no company or branch from them, they cannot check in on the mobile app, and rules that read resource fields skip them.

How xMatix handles it

Who "you" are

When you save a record, xMatix looks for your resource. That is the active resource whose User is your user account. It uses that resource in three ways:

Your name goes on new records. A new record that has an empty person field (Executive, Resource, Service Advisor and similar) gets your resource. Some fields are never filled this way because they name someone else on purpose: the technician on a service order or service-order line, the receiver of a transfer, the resource on a timesheet line, route sequences, executive positions, and the assignee of a visit plan that belongs to a route.

Your company and branch go on new documents. A new document with no Partner Account and no Branch gets them from your resource. The order is:

Your Default Partner Account and Default Branch, when both are set.
Otherwise, your first current Partner Resource assignment (From Date and To Date around today), lowest Assignment Sequence Number first. That assignment's company and branch are used together and are never mixed with your defaults.
Otherwise, whichever default you do have.

If none of these gives a company and your organization has exactly one company, that company is used (the branch stays empty). A document that already has a company or a branch is left alone.

Your manager and team. Manager and Skip Manager are your reporting line. Requests that go to your manager, such as an outlet transfer request, are addressed to the resource in Manager. On the mobile app, a manager's team roster lists the active resources whose Manager is them; a person nobody reports to sees only themselves.

xMatix remembers which resource belongs to which user for up to ten minutes. Changing User, Active, Default Partner Account or Default Branch, or adding or deleting a resource, refreshes the assignment data straight away. If a user still sees the old values, they can sign out and back in.

Active and effective dates

Active is the switch that matters. A resource with Active off is no longer "you" for its user. It is also skipped by automatic assignment, refused on documents checked against partner-resource assignments, and refused at mobile check-in.

Effective From Date and Effective Till Date limit the person's validity window for automatic assignment rules only. A resource outside the window is skipped with the reason not effective yet or no longer effective. Nothing else reads these dates. A past Effective Till Date does not switch the resource off; clear Active to do that.

Where each group of fields is used

Banking & Identity Details. Salary payment batches read Bank Account Number and IFSC Code from the resource. PAN Number is the PAN that tax deducted from salary and the TDS returns use. See Employees and salary structures.
PAN verification. PAN Verification, PAN Verified On and PAN Verification Source are filled when the bulk PAN verification file is imported on a TDS return. The import stamps every record carrying that PAN as Verified, Invalid or Name Mismatch. See TDS returns.
Related Party Details. A resource with Related Party on — a director, key manager or their relative — is included as a person in the related-party disclosure and the statutory annual reports.
Labour Cost Rate Per Hour. It costs the person's working hours in profitability analysis.
Salary Structure. It is for reference only. Payroll uses the structure on the person's latest active Resource Compensation record.

Prerequisites

Access to the Resource entity on your security profile (see Permissions).
The person's user account, if they will sign in. See Invite a user.
The company (partner account) and the branch they work from.
The person's manager already set up as a resource, if you want to fill the reporting line now.

Procedure

Step 1 — Check that the person does not already have a resource

Open the Platform app and select Resources. Search the list for the person's name or code. Each person should have exactly one resource. A second resource for the same user splits their documents. xMatix also picks one of the two as "you" without a set order.

Step 2 — Create the resource

Select New. The create form asks for:

Name and Code. The code must be unique; use your employee or staff number.
Resource Type — Service Advisor, Manager, Salesperson or Labour. It is required.
Phone, Business Hours and Active. Switch Active on. A new resource starts inactive, and an inactive resource is invisible to sign-in-based features.

On the Default Information tab, set Default Partner Account and Default Branch together, and choose the person's sign-in account in User. On the Reporting Details tab, choose Manager, Skip Manager and, if you use it, Parent Resource. Save. The record page opens.

Step 3 — Complete the details

Select Edit and fill the panels on the Details tab:

Details — Department, Designation, Joining Date, Employment Type and Grade.
Banking & Identity Details — Bank Account Number, IFSC Code, PAN Number, Aadhaar Number, UAN, PF Account, Salary Structure and Labour Cost Rate Per Hour. Fill these if the person is paid through payroll or reimbursed by bank transfer.
Related Party Details — only if the person is a related party (see Step 6).

Save.

Step 4 — Assign companies and branches

If the person works for one company at one branch, the Default Partner Account and Default Branch from Step 2 are enough.

