(Available on Premium level plans or higher)
The user calendar is a view that is available for each user of your organization. The user calendar allows you to set a user’s individual working hours, create vacation events, and view an individual’s planned and actual work. You can access the user calendar from a calendar tab of a user’s profile.
Go to the users app on the left side panel, double click to open the user profile, and tab to the calendar.
Calendar display information
- Light gray column indicates the current day
- Dark gray indicates non working days/hours
- Orange indicates vacation/absence events - You can create vacation/absence events for the selected user in this location, see the section below.
- Blue indicates planned work - You can view the planned work assigned and scheduled for the user. You cannot create new planned work/tasks on the user calendar. Use the shared calendar found in the tasks application. See: Calendar View.
- Green is the actual work - You can view the actual work performed by the user, You cannot create or alter actual work from the user calendar. On logging work see: Tracking Work: Timesheets & Timers
About user availability
By default a user’s working hours/days is based on the company’s work hours. Company working hours are set from Admin -> Company Preferences. (Time zone is also set in this location). If the individual user’s working hours differ from the company’s you can set their hours on the user calendar tab. Working hours are an important part of determining and calculating a user’s availability and capacity.
To learn more about managing resources:
Set individual user’s working hours
A user’s working hours and vacation are used to determine ‘capacity’ for the given period on the workload/resource availability tools.
Step 1: Uncheck the ‘use company working hours’ box.
Step 2: Click ‘Add Working Hours’.
Step 3: Select the days of the week you want to add hours for. Select the start and finish time, then select save.
It is possible to set working hours on the same day more than once. For example a user can have the working hours of Monday 9-12 as well as Monday 13:00-17:00. You may want to do this in the case of something like lunch hours or other ‘regularly scheduled off-time.
You cannot set the hours to overlap previously set hours.
Working hours differ from vacation events. Working hours are regularly scheduled, for instance you may have time off for lunch every day at 12-1 and have Saturdays off. A vacation/absence event on the other hand should be used as a one-time event, for example a week off for holiday or an appointment from 3-5.
Create vacation/absence events
You can create vacation events from a user’s calendar. Note: You can ONLY create vacation events on the user calendar. If you want to create a new task for the user you can do so from the tasks calendar view.
Click and drag a few hours or the whole day on the daily view, for example in the case of an appointment. On the monthly view you can click and drag across one or multiple days.
Understanding time calculations
The assigned work hours of a user for any given task is determined by:
- The planned work of a task
- The number of assignees
- The number of working days spanned by the task.
Example 1: The planned work will be equal across the planned dates.
There is task with a planned effort of 6 hours. Bob is assigned to this task. It is planned to start Wednesday and finish Friday. Then 6 working hours divided by 3 day equals 2 hours per day. Then Bob will have 2 hours work per day from Wednesday to Friday.
Example 2: The planned work is divided by the number of users assigned:
Bob and Mary have a task assigned to both of them. It is 6 hrs planned work. It spans 2 working days. So 3 days of work per day divided by two assigned users. So each of them has 1.5 hrs (90 min) of planned work each day for that task.
A user’s total planned work for a day is determined by:
- Sum of the planned work for items assigned to that user for that day
- Only includes items with the status-state not started or in-progress
- Does not include Archived items
A user’s availability for a day is determined by:
- The user’s Working Hours (WH) (ex: 480 min)
- The user’s Planned Work (PW) for that day (ex: 375 min)
- The user’s vacation events for that day (Vac) (ex: 45 min)
I.e. The Availability for that User for that day is:
- Avail(hrs) = WH - Vac - PW
- 480 - 45 - 375 = 60 min
(Remember vacation/absence events created on the user calendar should not be used as regularly scheduled breaks, but as one time ‘events’)
Task Prioritization, Scoring, Planning