Leave planner
The planner shows one month as a grid: one row per member, one column per day — who is away when, at a glance. You plan your own absence right inside it, by clicking or dragging across days. It lives under Time accounts → Planner; without target working time the menu item is called “Leave planner”.
Step by step
- 01
Open the planner
Time accounts → tab “Absence plan”, next to Balance and Leave; with target working time the tab “Target plan” stands beside it (step 09). If only absence tracking is on and target working time is not, the sidebar item is called “Leave planner” and shows the absence plan as its only view. The arrows in the toolbar step the month. The planner is available on desktop; on the phone, Time accounts keeps showing Balance and Leave.
- 02
Read the grid
Your own row is on top, with the “You” chip. A full-day absence is a bar across its days, in the reason’s colour and labelled from three days on; a block still in the future is hatched (planned), otherwise solid (taken). An hourly absence is a small pill with the duration at the bottom of the cell, such as “2h” or “1:30”. A grey dot at the top marks days on which you recorded working time. Weekends and holidays are shaded grey, shortened days amber, today is filled, a closed period dimmed. The legend under the grid explains every mark. Members kept without a time account, such as owners or pure admins, are not in the grid — not even in their own row; whoever manages time accounts sees their names in a line beneath it.
- 03
The “Absent” row
At the bottom the planner counts, per day, how many of the shown members are away for the full day. From a third of the rows (at least two) the number gets an amber background — so bridge days and thinly staffed weeks stand out at once. A dot means nobody is absent.
- 04
Filter members and types
The member picker starts with every member you may see; you can narrow it to single people or whole groups. The “Types” chips hide single reasons — a chip switched off removes that reason from the grid, the list and the “Absent” row. Time off in lieu is offered only with target working time.
- 05
Calendar or list
The toggle on the left switches between the grid and a list of the same absences in chronological order: member, type, period, duration (“5 days” or “2:00 h”) and status — “Planned” while the block has not started yet, otherwise “Taken”. iXTime remembers your choice.
- 06
Plan an absence
In your row, click a free day or drag across several days; on release the absence dialog opens with the range prefilled, reason Vacation, full day. Alternatively, “Plan absence” at the top right opens the dialog with the next working day. Days with recorded working time or an existing absence cannot be selected; a closed period stays locked as everywhere. For others you plan in their row — provided your role holds “Enter absences for others”; otherwise the tooltip says “No permission to plan for others”.
- 07
Days without a target are booked too
If the range contains days on which nothing is owed — weekend, public holiday or a free day in the work model — iXTime books them without asking. They cost nothing from the leave account and do not lengthen the block: two weeks off stay 10 days. If a Saturday target is added later or a holiday is deleted, the day is already vacation and consumes its target. To work on such a day, take it out of the vacation first. Without target working time iXTime asks about the weekend, as before.
- 08
Edit, see, may
Clicking a bar or pill opens the absence for editing if you may change it; otherwise the tooltip just names what is there. Which rows you see is set by your role with “See absences of others” (No, Own groups, Everyone) — independent of whether you see those people’s time entries. Colleagues’ reasons are visible only to whoever may enter their absences; everyone else sees vacation as “Vacation” and every other absence neutrally as “Absent”. Your own row always shows everything.
- 09
The target plan
With target working time on, Time accounts has the tab “Target plan” beside “Absence plan”: the same grid with each day’s target per member — say 7:36 or 4:00; where nothing is owed (weekend, holiday, a free day in the model) the cell stays empty. A day with a full-day absence keeps its figure, muted and in the reason’s colour: the target is covered by the absence. On the right each row carries its month total, at the bottom the “Target” row sums every shown row per day. The target plan is a view only — targets are changed under Setup → Weekly target or in the person’s work model. Month and member filter persist when switching between the two tabs.
- 10
Print the target plan
“Print” at the top right of the target plan opens the print dialog with the plan alone: landscape, workspace and month as the title, then the grid with every shown row, the Total column and the “Target” row — no menu, toolbar or legend. A 31-day month fits one A4 landscape page in width. That is how the plan goes on the wall, so everyone sees when they work according to plan. The member filter applies to the printout too: for one group, filter before printing.
The list view
The same absences chronologically, with member, type, period, duration and status. Whoever may change a row opens it with a click; a filter on members or types works here exactly as in the grid.
Planning by dragging
A drag across the free days of your own row opens the absence dialog: the range is filled in, the reason is offered as coloured pills, and the summary keeps count — say “4 working days · 16:00 h · 1 day without target”, here with the national holiday inside the range. On saving, every day of the range is booked, and the holiday costs nothing.
Are there leave requests or an approval?
No. The planner shows and plans; saving records the absence. Whoever should enter for others needs “Enter absences for others” in their role — that is management, not a request procedure.
Why do I see only “Absent” for colleagues instead of the reason?
Because you may not enter their absences. Vacation stays recognisable as “Vacation”; every other reason — sick leave, doctor’s visit, time off in lieu, other — shows as “Absent”. The reason belongs to the person; the role decides who sees it.
Why are some members missing from the planner?
The scope comes from the role: “See absences of others” set to No shows only you, “Own groups” everyone who shares a group with you, “Everyone” the whole workspace. Whoever may see others’ time entries sees their rows as well. Archived members do not appear.
Does the planner warn when too many are away at once?
It counts: the “Absent” row turns amber from a third of the shown rows. There is no minimum staffing and no block — the decision stays with you.
Does the planner work on a phone?
Not yet. On the phone you record absences as usual in the calendar and the entry form; Time accounts shows Balance and Leave there.
Can I export the planner or subscribe to it in Outlook?
No. The days taken and planned are in Reports (absence tile) and in the leave account; there is no calendar export. The target plan can be printed.
Why does the “Target” row count vacation days too?
Because the target plan states what is owed — the vacation covers that target, it does not cancel it. The muted figure in the reason’s colour tells you nobody comes in that day. What was actually worked is in the Balance.