The Work Schedules add-on in Project Insight lets administrators manage when work can happen across the workspace. Work schedules define working days, work times, holidays, non-working days, alternative schedules, user schedules, and task schedules.

Project Insight uses work schedules to calculate project schedules, task dates, PTO, user availability, and resource capacity.

What does the Work Schedules add-on do?

The Work Schedules add-on controls the calendars Project Insight uses for scheduling and capacity planning.

Use this add-on to:

• Set the workspace default work schedule
• Add holidays and non-working days
• Change default work days and work times
• Create alternative work schedules for future schedule changes
• Allow users to have personal work schedules
• Allow tasks to have their own work schedules
• Support PTO and individual availability
• Improve resource capacity calculations

How do I access the Work Schedules add-on?

1. Go to Add-ons.
2. Install the Work Schedules add-on if it is not already installed.
3. Find Work Schedules in the add-ons list.
4. Click Configure.

From the Work Schedules configuration screen, you can view existing schedules, create new schedules, and edit the workspace default schedule.

How do I edit the workspace default work schedule?

The workspace default schedule is the main schedule Project Insight uses unless a different project, user, or task schedule is selected.

1. Go to Add-ons.
2. Open Work Schedules.
3. Click Configure.
4. Select Workspace Default.

Use the workspace default schedule to enter standard holidays, non-working days, and default work days for the organization.

How do I add holidays and non-working days?

In the workspace default schedule, select the dates your organization will not be working.

Common examples include:

• January 1
• December 25
• Thanksgiving
• Company shutdown days
• Other organization-wide non-working days

These dates help Project Insight skip non-working days when calculating schedules.

Should I recalculate schedules after changing the calendar?

Yes. After changing holidays, non-working days, work days, or work times, click Recalculate Schedules.

Recalculating schedules sends a job to update the system based on the new work schedule settings.

You can also choose to email project managers if their project schedules changed. In many cases, administrators simply recalculate the schedules without sending an email notification.

How do I change default work days and work times?

1. Open the Workspace Default work schedule.
2. Click Default Work Days.
3. Select which days are working days.
4. Update the work times for those days.
5. Save your changes.

Be careful when changing default work days or work times. Project Insight uses the work schedule consistently across scheduling and capacity calculations, so changes can affect project timelines, task dates, and resource availability.

It is best to use a default work schedule that works for most of the organization.

What are alternative work schedules?

Alternative work schedules let you define a different work schedule that starts on a specific date or runs during a specific date range.

Alternative schedules are useful when your organization has future schedule changes, such as:

• A summer schedule
• A temporary four-day work week
• A change from a four-day week to a five-day week
• Seasonal work hours
• A future schedule change that should not apply immediately

This lets Project Insight account for schedule changes that happen in the future.

Can users have their own personal work schedules?

Yes. Each user can have a personal work schedule if the feature is enabled.

Personal work schedules are useful when individual users have different availability than the workspace default schedule. For example, a user may have PTO, non-working days, different work hours, or a part-time schedule.

To allow users to have personal work schedules, enable the setting that allows each user to have their own personal work schedule.

How do I assign a different work schedule to a user?

After personal work schedules are enabled, you can assign a user to a different work schedule.

1. Go to the user’s administration area.
2. Click Full Edit.
3. Go to Resource Info.
4. Choose what the user’s work schedule inherits from.
5. Select the new schedule or keep the workspace default.
6. Save the change.

Most users normally inherit from the workspace default schedule. Assign a different schedule only when that user’s availability should be calculated differently.

How are work schedules connected to PTO?

Work schedules are tied to PTO because Project Insight uses each user’s schedule to understand when that person is available to work.

When users take PTO or enter personal non-working days, Project Insight can account for that time when calculating schedules and capacity.

How do work schedules affect capacity?

Work schedules are used to calculate capacity for each individual resource.

If a user has fewer working days, different hours, PTO, or other non-working time, their available capacity is reduced for that time period. This helps project managers and resource managers see more accurate availability before assigning work.

Can tasks have their own work schedules?

Yes. Tasks can have their own work schedules if the advanced setting is enabled.

This is typically used for advanced scheduling needs, such as a piece of equipment, machine, room, or other resource that has a different base schedule.

To use task-level work schedules, enable the setting that allows a task to have its own work schedule.

Can a project use a resource’s personal work schedule?

Yes. On a project, you can choose whether a resource uses the project work schedule or the resource’s personal default work schedule.

Choose Personal Default when you want tasks assigned to that person to be calculated around the user’s individual schedule.

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

This is helpful for organizations with high capacity planning needs or resources who work different schedules across the system.

Best practices before configuring work schedules

• Start with a workspace default schedule that works for most users and projects.
• Add company holidays and non-working days to the default schedule.
• Use alternative schedules for planned future schedule changes.
• Use personal schedules only when users have different working availability.
• Use task-level schedules only for advanced scheduling requirements.
• Recalculate schedules after changing work schedule settings.
• Plan carefully before creating many different schedules because work schedules affect task dates, PTO, and capacity.

Summary

The Work Schedules add-on helps Project Insight calculate schedules and capacity based on real working availability. By setting up the workspace default schedule, alternative schedules, user schedules, and task schedules, administrators can make project scheduling and resource capacity planning more accurate.