Got a public holiday coming up and need to add time off for your entire team? No problem! Is someone off sick, or on maternity/paternity leave? With just a few clicks you can add these and other types of time off for one person, or for your entire team. Of course, this data is available for analysis in your reports. So, at a glance, you can see how much vacation or sick time has been allocated to individuals.
Click and drag across multiple days or simply click the day in question, just as if you were going to create a new booking. Then, click the New Time Off tab.
You can add more resources if you need to by simply typing their name in the field.
To quickly add multiple resources in one go, click on the cog where you can choose between the Currently filtered resources, All people, All resources. You can also use that menu to Clear your selection.
Enter the start and end dates and times below the Resource field.
Time off or downtime is only counted in reports where it overlaps with availability for work. This ensures that your reports contain the accurate data that you expect. For example, if someone is on vacation on a weekend, then that is not reported as vacation. Or, if someone is off on an afternoon when they would not have been available anyway, then that is not reported as time off. Equally, if your resource is available 9am-5pm and you schedule some time off using Start of day and End of day, your report will show that they've had 8 hours of time off, not 24 hours.
Enter the Type of time off you’re scheduling. There are 5 options to choose from; Vacation (personal), Public holiday, Sick leave, Maternity/paternity leave and Compassionate leave. The time off you assign will be reflected under the relevant category in your Reports.
Then, add any relevant notes in the Details box and click Add Time Off.
If the time off you’re adding clashes with any existing bookings, you will see a Booking Clash warning and you’ll be given the option to move the existing booking to the Waiting list (if you have the relevant permissions). If you don’t want to move the existing booking, just click Cancel to edit the time off you’re trying to schedule instead.
If you create a booking which clashes with any existing time off, the booking will automatically skip the time off just like it does with other non-working days, such as the weekend. You’ll see a notification like this one just to give you the heads up.
Time off/downtime subtracts from existing availability
When you add time off, you will notice that it subtracts from any existing availability. For example, if someone is available from 9am to 5pm and you add a personal vacation for the whole day, the availability will be reduced to zero. This is different to bookings which actually occupy availability. This is an important distinction for reporting and utilization purposes. Please note that, if time off/downtime is deleted or moved, the previous availability is restored.
Scheduling multiple types of time off on the same day
Sometimes more than one time off event can end up on the same day, for example, a personal vacation at the same time as a public holiday. In cases like this you’ll be able to see both the vacation and the public holiday. But don’t worry - your report data will remain accurate because Resource Guru has a built in priority system and will only count one of the events in your reports. The priority order is as follows:
- Public holiday
- Maternity/paternity leave
- Vacation (personal)
- Sick leave
- Compassionate leave
Scheduling time off across multiple time zones
When you schedule time off or downtime for multiple resources across different time zones, you’ll need to select a Timezone. If the event takes place at the same time for everyone in their local zone then just select Resource’s local time.
On the other hand, if you choose one specific timezone, it’s important to note that event might be displayed across extra days in the schedule. This is because a time in one timezone might overlap with other days in another timezone. For example, 11am on a Monday in New York is 1am on a Tuesday in Sydney. Mind-boggling!
Click on an event and the Time Off popover will appear. Click the pencil to make edits, or click the trashcan to delete the downtime.
If the time off spans multiple days, you can split it by clicking on the scissors. This will allow you to make changes to just part of it. If you click the trashcan you can choose to delete only the individual day you clicked on, or the entire event.
If the time off has been scheduled for multiple resources, any changes that you make will apply to all resources. If you want to make changes that only affect some of the resources, you can remove selected resources by clicking the x next to their name or add new resources by typing their name into the Resource field. Alternatively, just click the cog to quickly add or clear multiple resources.