Team leave planner
Add who is off and when, set how many people you need at work each day, and this team leave planner draws a day-by-day grid of your team's leave. Every working day where you fall below that number is flagged, so you can sort out a clash before you approve it. It's free, with no signup.
Who is off
- Working days
- 20
- Days you fall short
- 4
- Days with 2+ away
- 4
- Busiest day
- 8 Oct
2 away
Short on 8 Oct, 9 Oct, 21 Oct, 22 Oct. Move one request on each of those days, or agree cover first.
| Person | M5 | T6 | W7 | T8 | F9 | S10 | S11 | M12 | T13 | W14 | T15 | F16 | S17 | S18 | M19 | T20 | W21 | T22 | F23 | S24 | S25 | M26 | T27 | W28 | T29 | F30 | Days |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Maya | L | L | L | 3 | |||||||||||||||||||||||
| Omar | L | L | L | L | L | 5 | |||||||||||||||||||||
| Lena | L | L | L | L | L | 5 | |||||||||||||||||||||
| Ben | L | L | 2 | ||||||||||||||||||||||||
| At work | 5 | 5 | 4 | 3 | 3 | 4 | 4 | 4 | 5 | 5 | 4 | 4 | 3 | 3 | 4 | 5 | 5 | 5 | 5 | 5 |
L is a day of leave, H a company holiday. Shaded columns are days your team doesn't work.
The short version
- The planner shows, for every day in your window, who is away and how many people are left at work.
- A day turns red when the people at work drop below the number you need. Settle those requests first.
- The days column counts working days only, so a weekend or a holiday inside a trip is left out.
- Nothing is saved or sent. Your plan lives in this browser tab.
How the planner counts
Each calendar day in your window is a working day when your team works that weekday and it isn't on your holiday list. On a working day, the people at work are your team size minus everyone whose leave covers that date.
A day is short when the people at work fall below the number you need. With a team of 5 that needs 4 in, one person can be away on any day. Two at once and the day is flagged. Change the minimum and every flag updates, which is a quick way to test whether a busy week can run one person lighter.
Each person's total counts their working days off. If you list the same name twice, both trips add to one row, and a day covered by both counts once. Leave the last day empty and the planner reads it as a single day off.
You can plan up to 186 days at a time, about six months. For a longer stretch, run two windows back to back.
Leave that plans itself in PeopleMuster
A planner you fill in by hand is only as current as the last request someone remembered to add. In PeopleMuster, leave is requested and approved in the app, so the plan is always the real one.
The leave module runs quota-based leave with a quota for each leave type, approvals and year-on-year usage. Its Today's Info panel shows who is on leave now, what's pending and who is off in the next 7 days. Approved leave empties the capacity plan straight away, and your company holidays sit on the same calendar.
PeopleMuster costs $3 per person, per month, with every module included. The pricing page has the annual plan and the 14-day free start.
Leave planning questions
How do I plan leave for a team?
Put everyone's booked leave on one calendar and set the number of people you need at work each day. Then look for the days where the count drops below it. Those are the requests to talk about first, before anyone books travel.
How many people can be on leave at the same time?
Your team size minus the minimum you need on duty. A team of 5 that needs 4 people in can have one person away on any day. Set both numbers in the planner and every day that breaks the rule turns red.
Does the planner count weekends and holidays as leave?
Leave is counted on working days only. Untick the weekdays your team doesn't work and list your company holidays, and those days drop out of every total. A week off from Monday to Sunday counts as 5 days on a Monday-to-Friday team.