How to Edit User Work Schedules in Project Insight

In Project Insight, each user has an individual work schedule that shows standard work hours, PTO, vacation, leave of absence, non-working days, and non-standard work hours. Project Insight uses user work schedules for intelligent scheduling, resource allocation reports, and capacity calculations.

User work schedules help project managers and resource managers understand when each person is available before assigning work. They are especially important when teams track PTO, use capacity planning, or have users with different schedules.

Who can edit user work schedules?

User Managers, Resource Managers, and System Administrators can update other users' work schedules.

Default Time Sheet Approvers can update work schedules for the employees whose time they approve.

Users may also be able to update their own work schedules if your organization has enabled that option.

How do I change a user's default work schedule?

A user's work schedule can inherit from one of the system-wide work schedules in your workspace.

To change the default work schedule for a user:

1. Go to Administration.
2. Select Users.
3. Edit the user's profile.
4. Go to the Resource Info tab.
5. Select the Work Calendar Inherits From dropdown.
6. Choose the system-wide work schedule this user should use.
7. Save your changes.

Most users inherit from the workspace default schedule. Select a different schedule when the user follows a different standard calendar, such as a part-time schedule, regional schedule, contractor schedule, or alternate team schedule.

How do I adjust a specific user's work schedule?

Each user's work schedule starts with the schedule they inherit from. You can then add or change dates for that specific user.

In the Users List Advanced View, use the user's calendar icon to make individual changes to that user's schedule.

From the user's work schedule, you can update:

• Default workdays
• Standard work hours
• Holidays
• Non-workdays
• Special days
• PTO
• Vacation
• Leave of absence
• Other non-working time
• Non-standard working hours

Can users update their own work schedules?

Yes. Users can update their own work schedules if your organization has enabled that option.

This is often recommended because users usually know their own PTO, vacation, leave, and non-working days best. It can also reduce the amount of schedule maintenance required from administrators, resource managers, and approvers.

Check with your Project Insight administrator for your organization's policy on when users should update their personal work schedule.

How do inherited non-working days work for a user?

A user's schedule can inherit non-working days from the system-wide schedule assigned to that user.

When you are viewing a specific user's schedule, the Holidays, Non-Workdays and Special Days tab shows only the dates that are specific to that user.

To see the non-working days that came from the default calendar associated with the user, click the Inherited From option.

You can navigate through the inherited calendar view by clicking Previous Year, Next Year, or All.

How do user work schedules affect intelligent scheduling?

Project Insight's intelligent scheduling can use user work schedules when calculating task dates.

If a project resource is set to use the resource's personal work schedule, Project Insight can schedule tasks around that user's individual availability.

For example, if a user is off on a certain day and a task is assigned to that user, Project Insight can skip that non-working day when calculating the task schedule.

How do user work schedules affect capacity?

User work schedules affect capacity because Project Insight uses each user's calendar to calculate how much time that person is available to work.

PTO, vacation, leave, non-working days, and non-standard hours can reduce a user's available capacity during a selected time period.

Project Resource Allocation Reports use user work schedules to show each user's capacity more accurately.

How do I apply a resource's work schedule to a project?

Each time a project manager assigns a resource to a project, there is a setting that controls which work schedule should be used for that resource.

The project manager can choose:

• Project Default Work Schedule, which uses the project-specific work schedule.
• Resource's Work Schedule, which uses the user's personal default work schedule.

Use the resource's personal work schedule when the project plan should account for that person's individual availability.

What happens if one resource is assigned to a task?

If one resource is assigned to a task and the project uses the resource's personal work schedule, Project Insight uses that user's work schedule to calculate the task's scheduled start and end dates.

This means the project plan can adjust when the user enters non-working days, PTO, or other schedule changes.

This can also cause the project plan to change unexpectedly if the user's calendar changes after the task has already been scheduled.

What happens if multiple resources are assigned to a task?

If multiple resources are assigned to a task and those resources have different non-working time during the task, Project Insight uses the project work schedule to calculate the task's scheduled start and end dates.

Project Insight cannot determine one task duration from multiple conflicting personal schedules.

After calculating the task duration, Project Insight uses each user's individual work schedule to distribute that user's assigned work hours across their available days.

This can result in an overallocated resource on the remaining available days.

What should I do if multiple users have different schedules?

If you want the task duration scheduled according to each individual user's calendar, create separate tasks for each resource.

This gives Project Insight a clearer schedule for each person and helps avoid conflicts caused by multiple personal calendars on the same task.

Best practices for user work schedules

• Use the workspace default schedule for users who follow the standard company calendar.
• Assign a different inherited schedule only when the user's standard calendar is different.
• Let users update their own PTO and non-working days if your process allows it.
• Use personal work schedules when capacity planning needs to reflect individual availability.
• Use one resource per task when personal schedules should control task dates.
• Create separate tasks when multiple resources have different work schedules.
• Review user work schedules before relying on resource allocation reports for capacity planning.

Summary

User work schedules help Project Insight calculate more accurate task dates, resource availability, and capacity. Keeping user schedules current helps project managers avoid assigning work when people are unavailable and gives resource managers a clearer view of real capacity.