Plan around time off and public holidays

This page is for planners. It explains what Planning does with time off and public holidays, and what the SmartERP Planning - Time Off bridge adds. Nothing here asks you to enter time off twice: employees request it in Time Off as usual.

What works without the bridge#

Odoo turns approved time off into calendar entries of the employee's resource, and public holidays are entries of the working calendar. Planning reads both. So, even without the bridge:

• Allocated time of a shift excludes hours on approved time off and public holidays. See Concepts.
• The schedule shades the time: darker for time off and public holidays, lighter for outside working hours. Hover over the shading to read the description of the time-off entry, or "Public holiday: name". People who are not planners or HR officers read only "Time off".
• Available hours, workload and utilisation exclude it.
• Auto Plan, Plan with Template and open shift broadcasts only offer people who are working for the whole shift.

What the Time Off bridge adds#

With the bridge installed, Planning also looks at time off that is requested but not yet approved.

• Warning on the shift. A shift whose person has a time off request that overlaps it (states To Approve, Second Approval or Approved) shows an alert: "Name has time off during this shift: Leave type from start to end." A request still waiting ends with "(not yet approved)". A pending request does not reduce allocated time.
• Filter and marker. The filter On Time Off finds the shifts; the list has an On Time Off column; the bar shows an aeroplane icon.
• Pending requests on the schedule. A hatched shade labelled "Leave type (requested)" appears in the person's row for a request not yet approved. People who cannot see leave details see "Time off (requested)".
• Warning when you drop a shift. "Name is on time off then." and, for a pending request, "... (requested, not yet approved)."
• Note when time off is approved. Every shift the approved time off overlaps gets a note in its chatter: "Name's Leave type was approved and overlaps this shift. Reassign it or turn it into an open shift."
• Auto Plan reports shifts it could not fill as "everyone qualified is on time off".

Check a period before you publish#

1. Open Planning → Schedule → By Resource for the period.
2. Look for shifts that sit in dark or hatched shading, or carry the aeroplane icon.
3. Apply the filter On Time Off to list them.
4. For each one, either give it to someone else (drag it to another row, or edit Resource), or press Unassign on its card to make it an open shift.
5. Publish.

When an employee takes a shift during time off#

Employees can still take an open shift that overlaps their own time off. Planning shows a warning but does not stop them, because the employee knows best whether they can work.

Next#

• Plan within contracts
• Resolve shift warnings