Time off
Record holidays, sickness and company closures so the schedule shows who is really available. Everyone can see time off; only an Editor, Admin or Owner can add or change it. There is no role for entering only your own holiday, so a Viewer asks whoever books work to add it.
Open Time off and find your name under Personal time off. Company closures are listed above it.
Find time off on Schedule
The same absence appears as a hatched block with no project colour, on the same row as your work. Time-off notes are visible only to Owners and Admins, including in the work list; everyone else sees only the dates.
External parties have no capacity, so they can't have personal time off and closures don't cover them. Resources explains external parties and placeholders.
Record time off
- Open Time off and select Add time off.
- Choose Resource, Start, End and Type: holiday, sick, unpaid or other.
- Leave Repeat as Doesn’t repeat, or choose a pattern and set Repeat until. The preview lists every entry it creates.
- Add a one-line Note if useful, such as "Conference" or a return date.
- Select Save.
The absence appears as a hatched block on the person's row, and those dates have no available capacity.
Draw time off on Schedule instead
On Schedule, select Show filters and choose Time off beside Work. Select + on a person's row or drag across the dates. Add time off opens with the person and dates filled in. Switch back to Work after saving.
Repeat personal time off
Weekly repeats run every one, two, three or four weeks. Monthly repeats use either the same date or the last matching weekday:
- A same-date repeat keeps its date after a shorter month: 31 January, 28 February, then 31 March.
- For the last Friday of each month, start on the last Friday of the first month and choose Monthly on the last Friday. CapacityLens never moves the first entry for you.
Repeat until includes an entry that starts on that date, so a multi-day entry can finish after it. The suggested and latest cutoff is the end of the starting month plus eleven more months. Every repeat must create between 2 and 54 entries.
Each entry keeps the original span of calendar days, even across weekends, holidays or non-working days. Overlapping time off is allowed; nothing is merged or skipped.
Saving creates one undoable batch. After that, every entry is independent: it has its own row, Edit and Delete on the Time off page, and changing one leaves the others alone. Repeat controls appear only when adding.
All the entries still appear on the person's single row on Schedule.
Review current and upcoming time off
The Time off page lists entries ending on or after the start of the current company week. Older entries are kept but not shown.
Personal entries are grouped by person, alphabetically, then by date. Entries for a person who no longer exists fall into a final "unknown" group. Placeholder time off follows the company's Show placeholders setting.
Plan a company closure
Under Company closures, select Add closure. Enter a name and the start and end dates. Dates are inclusive and literal: a span through a weekend covers Saturday and Sunday.
A closure applies to every person and placeholder, including people added later, with no personal exceptions. On Schedule it is one named band across their rows.
Covered availability drops to zero, but bookings keep their dates and hours. Work already planned across the closure turns red instead of disappearing. Deleting or shortening the closure restores capacity.
A closure is a dated, whole-day, one-off event. The company's non-working weekdays, set in company-wide working days, are different: bookings skip them. Bookings still place their time on closure days, as they do on personal time off. Ignore working days never bypasses either, and a new booking can't start on a closure date.
Resolve time off that overlaps work
Time off doesn't remove or block overlapping bookings. The booking form warns you about the overlap, so you decide.
Hours and Days bookings show the usual red over-capacity band. A Block carries no hours, so utilisation stays at 0%, but its overlap with time off is still marked red.