⏳ This feature is currently in Beta release.
✔️ Available on Grow (with limits) and Scale subscriptions. 1
See the "Schedule feature access" section in Schedule Introduction for more information.

What
Unavailable time allocations represent the periods your team cannot be resourced.
Why
  • Account for time outside of your (or your team members') available working hours.
  • Capacity plan effectively with a holistic understanding of resource availability.
  • De-risk scheduling conflicts.
Who
  • Site admins can view, create, & manage unavailable time for all users.
  • Standard users with the profile permissions: 
    • Access resource scheduling (allows users to view the Schedule and any allocations (for anyone) across projects they're a member of).
    • Manage resource scheduling (allows users to create and edit allocations on projects they're a member of).
When
Use unavailable time to map out your (or your team's) non-working time. Ex. paid time off, sick leave, public holidays.
What
Unavailable time allocations represent the periods your team cannot be resourced.
Why
  • Account for time outside of your (or your team members') available working hours.
  • Capacity plan effectively with a holistic understanding of resource availability.
  • De-risk scheduling conflicts.
Who
  • Site admins can view, create, & manage unavailable time for all users.
  • Standard users with the profile permissions: 
    • Access resource scheduling (allows users to view the Schedule and any allocations (for anyone) across projects they're a member of).
    • Manage resource scheduling (allows users to create and edit allocations on projects they're a member of).
When
Use unavailable time to map out your (or your team's) non-working time. Ex. paid time off, sick leave, public holidays.

Before you start

  • Client users and collaborators are not shown in the Schedule — they cannot be assigned to allocations, unavailable time, or tentative resources.

Unavailable time

Add unavailable time for items such as meetings, time off and sick leave. This allows you to plan around scheduled time off in advance.  

💡Unavailable time created in the Schedule automatically populates in the workload planner, personal time sheet and company timesheet. 

Add unavailable time

  1. Click Planning in Teamwork.com's main navigation menu. Planning might be hidden under the ... More option.
  2. Switch to the Schedule tab.
  3. Click the downward arrow on the Add allocation button's right. 
  4. Select Add unavailable time.

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  5. Click the user icon (Image Placeholder), then search for and select a user. 
  6. Choose a start and end date. 
  7. Uncheck the All day box to update the total hours field.
  8. Enter the total unavailable hours.


     
  9. Choose how the hours are distributed:
    1. Equal hours per day: Check the All day box to apply the total hours to each individual day of the unavailable time's duration. Ex. The unavailable time runs over four days and the total hours is set to 8 hours — the unavailable time is created as 8 hours per day.
    2. Distributed hours per day: Uncheck the All day box to distribute the total hours evenly across the unavailable time's duration. Ex. The unavailable time runs over four days and the total hours is set to 8 hours — the unavailable time is created as 2 hours per day. 
  10. Select an unavailable time type: meeting, other, paid time off, public holiday, sick leave, or training. 
  11. Enter a description. 
  12. Click Save changes. 

Drag and drop

  • Single day: Click a day on a user's row, then switch to the Unavailable time tab in the pop-up window.
  • Multi-day: Click and hold your cursor on a day and drag it to the desired end date, then switch to the Unavailable time tab in the pop-up window.



Edit unavailable time

Use drag and drop to move unavailable time to another date or adjust the unavailable time's duration.

Reschedule

Click and hold an unavailable time entry, then drag it to a new position in the timeline to update its dates.Image Placeholder


Adjust

Click and hold an unavailable time entry's left or right edge, then drag it to a new position left or right to extend or reduce the entry's duration.
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💡 In the People view, click the arrow on a user's left, then use the drag & drop options in the user's Unavailable time row.

Another option...

  1. Click an unavailable time entry to open the edit window. You can also click the pencil icon in the popup that opens when hovering over an entry.
  2. Update the unavailable time details. 
  3. Click Save changes. 

Delete unavailable time

  1. Hover over an unavailable time entry. 
  2. Click the trash can icon in the popup. 
  3. Click Confirm. 

Best practices

  • Prepare and forecast: Populate your team's known downtime (vacation days, public holidays) ahead of project kick-off so that capacity is understood from the outset.
  • Check in regularly: Review the Schedule regularly during each month or quarter, ensuring that you can identify and address resource utilization imbalances as they arise.
  • Make adjustments: Keep project resourcing up to date by adding in unavailable time as soon as it arises. Keep track in real time to maximize scheduling accuracy.

Next steps


1. Also available on legacy subscriptions: Premium, Enterprise.