Who can use this feature

Available on Pro and Enterprise plan

Managing resource schedules and time off gives your account accurate, per-person capacity planning by letting you assign individual work schedules, holiday schedules, and personal time off (PTO) to each resource. Any resource that does not have a schedule assigned yet will automatically get the account default schedules.

What it is

Resource availability is made up of three layers, each managed independently and assigned per resource. This means a resource's working hours, regional holidays, and personal time off are all tracked separately, giving you the flexibility to configure each one without affecting the others.

• Work schedule defines which days and hours a resource works each week.
• Holiday schedule (company time off) defines public and custom holidays.
• Personal time off (PTO) covers individual absences such as sick leave and vacation.

Note: Previously, work schedules and time off were managed together under a single schedule. These have now been separated into two independent layers. If your account used work schedules before, your data was not lost: everything was migrated automatically, and each resource is already assigned based on the team schedule they were on previously.

Admins or members with edit access can assign and update work schedules and holiday schedules for any resource on your account. PTO can be managed by admins or members with edit access, or by the team member themselves if an admin has granted them the relevant permission under account permissions.

Note: Team schedules are still supported, but they only apply when a team (not an individual) is assigned as a resource in the Workload widget. Assigning a schedule to a team does not change or override the schedules of individual resources within that team.

Create schedules

To access schedules, click your profile picture in the top right, select Administration, open the General tab, and select Schedules. 

Click the Schedules button in the top right to open the schedule management tab:

The tab has two sections in the left sidebar: Work schedules and Company time off. Use these to create and manage each schedule type independently. To create a work schedule, select Work schedules in the left sidebar and click Add schedule.

Select the working days and set the start and end hours for each active day, then click Save. The weekly capacity is calculated automatically based on your selections.

To create a company time off (holiday) schedule, select Company time off in the left sidebar and click Add schedule. Select the holiday dates on the calendar (you can mark public holidays or add custom dates) then click Save.

Assign schedules to resources

From the main Schedules page, you can see all resources alongside their currently assigned work schedule, company time off schedule, and teams. Use the Search bar or Filter to find the resources you want to update. Filtering by team makes it easier to select a group with the same schedule needs.

Select the checkboxes next to the relevant resources (you can select up to 100 at once) then use the Work schedule and Company time off dropdowns on each row to assign the relevant schedule.

Tip: Filtering by team before selecting resources is the fastest way to bulk-assign a regional holiday schedule to a group without going row by row.

Manage PTO

PTO is logged separately from holiday schedules and is visible in the Workload widget (on Pro and Enterprise plans). Note that Resource Planner, Capacity Manager, and the Timeline column are available only on the Enterprise plan.

Note: Timeline column availability is only supported in Projects, when using the resource column with a specific resource selected. Learn more in Task-level resourcing in projects.

Admins and members with editing access can log PTO for any resource directly from the Schedules page. Locate the relevant resource and click Edit PTO in their row, select the relevant dates, and click Save.

If you have granted a team member the relevant permission under account permissions, they can log their own time off from their profile. They open their profile, select the Schedule tab, click Add time off, select the relevant dates, and click Save.

Note: When a team member has permission to log their own time off, any PTO they add is recorded immediately with no approval step. Make sure this aligns with your team's processes before enabling the permission.

API access

This feature supports API access, so external systems such as HR tools can push both PTO and schedule data directly into monday.com. For full details on API, see the monday.com API documentation.

Best practices

• Your account includes one default schedule for work hours and one for company time off. Keep these up to date to ensure they reflect your standard working pattern accurately.
• Before enabling time off permissions for team members, make sure your team is aligned on how PTO is tracked in your account, as any time off logged takes effect immediately.
• After updating schedules, check the Workload widget to confirm availability is reflecting correctly for upcoming project phases.

FAQs 

What is the difference between a work schedule and a company time off schedule in monday.com?

A work schedule defines which days and hours a resource works each week. A company time off schedule defines public and custom holidays. Each resource gets one of each, and you can mix and match across your team.

Can team members log their own PTO in monday.com?

Yes, if an admin grants them the relevant permission under account permissions. They can then add time off from the Schedule tab in their profile. The time off is recorded immediately with no approval step.

Does assigning a schedule to a team update the schedules of individual team members?

No. Team schedules only apply when a team is the assigned resource in the Workload widget. Individual resource schedules are not affected by team-level assignments.

How many resources can I update at once when assigning schedules in monday.com?

You can select and update up to 100 resources at once. Use the team filter to narrow the list before selecting.

Where does resource availability appear in monday.com?

PTO is visible in the Workload widget on Pro and Enterprise plans. Resource Planner, Capacity Manager, and Timeline column availability are available on the Enterprise plan only.