If they work across several companies or branches, open the Administration tab. Under Partner Resources, select New for each assignment, with its Partner Account, Branch, From Date, To Date and Assignment Sequence Number. Documents use the lowest-numbered current assignment when the person has no complete default pair. Keep the From Date and To Date current: on documents such as orders, invoices, deliveries, purchase documents, transfers and cycle counts, a person whose assignments for the document's company or branch have all expired is refused (see Common problems). Assignment rules for automatic owner selection are also configured on partner resources. See Automatic owner assignment.

Step 5 — Add pay and KYC records

On the Administration tab, under Resource Compensations, select New to record the person's CTC, salary structure and Effective From date. See Employees and salary structures. On the KYC tab, select New to add each identity, address or income proof, with its KYC Type, Document Type and Document Number.

Under Related Party Details, switch Related Party on. Choose the Related Party Type, describe the Relationship, and set Related Party From and, if the relationship has ended, Related Party To. Save.

Step 7 — Change the reporting line or company

Open the resource, select Edit, change Manager, Skip Manager, Default Partner Account or Default Branch, and save. New documents use the new values. Documents that already exist keep the company and branch they were saved with. For a move with an end date, add a new dated Partner Resource instead of overwriting the default.

Step 8 — Deactivate someone who leaves

Open the resource, select Edit, switch Active off, and save. Their history stays: past documents, payslips and claims still point to them. Deactivate the user account as well. See Offboard a user. Avoid deleting a resource that has history.

Fields

The fields on the record page, in form order.

Field	What it means	Notes
Name	The person's name as it appears in pickers and on documents.	Required.
Code	The person's staff or employee number.	Required and unique. Shown as Resource Id in the list. It is a plain code; the payroll Employee record links to the resource, not to this code.
Resource Type	The person's role: Service Advisor, Manager, Salesperson or Labour.	Required. Drives the All Managers and All Service Advisors views.
Department	Department: IT, HR, Sales or Finance.	Picklist; extendable.
Designation	Job title: Software Engineer, HR Executive, Sales Executive or Sales Executive Financial Analyst.	Picklist; extendable.
Phone	Contact phone number.
Joining Date	The date the person joined.	Recorded for HR; not read by calculations.
Employment Type	Permanent or Contractual.	Payroll uses the employment type on the Employee record instead.
Grade	The person's grade.	Lookup.
Bank Account Number	The account salary and reimbursements are paid to.	Read when a salary payment batch is generated.
IFSC Code	The bank branch code for that account.
PAN Number	The person's PAN.	Used for salary TDS, TDS returns and PAN verification.
Aadhaar Number	The person's Aadhaar number.
UAN	Provident fund universal account number.
PF Account	Provident fund account number.
Salary Structure	A salary structure for reference.	Not used by payroll — the Resource Compensation record decides.
Labour Cost Rate Per Hour	What an hour of this person's time costs.	Used to cost hours in profitability analysis.
Default Partner Account	The company this person normally works for.	Only partner accounts (companies) are offered. Must be set together with Default Branch.
Default Branch	The branch this person normally works from.	Only the chosen company's branches are offered. Must be set together with Default Partner Account.
User	The sign-in account of this person.	Leave empty for people who never sign in. Link each user to one resource only.
Active	Whether the resource is in use.	Starts off. Only an active resource is "you" for its user.
Manager	The person's direct manager, as another resource.	Used for manager approvals and the mobile team roster.
Skip Manager	The manager one level above.	For skip-level approvals and escalation.
Parent Resource	A parent in a resource structure, separate from the reporting line.	Optional.
Business Hours	The person's own working hours.	Takes precedence over the branch's hours, for example for the attendance time zone.
Related Party	Marks the person as a related party of your organization.	Switch it on before choosing a type.
Related Party Type	Director, Key Management Personnel, Relative of Director / KMP, Holding Company, Subsidiary Company, Fellow Subsidiary (Sister Concern), Associate / Joint Venture, Entity Controlled by Director / KMP, Promoter or Other.	Required when Related Party is on; refused when it is off.
Related Party From	When the relationship began.
Related Party To	When the relationship ended.	Cannot be before Related Party From.
Relationship	A short description of the relationship.
Created By, Created Date, Modified By, Modified Date	Audit details.	Read-only.

