Work Schedules: Holiday and PTO

Setting Organization-Wide Holidays

Purpose
Work Schedules define company-wide non-working days, such as holidays or site closures.
These schedules ensure project timelines and task durations skip those dates automatically, keeping capacity reports accurate.

How to

1. Go to Admin › Add-ons › Work Schedules.

2. Click Configure next to your default schedule (e.g., “Company Default Schedule”).

3. Review the annual calendar displayed.

4. Click a date to mark it as a Non-working Day.

   • Click again to remove it if needed.

5. Gray-shaded weekends are non-working by default.

6. Repeat for all upcoming holidays, then close the calendar to save.

7. Project Insight automatically skips these days in all schedules and reports.

Best practices

• Review your company’s work schedule at the start of each year.

• Add regional holidays for distributed teams to keep capacity realistic.

• Avoid adding one-off personal days here—those belong in the PTO calendar.

• Verify holiday blocks by running a Gantt View to confirm skipped dates.

PTO Calendar: Managing Personal Time Off

Purpose
The PTO calendar allows each user to mark personal non-working days (vacations, appointments, or training) so project managers can plan around individual availability.
When PTO is entered, Project Insight automatically removes that time from the user’s capacity.

How to

1. Click your Profile icon (top right) and select PTO Calendar.

2. Click on a date to add time off.

   • Click once to mark a full day (green).

   • Click twice to mark a partial day and enter hours (for example, 4 hours).

3. Click again to remove an entry if needed.

4. PTO entries immediately reflect in Capacity Reports and Resource Allocation views.

Best practices

• Enter PTO as soon as it’s approved to prevent scheduling conflicts.

• Encourage teams to update their PTO calendars monthly.

• Managers should verify PTO entries before finalizing project schedules.

• Use Resource Allocation reports to confirm that workloads adjust automatically during absences.

How PTO and Work Schedules Impact Capacity Reports

Purpose
Project Insight combines organization-wide work schedules with individual PTO to produce accurate capacity data.
This ensures project managers and executives see true availability when planning assignments or running forecasts.

How to

1. Go to Reports › Resource Allocation.

2. Run a report covering the date range that includes any holidays or PTO.

3. Review how capacity drops during those periods:

   • Gray (Capacity) reflects total available hours after holidays and PTO are deducted.

   • Blue (Work Allocated) shows assigned tasks.

4. Identify any over-allocation (blue exceeding gray).

5. Reassign tasks or shift dates to balance workload.

Best practices

• Schedule large deliverables around known low-capacity weeks.

• Always confirm holidays are set in Work Schedules and personal absences in PTO Calendars.

• Use Saved Layouts to compare forecasted versus actual capacity.

• Combine capacity reports with Portfolio Dashboards for executive-level workforce insights.