Account for Time Off Correctly with SuperPlanner

4 minute(s)

Proper capacity planning requires clear visibility not just into task assignments, but into holidays and days off during which resources are unavailable.

If vacations, public holidays, company events, and approved leave aren’t visible, workloads cannot reflect real availability. A team member may appear available on paper while being out of office for days or even weeks.

That’s why SuperPlanner gives you three different ways to manage calendars and time off, ensuring your resource plans always reflect reality.

National Holiday Calendars

For multinational or multicultural teams, public holidays can vary significantly from one location to another.

To reflect all national holidays accurately, SuperPlanner offers more than 230 holiday calendars from around the world. These are already built into SuperPlanner, there is no need to configure them.

When you assign each employee to the right holiday calendar and relevant public holidays will be automatically reflected in the resource’s availability and capacity calculations.

To assign a national holiday to a resource:

• Navigate to the SuperPlanner Workload view
• Click the Settings (gear) icon next to the resource you want to assign a calendar to
• Choose the relevant calendar(s) to assign to the resource
• Click ‘Update resource’ to save your selection

Account Level Calendars

Not all time away from work is a public holiday.

Many organizations have company-wide events, training sessions, offsites, or seasonal closures that affect availability across teams.

For example, if your leadership team is attending a two-day executive training program, you can create a calendar event and assign it to each relevant resource. As soon as the calendar is assigned, those events automatically appear in each team member’s schedule. These events can be pulled into SuperPlanner via Google Calendar integration, or built directly into the Workload view.

To configure account level calendars:

• Navigate to the SuperPlanner Management tab
• Scroll to the Calendars section
• Name your calendar 
• Click ‘Add calendar’
• Click the arrows to open the calendar and add the relevant information

To assign account level calendars to a resource:

• Navigate to the SuperPlanner Workload view
• Click the Settings (gear) icon next to the resource you want to assign a calendar to
• Choose the relevant account level calendar(s) to assign to the resource
• Click ‘Update resource’ to save your selection

Personal Time Off

In addition to managing widespread events and days off, SuperPlanner also accounts for individual vacations and personal absences.

Resources can enter their own time manually from their profile, and those dates immediately appear on their calendar. This provides a simple way to manage planned vacations, appointments, and other personal absences.

To block time off:

• Navigate to the SuperPlanner Workload tab
• Click on the calendar icon next to the resource whose time off you’d like to add
• Insert the dates of the time off – they’ll be added to the Workload view

For organizations with formal approval processes, Super Planner can take this one step further.

Using automations, approved vacation requests can automatically update a resource’s availability. For example, when a vacation request changes to Approved in monday.com, Super Planner can automatically add the approved dates to the employee’s calendar and adjust their capacity accordingly.

This eliminates duplicate work and ensures your resource plan always reflects approved leave. Learn more about SuperPlanner automations.

How Time Off Impacts Capacity Planning

Time off is not counted as planned work, but it is included when calculating resource capacity.

In the SuperPlanner calendar view, work and time off are displayed separately, giving managers a complete picture of each resource’s availability. This makes it easy to understand not only what someone is working on, but also when they are unavailable.

The result is more realistic planning, better workload distribution, and fewer surprises when projects are being planned.