Is there a way to view the work schedules (and time off) in one calendar

We currently have a time-off calendar that we maintain in Outlook where everyone on the team notes days they will be out of the office. In Wrike, the Work Schedule in the admin account section also has this information. I am looking for a way to combine the work schedules in Wrike into one calendar and either allow it to be viewable by the team, or export it to an Outlook calendar. This way people only have to update their time-off in one place (Wrike).

https://help.wrike.com/hc/en-us/articles/360006843194-Work-Schedules-for-Admins

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I agree. We had to end up making managers Admins due to the fact that only Admins can view PTO. This seems silly as managers are already overseeing the PTO of their teams.  It would be nice to be able to create a calendar that would display their teams PTO and not have to be Admins in the process.

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Hey @RJ, thanks for your use-case here, really helpful 🙂

@William, what if I moved this thread to the Product Feedback forum? That way, other members would be able to vote for the feature suggestion and our Product team might consider this enhancement. 

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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@Lisa Yes, moving this to Product Feedback sounds good. Thanks!

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@William Done, thanks for getting back to me 🙂

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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I would love this. I was just looking this morning for a way to see which of my users are in and out of the office today (looking into in/out systems for workforce management), and having it in Wrike would be key to bring everything together. At the very least, it would be nice if we could create a report to show employees that are in/out today/this week, or have it as a default Calendar view.

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This is exactly what I came here to find. We currently have a word document that is often not updated and would be great to track everyone being out through Wrike. 

It seems that this would be an easy enough thing to incorporate in the calendars feature. 

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Hey again, everyone! Looking at this thread again, I thought of a workaround that might help in some cases:

1) Create a folder for time-offs

2) Every team member who is planning a time-off would create a task in that folder, assign them to themselves; start and due dates would mirror the dates of the time-off

3) Create a task-based smart calendar based on this time-off folder - this calendar will show times-off as tasks on that calendar

4) Optionally, create a Request form for the team members to request a time-off and set it up so that this form creates a task in the folder created in 1).

Hope this helps (let me know if it does!), and also feel free to reach out if you need more detailed instructions on how to do this 🙂

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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Lisa,

I've set up the smart calendar and the time off request form as suggested and they work great. I do have one additional question though, is there a way on the request form to have it schedule multiple days off at one time that are not sequential. For example, we have a staff member that does not work on Thursday's, is there a way to add this type of function to the request form so they only have to submit one form for all Thursday's for the year instead of one for each day?

Thanks,

 

Brenda

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Hey Brenda Dutton, I'm glad to hear the suggestion helped! 🙂

This can be achieved using recurring tasks: the team member can submit a request for Thursday, and then someone else who manages resources can make this task a recurrent one that would occur every Thursday. The tasks will be appearing on your calendar too (I recommend creating multiple recurring tasks upfront so that they all appear on your team's calendar). Please let me know if you have any questions, I'll be happy to continue this conversation! 🙌

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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We have set up a custom calendar with time off as tasks. The team is great about using it, but it does not connect to upcoming scheduled tasks. With the volume of users, it is impossible for our project managers to reference that calendar with developing project schedules. Is there a way to create a custom calendar using the work schedules of the members of my team?

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Hello Katie Seegers, welcome to the Community 👋🏻
 
Have you considered using Work Schedules? It allows adding PTO/Vacation/Over Hours for users. You can change the settings from the Account Management section that would then show up on the calendar. For example, adding a day off for a team member will block assigning tasks to them on that day.
 
 
Alternatively, you can use Workload Charts to show workload on a calendar and manage your team members’ capacity, prioritize tasks based on their capacity, and plan work allocation.
 
Please let me know if you have any questions 🙋🏻‍♀️

Cansu Community Team at Wrike Wrike Product Manager En savoir plus sur les fonctionalités et les meilleures pratiques grace à nos Webinaires online

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Hi, 

Thanks for posting this.  I too was looking for a solution and I see how the functionality works as described.

My first question, is there a way to have the calendar reflect the regional calendar that we have set up for North America?  I have separate calendars that our teams in Asia follow.  Since we have different holidays, it would be nice to see them on the calendar too.

My second question, is there a way to color code tasks as they appear on the calendar?  We track our travel days separate from PTO.  It would be nice to see them identified with different colors when viewing the calendar.

Thanks,

Darin

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Hi Darin Brzakala, unfortunately, there is no way to reflect the local/regional calendars.

Color code however can be arranged by creating custom statuses with different colors to reflect the events you'd like to identify.

Cansu Community Team at Wrike Wrike Product Manager En savoir plus sur les fonctionalités et les meilleures pratiques grace à nos Webinaires online

Cansu Wrike Team member En savoir plus sur les fonctionalités et les meilleures pratiques grace à nos Webinaires online

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@Darin Brzakala

*If* I understand your question correctly, you might be able to achieve this by creating all public holidays for one region as milestone tasks under a separate parent task. This parent task you would keep in the same project where you keep the time off tasks.  That would show you the public holidays and the time off in the same calendar associated to the project.

We take the list of public holidays for about 15 countries we cover, put them in a spreadsheet and upload them as tasks as described above.  This give an overview of all public holidays everywhere we work on a given day.

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