Time Off

Time Off lets you record when team members are unavailable, for reasons such as vacation, medical leave, or parental leave. This keeps your workforce planning accurate by reflecting who is and isn't available.

When you add time off, the person is immediately marked as unavailable for the selected dates. They remain assigned to their projects, but are excluded from availability and forecasting for that period. If someone else needs to cover their work, backfill can be added at any time from the project or when creating time off.

Eligibility/Prerequisites

You need Manage time off permission to add, edit and remove time off for people.

How it works

Adding Time Off

From a person's profile:

1. Navigate to People and select the person you want to add time off for

2. Go to the Details tab

3. Scroll to the Time Off section

4. Click + Time Off

5. Enter the start and end date (required)

6. Add a description (optional) and mark it private if needed

7. If the person is assigned to projects during this period, you'll see those assignments listed. You can optionally add backfill for any of them at this point, or skip this step and backfill later from the project

8. Click Save

Once saved, the person is marked unavailable for the full time off period. They remain assigned to their roles until a backfill is created.

Adding Backfill

Backfill is optional and can be added at any time, you don't need to decide when adding time off.

When a person has time off that overlaps with a role, you can add backfill from:

• Project Gantt: click the time off bar on a person's assignment

• Project Details: click into the time off entry in the time off column for a person's role

• Roles page: click into the time off entry in the time off column for a person's role

When you add backfill for a role, an unfilled allocation segment is created for that role during the time off period.

Note: Backfill is a one-way action. Once backfill has been added for a role, it cannot be reversed from the time off controls. To undo it, fill the unfilled portion of the role with the person who is on time off. If backfill is not desired, but you wish to remove a person from project views during time off, you can manually set their allocation to 0% for the time off period by editing the role assignment and adding a custom segment for those dates.

For additional information on custom assignment percentages, see our Roles article.

Viewing Time Off

Time off appears in multiple places:

• Person's profile: The Details tab lists all time off entries with dates and description. If a person has upcoming time off, a summary also appears in the side panel of their profile, showing up to the next three entries.

• People List: People actively on time off show as unavailable with their return date.

• People Gantt: Time off is displayed as black bars on the timeline. Hover to see dates; click to see details and initiate backfill.

• Project Gantt: Time off appears as a black segment within the person's assignment bar. Hover to see the person's name and time off dates; click to open the details and initiate backfill.

• Project Details: An optional Time Off column shows active and upcoming time off overlapping a person's assignment

• Roles page: An optional Time Off column shows active and upcoming time off overlapping a person's assignment.

• Smart Suggestions: People with time off are flagged in Smart Suggestions. Clicking into the black out segment of the availability bar displays time off dates and details.

Modifying Time Off

1. Navigate to the person's profile

2. Go to the Details tab

3. Find the time off entry in the Time Off section

4. Hover over the entry and click the edit icon

5. Update the dates or description

6. Click Save

Note: If a role has already been backfilled, changing the time off dates will not automatically update the backfill assignment. A warning will appear if the date change affects an existing backfill. You'll need to manage any resulting changes to the unfilled role manually from the project.

Deleting Time Off

1. Navigate to the person's profile

2. Go to the Details tab

3. Find the time off entry in the Time Off section

4. Hover over the entry and click the delete icon

5. Confirm the deletion

Common Workflows

Tracking a short absence: Add time off without backfill for brief absences like a single day off or a long weekend. The person is marked as unavailable, their existing assignments are preserved, and the absence is visible in planning views.

Planning for parental leave: Add time off for the full duration. From the relevant projects, add backfill for any roles that need coverage. Each role can be backfilled independently, if there are no roles that require coverage, no action is required, the person will display as unavailable.

Planning for backfill: Sort the roles page by the time off column to see all assignments that are impacted by time off. Initiate backfill directly from the roles page or the project itself.

Reassigning after cancelled time off: Delete the time off entry, then delete any unfilled role segments that were created for backfill. The person remains assigned throughout.

Common Questions