The resource also carries fields that are not on the shipped form but can be added to it, or are filled by xMatix: Effective From Date and Effective Till Date (see Active and effective dates), PAN Verification, PAN Verified On and PAN Verification Source (filled by the PAN verification import), IncentiveResourceGroup (a resource group for incentives), Is Eligible for PT, ResourceType (a free-text classification some organizations use in filters), Resource Label and External (an identifier from another system; unique). The Resource reference lists them all.

Business rules

Default company and branch go together. Saving a resource with only one of the two is refused: "Resource '…' has a default branch but no default partner account." or "Resource '…' has a default partner account but no default branch."
Code is unique. Two resources cannot share a Code, and two cannot share an External identifier.
Effective dates. Effective Till Date must be after Effective From Date. A same-day or earlier date is refused with "Effective Till Date cannot be before Effective From Date".
Related party consistency. A related party needs a type, a type needs Related Party switched on, the type must be one of the listed values, and Related Party To cannot be before Related Party From.
Lookup filters. Default Partner Account offers only partner accounts; Default Branch offers only that company's branches.
Documents check the person's assignment dates. Documents such as orders, invoices, credit notes, delivery orders, fulfilments, requisitions, purchase orders, transfers and cycle counts check the person they name. The check passes when the document's company and branch are the person's default pair. It also passes when the person has no partner-resource assignment for that company or branch, or has a current assignment that covers them. An assignment with no company and no branch covers everything. The check fails when the person's assignments for that company or branch are all outside their From Date and To Date on the document date, or when the resource is inactive. It runs when the document is created, and again when its person, company or branch changes.
Audit. Changes to resources are audited.

Example

A distributor opens a second depot and hires a sales executive for it.

The administrator invites asha.verma@example.com as a user.
In Platform → Resources, they select New and enter Name Asha Verma, Code EMP-0142, Resource Type Salesperson and Phone, and switch Active on. On Default Information they pick Default Partner Account Riverbend Distributors, Default Branch East Depot and User asha.verma@example.com. On Reporting Details they pick Manager Ravi Menon. They save.
On Details they add Department Sales, Designation Sales Executive, Joining Date, Employment Type Permanent, and her bank account, IFSC and PAN.
On Administration → Resource Compensations, payroll adds her CTC and salary structure from her joining date.
Asha signs in on the mobile app and creates an order. It is saved with Executive Asha Verma, company Riverbend Distributors and branch East Depot without her picking them. Ravi sees her on his team roster.

Training

Practice exercise

In a sandbox:

Create a resource Trainee One with a unique code, Resource Type Salesperson, and Active on. Set Default Partner Account to a company that has branches, but leave Default Branch empty. Save. Expected: the save is refused with "Resource 'Trainee One' has a default partner account but no default branch."
Choose one of the company's branches and save. Expected: the record saves, and the header shows the company and branch.
Set User to a test user, sign in as that user and create a lead, leaving Partner Account, Branch and Executive empty. Expected: the lead is saved with the resource's company and branch, and an executive — the resource itself unless a partner-resource assignment picks someone else.
Switch Active off on the resource, sign in again as the test user and create another lead the same way. Expected: the company and branch are no longer taken from the resource. Unless your organization has only one company, or the lead has a postal code that routes it, the save is refused with "A partner account is required unless the lead carries a postal code for geographic routing."

Quick reference

One person, one resource, one user — never two resources for the same user.
Switch Active on; new resources start inactive.
Default Partner Account and Default Branch are set together or not at all.
Several companies or dated moves → Administration → Partner Resources.
Pay comes from Resource Compensations, not from the Salary Structure field.
Bank details and PAN live on the resource, not on the Employee record.
To stop someone, switch Active off — an end date alone does not.

Permissions

Access is set on security profiles:

Entity access. The shipped Sales, Sales Executive, Service, Standard User and System Admin profiles have full access to Resource. Sales Manager has every operation except View All.
Record access. Resources are owned records. Without View All, a user sees the resources they own plus what the role hierarchy and sharing give them. This is why ordinary users cannot browse everyone's resource record.
Actions. New, Edit, Delete, Clone and bulk delete are granted on the shipped Sales Executive, Sales Manager, Standard User and System Admin profiles. Grant an action on the profile's Actions tab.
Field access. Bank, PAN and Aadhaar fields can be restricted per profile on the profile's field permissions if not everyone who manages resources should see them.

