⚠️ Time Off is currently available only in Instagantt Standalone. This feature is not available in Instagantt for Asana.
All team members need an occasional break. With Instagantt’s Time Off feature, you can schedule periods such as vacations, personal days, maternity or paternity leave, paid time off (PTO), or sick leave and have those absences reflected in your online Gantt chart and workload view. This helps you avoid surprise delays, adjust task schedules proactively, and keep your project-management timeline accurate.
Time Off entries are designed for individual user absences.
💡 Note: To manage company-wide holidays or non-working days, use the separate Holidays & Highlights feature in Instagantt.
🧭 Table of Contents
What is Time Off?
How to Set Time Off for a User
How to Manage Existing Time Off
How Time Off Affects Your Schedule
Summary
Frequently Asked Questions (FAQ)
🏝️ What is Time Off?
Time Off in Instagantt is a tool to mark a user’s unavailability (vacation, sick leave, etc.) across all relevant projects. By entering a time-off period, you signal that a user will not be available for tasks during that duration — and your Gantt chart and workload view will reflect that with hatched shading and adjusted scheduling.
When you account for Time Off you can:
Prevent assignment of tasks during unavailable periods
Automatically adjust task durations when assignees are out
Visualize user availability in your project timeline for better resource planning
⚙️ How to Set Time Off for a User
To schedule Time Off in Instagantt:
In your project view, right-click on an empty cell under the date when the vacation period starts.
In the dialog, select the user, set the Start and End dates (for a one-day absence, set both equal).
Add a description (e.g., “Alice Vacation”), then click Confirm.
The absence will appear as hatched days in both the Gantt chart and the Workload view.
This ensures your project reflects actual team availability and maintains accuracy in timelines.
Example: How to set Time Off for a User's vacation period
Did you notice how the workload changed at the bottom of the screen? Watch it again to see it adjust!
🔧 How to Manage Existing Time Off
After you’ve created Time Off entries, you can manage or update them anytime from the Settings panel. To do so, expand the left sidebar, click Settings, and then select the Time Off tab. From this section, you can view all existing Time Off periods, edit or remove them, and even create new ones directly within the management panel. This makes it easy to keep your project schedules aligned with your team’s real availability.
Example: How to Navigate to Time Off Settings
📐 How Time Off Affects Your Schedule
When you enter Time Off:
The absence applies across all projects in that workbook for the specified user.
If a task has multiple assignees and any one of them takes Time Off, the absence influences the task for the entire team.
Tasks scheduled during the absence will adjust their duration to match the user’s available days.
By accounting for Time Off, you reduce risks of delays and improve accuracy in your project’s timeline, ensuring your Gantt chart online stays aligned with real-world availability.
📌 Summary
Time Off in Instagantt gives you the capability to mark team member absences and have your Gantt chart and workload view adjust accordingly. By doing so you eliminate hidden scheduling gaps, enhance resource planning and keep your online project management timeline reliable.
🚀 Start Managing Time Off Today
Use the Time Off feature in Instagantt to reflect team absences, protect your project schedule, and maintain clarity across your Gantt charts. 👉 Visit instagantt.com
❓ Frequently Asked Questions (FAQ)
Is the Time Off feature available in both Instagantt Standalone and Asana?
No — this feature is available only in Instagantt Standalone accounts.
Will Time Off adjust tasks already scheduled for that user?
Yes — tasks whose assignee is marked as out will automatically adjust their duration to reflect the user’s availability.
Does Time Off apply across all projects?
Yes — once a user’s Time Off is entered for a workbook, it applies to all projects within that workbook.
Can I edit or delete a Time Off entry?
Yes — you can manage Time Off entries by navigating to Projects → Settings → Time Off and add, edit or remove periods as needed.
