How to view all team members' scheduled (calendar) time off?

Hello - as a project manager, I would like to see a calendar which displays the planned time off for all of the assignees in the project. Each person enters their planned time off in the Wrike calendar, which pushes tasks out, but I need to see the days off planned for all of the team members, in one calendar.

help.wrike.com/hc/en-us/articles/360002559193-Tasks-on-Calendars

How can I do this?

Thanks for any help!

-Lisa

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Comments

Noel Howell

So, we do this in 2 ways:

One is that we have an admin or the users actually enter their time off into their 'work schedule' in wrike - which is found under profile. Then, an admin can open up the team in settings and see who's off. There is no 'overview' tho and other non-admin users can't see the schedules. The only reason we continue to do this is so that tasks cant be scheduled on people's days off.

The main way that we show time-off is to have everyone fill out a request form which auto-creates a time-off task in a folder. Then, we share the folder's calendar URL. This way it's a team-accessible global calendar. We also assign the time-off task to that use so that they can log vacation or sick time. We've expanded this calendar to include company holidays and also meetings and, sometimes, project deliverables.

Noel Howell

Laura Berzins

Yes, this would be a great feature to have. Since the system can recognize when a user is out of the office (as long as they've indicated it in their work schedule) it would be nice to be able to see that on the Gantt chart view, especially when moving tasks around to different users.

Permanently deleted user

Hi Laura, has Noel's innovative approach above helpful for now? It's a really good way to do this.

If not, you could post your suggestion in the Product Feedback section so our Product Team have visibility of it and others can vote for the idea. If you do post it there I'd suggest adding; how you're managing this now, how you'd like to manage it and what changes you'd suggest to achieve it 👍

Laura Berzins

Hi Stephen,

Thank you for commenting. We've been having people put their vacation days in. However, I still have to log in to each individual's work schedule to see when they're off. It would be nice to see all of them in one frame.

I'd love to leave my suggestion in the Product Feedback section, however I'm not sure where that is. Can you please point me in the right direction?

Thanks,

-Laura

Permanently deleted user

@Laura, no problem. Here's the Community forum homepage and all topics, you'll also be given a choice of where you'd like to publish when creating a new post on Community 👍

Laura Berzins

Sorry, I just realized for our group we can see vacations all at once in the Workload view. I see that when someone is out of the office, that column is greyed out. I didn't see that before, but I think that solves my problem.

Thanks!

Permanently deleted user

That's great to hear Laura 🙌 Be sure to let us know how you get on with the feature.

Stephanie Averill

I see this suggestion is quite old, but as a new Wrike user, I don't see this functionality. Was it ever incorporated into, perhaps, a different area of the tool?

Rohan V

Hi @Stephanie Averill 👋

If you are an account admin, you can view and manage the work schedules of all users. This includes seeing their non-working days such as vacations or PTO. You can access this under “Settings” by going to the "Account Management" section and selecting "Work Schedules" under the "Users" tab. Here, you can see each user's calendar individually and add exceptions like vacations or non-working days.

I hope this helps with your use case. If not, please feel free to create a Support Ticket by clicking here, and one of our experts will get in touch with you shortly to provide further assistance.