How PTO and Work Schedules Affect Capacity Reports in Project Insight

In Project Insight, work schedules and PTO calendars affect capacity reports because they define when people are actually available to work. Organization-wide holidays, non-working days, personal PTO, vacation, leave, and other absences reduce available capacity during the selected reporting period.

Project Insight combines company work schedules with each user’s personal time off to help project managers, resource managers, and executives see true availability before assigning or forecasting work.

How do work schedules affect capacity reports?

Work schedules define standard working days, working hours, holidays, and organization-wide non-working days. When those dates are entered into Project Insight, project timelines and task durations can skip those dates automatically.

Capacity reports use this information to show how many hours a resource is available during a specific time period.

For example, if a company holiday falls during the reporting period, that non-working day is removed from available capacity.

How do I set organization-wide holidays?

Use Work Schedules to enter company-wide non-working days, such as holidays, shutdown days, or site closures.

1. Go to Admin > Add-ons > Work Schedules.
2. Click Configure next to your default schedule.
3. Review the annual calendar.
4. Click a date to mark it as a Non-working Day.
   • Click the date again to remove it if needed.
5. Confirm any gray-shaded weekends or standard non-working days.
6. Repeat for all upcoming holidays or organization-wide non-working days.
7. Save or close the calendar according to your workspace process.

Project Insight uses these non-working days when calculating project schedules, task dates, and resource capacity.

When should I use the organization-wide work schedule?

Use the organization-wide work schedule for dates that apply to a whole company, workspace, location, region, or group.

Common examples include:

• Company holidays
• Regional holidays
• Office closures
• Site shutdowns
• Standard non-working days

Do not use the organization-wide work schedule for one person’s vacation, PTO, appointment, or leave. Those belong on the user’s personal PTO calendar or personal work schedule.

How does PTO affect capacity reports?

PTO reduces the amount of time a user is available to work. When a user enters PTO, vacation, leave, or another personal non-working day, Project Insight removes that time from the user’s available capacity.

This helps project managers avoid assigning work when someone is unavailable.

How do users enter PTO?

Users can enter personal time off in their PTO calendar if your organization has enabled that option.

1. Click your Profile icon.
2. Select PTO Calendar.
3. Click the date you want to mark as time off.
4. Mark the full day or partial day according to your workspace settings.
5. Remove or adjust the entry if needed.

PTO entries are reflected in capacity reports and resource allocation views so managers can see reduced availability during those dates.

What is the difference between work schedules and PTO calendars?

Work schedules are used for standard or shared non-working time. PTO calendars are used for individual time off.

• Work schedules are best for company holidays, regional holidays, shutdowns, and standard working days.
• PTO calendars are best for personal vacation, appointments, training, leave, or other individual absences.

Keeping these separate helps Project Insight calculate capacity more accurately.

How do I review capacity after adding holidays or PTO?

After holidays or PTO are entered, review resource capacity to confirm that availability changed as expected.

1. Go to Reports > Resource Allocation.
2. Run a report for the date range that includes the holiday, PTO, or non-working time.
3. Review available capacity for the affected users.
4. Compare available capacity against assigned work.
5. Look for over-allocation where assigned work exceeds available capacity.
6. Reassign tasks or shift dates if needed.

How do capacity reports show availability and assigned work?

Capacity reports show how much time a person has available and how much work has been assigned during the selected time period.

Available capacity is reduced by holidays, PTO, leave, and other non-working time. Assigned work shows the task work already allocated to that person.

If assigned work exceeds available capacity, the resource may be overallocated.

Why did capacity decrease in my report?

Capacity may decrease when Project Insight detects less available working time for a user or group.

Common reasons include:

• A company holiday was added to the work schedule
• A regional non-working day applies to the user
• The user entered PTO or vacation
• The user has a leave of absence
• The user works a part-time or non-standard schedule
• The user inherits from a different work schedule

Why does this matter for project planning?

Capacity reports are more useful when they reflect real availability. If holidays and PTO are missing, a resource may appear available even when they are not.

Accurate work schedules and PTO calendars help project managers:

• Plan around known absences
• Avoid assigning work during non-working time
• Identify overallocated resources earlier
• Shift task dates before deadlines are affected
• Forecast staffing needs more accurately
• Give executives a more realistic view of team capacity

Best practices for work schedules, PTO, and capacity reports

• Review organization-wide work schedules at the start of each year.
• Add company holidays and shutdown days before relying on capacity reports.
• Add regional holidays for distributed teams when those dates affect availability.
• Use PTO calendars for personal time off instead of adding individual absences to the company schedule.
• Encourage users to enter PTO as soon as it is approved.
• Managers should review PTO before finalizing project schedules.
• Run Resource Allocation reports after major holiday or PTO updates.
• Adjust task dates or assignments when available capacity drops below assigned work.

Summary

Work schedules and PTO calendars help Project Insight calculate realistic resource capacity. Organization-wide holidays reduce capacity for everyone using that schedule, while PTO reduces capacity for individual users. Keeping both updated helps project managers plan work around real availability and avoid over-allocation.