Days Off Planner

The Days Off Planner lets you schedule vacation, sick leave, PTO, and other time-off blocks for your service providers. Days off appear on the dispatch calendar so dispatchers know who is unavailable before assigning work.

How to Access

Navigate to Dispatch → Days Off Planner from the main menu.

Understanding the Layout

The Days Off Planner has a two-panel layout:

• Left panel — a monthly calendar scheduler displaying all existing days-off events. Each event is color-coded to match the service provider's assigned color. Click any event to view or edit its details.
• Right panel — a scrollable list of all service providers. Each name has a checkbox for filtering and a drag handle for quickly creating days off.

Creating a Day Off by Dragging

1. In the right panel, find the service provider you want to schedule time off for.
2. Click and hold the drag handle (six-dot icon) next to their name.
3. Drag their name onto a date on the calendar.
4. Release to open the Add Day Off form, pre-populated with that provider and date.
5. Fill in the remaining fields (see below) and click Save.

Creating a Day Off via the Form

1. Click on any empty slot on the calendar to open the Add Day Off modal.
2. Select a Day off Type from the dropdown. Available types are:
   • Vacation
   • Sick Leave
   • Compensation/Disability
   • PTO
   • Other
   • On-Call
   • Training
3. In the Assign To field, select one or more service providers. You can assign the same day off to multiple people at once.
4. Set the Start Date and End Date for multi-day blocks (for example, a week-long vacation).
5. Check All Day for full-day blocks, or uncheck it to specify a Start Time and End Time for partial-day absences.
6. Optionally, add a Comment explaining the reason.
7. Click Save.

Result: The day off appears on the Days Off Planner calendar and is also shown on the main dispatch calendar when the Show Days Off checkbox is enabled.

Editing or Deleting a Day Off

1. Click on an existing day-off event on the calendar.
2. The Edit Day Off modal opens with all fields pre-filled.
3. Make your changes and click Update, or click Delete to remove the day off entirely.

Timecard Integration

If your company has the Timekeeping feature enabled, the day-off form includes a Push Days-Off details to Timecard checkbox. When checked, you can select a Timecard Job Code so the time off is automatically recorded in the service provider's timecard for payroll purposes.

How Days Off Affect Scheduling

Days off block the affected service provider from being assigned work during the blocked period. On the dispatch calendar, vacation events appear with a red dot indicator. Smart Dispatch also factors in days off, so it will not suggest a provider who has time off scheduled.

Next Steps

• Calendar View — see days off displayed alongside scheduled work orders.
• PTO Management — manage PTO balances and accrual policies.
• Smart Dispatch — understand how days off influence automatic provider suggestions.