Configuration

Where resources appear. Resources are in the Platform, Payroll and Rewards apps. Add or remove the menu item in the app's navigation in Design Studio.
Form, record page and views. The create form (Resource Create), the record page (View Resource) and the five list views are layouts and views you can change in Design Studio. To expose Effective From Date, Effective Till Date, the PAN verification fields or IncentiveResourceGroup, add them to the layout. The record page can also host the Clone, TDS Work Sheet (a read-only month-wise salary TDS worksheet comparing the old and new regimes) and Latest Form 16 actions, which the shipped header does not show.
Picklists. Resource Type, Department, Designation, Employment Type and Related Party Type can be extended in the entity's field settings. If you rename a Resource Type value, update the views and rules that filter on it.
Validation. The effective-date rule is an entity validation you can see under the entity's validations.
Security assignment. Setup → Access Control → Security Assignment grants security profiles and team memberships from a person's resource fields. For example, every Manager-type resource can get a manager profile. Test condition shows how many linked users match; Re-evaluate all previews and then applies the rules to everyone; the History tab lists every change. Rules apply by themselves when a resource is linked to or unlinked from a user, and when a field the rule reads changes. They do nothing for users with no linked resource, and they never grant an administrator profile.
Partner resources and assignment. Dated company and branch assignments, and the rules that pick an owner automatically, are on partner resources. See Automatic owner assignment and Selling scope.
Single-location organizations. When you run one company or one location, xMatix hides the partner account and branch fields, and the sole company fills documents. See Branches.
Payroll. Compensation, salary structures and the Employee record are configured in the Payroll app. See Employees and salary structures.

Common problems

"Resource '…' has a default branch but no default partner account."

The resource has a Default Branch but no Default Partner Account. Choose the company the branch belongs to, or clear the branch.

"Resource '…' has a default partner account but no default branch."

The resource has a company but no branch. Choose one of the company's branches, or clear the company and use a Partner Resource assignment instead.

"Effective Till Date cannot be before Effective From Date"

The till date is the same as or earlier than the from date. Set a later Effective Till Date, or clear it.

Related Party is on but Related Party Type is empty. Choose a type, or switch Related Party off. The reverse — a type with Related Party off — is refused with "Related party type can only be set when the record is marked as a related party."

"Resource is not authorized for Partner Account '…'." or "Resource is not authorized for branch '…'."

The person's partner-resource assignments for that company or branch do not cover the document date, or the resource is inactive. Open the resource and check Active, and the From Date and To Date of the matching assignment under Administration → Partner Resources. Extend the assignment, add a current one, or set that company and branch as the person's default pair. Otherwise, pick a person who works there now.

My new documents get no company, branch or executive

Your user has no active resource. Ask an administrator to open your resource, set User to your account and switch Active on. If both are already right, check that the resource has a company — a default pair or a current partner resource. Changes are picked up within ten minutes.

"No active Resource is linked to your user account."

The mobile app shows this when you check in without an active resource linked to your user. The fix is the same as above.

The All Salespersons view is empty

The shipped view filters on the Resource Type value Sales Persons, while the shipped picklist value is Salesperson. Use All Resource and filter Resource Type to Salesperson, or ask an administrator to correct the view's filter.

Common questions

Is a resource the same as a user?

No. A user account is how someone signs in; a resource is the person in the business. A person who signs in needs both, linked through the resource's User field. A technician or driver who never signs in needs only a resource. Every document, timesheet, payslip and claim refers to the resource, so a person's history stays complete even if their user account is replaced or deactivated. Keep one resource per person and one user per resource. xMatix does not prevent a second link, but it then picks one of the two resources as "you" without a set order.

Why did my order get a different company than my default?

Your defaults are used only when both Default Partner Account and Default Branch are set. If one is missing, your first current Partner Resource assignment wins — its company and branch together. Also, a document that already carries a company or branch, for example from the customer or the visit, keeps it. Check the resource's Default Account panel and its Administration → Partner Resources list.

Does the resource decide what the person is paid?

Not directly. Payroll reads the person's latest active Resource Compensation record and its salary structure. The resource's own Salary Structure field is for reference. What the payroll run does read from the resource is the identity it pays and reports against: bank account, IFSC and PAN. Add a new compensation record for a raise rather than editing the resource.

What happens to someone's records when they leave?

Nothing is removed. Switch Active off on the resource and deactivate the user account. Their past documents, payslips, claims and timesheets still point to the resource, and reports still show them. They stop being offered for automatic assignment, and their user no longer acts as them. Run the full and final settlement in payroll as well.