The PlannerPro

The Planner shows when each team member is free, so you can plan work around their leave rather than asking them to move it.

Organisation admins and team managers see everyone. A role manager sees the team members in their own team role. Leave managers and staff don’t have the Planner.

Reading it

Each team role is a heading. Select it to fold its team members away. Under it, each team member has a row across the dates:

• Leave is a bar in its leave type’s colour. Leave still waiting for approval is outlined, and a half day covers the half of the day that’s off. Select it to open the request.
• Closures are bars in slate.
• Weekends, days off and bank holidays are shaded beige.
• Saved projects are blue bands with the project’s name. See Saving a project.
• Free time is a line between one day of leave or closure and the next, with how many working days it holds, like “14 working days”. Under it, a dotted line for each run of working days between days off counts those, like “5”.

On a phone, names fold away to just the avatars. The arrow at the top of the column opens them out.

Use Filter to choose the dates you see (a year from today to start) and which team roles are shown.

Fitting a project

Fit a project works out who could take a piece of work:

1. Enter the Working days it needs, and a Team role if it’s for one.
2. Choose Start from and a date (or leave it empty for today) to see when each team member would finish, or Finish by and a date to see who can be done in time.
3. Each team member who can do it gets a band on their row from start to finish, with how long that takes on the calendar, like “about 2½ weeks”. Leave and days off spread the same work further for some team members than others. The soonest done is filled in.

With Finish by, if nobody can do it alone, tick Split across the team and choose how many to share it between, up to. Folke shares it between the team members with the most free time first, each share a dashed band like “5 of 10 days”.

Pending leave counts as time off here, so the forecast stays on the safe side.

Saving a project

Once Fit a project has drawn its bands, select one to save it. Give it a name and Save project, and it goes on that team member. Selecting a band from a split saves the whole split, as it’s shared.

A saved project is a blue band with its name on the team member’s row, and everyone who can see them on the Planner sees it too. Its days aren’t free time any more, so the next project you fit works around it rather than landing on the same days.

Select a saved band to rename the project, or Remove it. Folke asks you to confirm, then frees its days again. A role manager can change projects that sit wholly inside their own team role.

If someone asks for leave on a saved project’s days, whoever approves it sees a note saying so in the request. See Reading a request.