What is time off?

Time off is any time an employee or contractor is not working due to vacation days, public holidays, sick days, or any other out-of-office time.

During time off, a person’s available hours are set to 0 and the person will show as unavailable on the Project and People Planners.

You can still assign a person to a project during their time off, but their assigned hours will not be counted towards the project. This can be corrected by:

  • changing that person’s time off,

  • rescheduling that person’s project assignment, or

  • adjusting existing or adding additional people to the project for that time.

Managing time off

Time off is managed on the People Planner and can be added in multiple places:

1. From the Global Time Off toggle

  1. Click the toggle button

  2. Switch on the Global Time Off toggle

  3. Expand the Global Time Off group

  4. Click the Add time off button 

  5. Select all the people you want to create time off for. If you select multiple people you will create the same time off for everyone selected. Use the search bar to filter the list.

  6. Use the calendar controls to add new time off 

  7. Click the Add button

When the Global Time Off is toggled on and the person already has time off listed, you can click on a day to add time off or click-and-drag to add time off over a number of days.

Top tip: Add public holidays for your entire company by clicking the Select All checkbox. If your people live in different regions and have different public holidays, add location tags to your people and then filter down the Global Time Off list using them.

2. From a person's row

You can also book time off by going to a person's row on the People planner and adding time-off there. Click on the person's name and click-and-drag time off in the Time Off row.

Reading time off

Hover over the time off bar to see the total number of weekdays for the requested leave period. 

Runn will also show you any existing assignments for the person that clash with their time-off. 

In the example below, Bob has work scheduled for an internal project and the Model Z User Interface project during the scheduled time off from 21 - 24 December.

Time off contributes to a person's utilization rate. Total utilisation is based on how many hours of a person’s contracted time has been filled with either work assignments or time-off.

Example 1: Alan takes one week of leave. He will show as 100% utilised in Runn's reports. If there are conflicting assignments that are unresolved, this utilization will go beyond 100%.

Example 2: Alan usually works 5 days/wk and takes 1 day off. His utilization rate for that week will be calculated based on the 4 days available.

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