Book your own absence

How to plan your holidays and other absence?

Claudette Albers-Reid avatar
Written by Claudette Albers-Reid
Updated over a week ago

Updated 16th January 2024

All team members can book their absence from within PSOhub's My Scheduler. This will enable project managers to easily track the attendance of team members and better manage project, task and resource planning.

Note: that this functionality does not book hours into a team member's timesheet calendar but it allows you to get an overview when members are absent.

In the following video, you will get an overview of how to leverage the Daily Scheduler in PSOhub.
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Scheduling helps you think about what you want to achieve in a day, week, or month, and it keeps you on track to accomplish your goals. Not only can your project manager schedule your appointments but you can also take the lead in scheduling your project activities, absences, holidays and public holidays. This enables your project manager and yourself to have a clear overview of your availability.

To schedule you own event/appointment, choose from the menu Time & Expenses and My Scheduler:

The My Scheduler overview opens in the current month:

In either the calendar or list view, click the Create button or in the calendar, click on the desired day. The New event for [Resource Name] appears:

The table below will give you an explanation of the New event - GENERAL fields:

Field

Description

Subject

Name of the event

Start

The start date and time of the event. If you click on the calendar button you can modify the date and time:

End

The end date and time of the event. Like the start date, you can click on the calendar button and modify the date and time.

Type

This drop-down list allows you to select the type of event you are scheduling:

  • Project - an event related to a project

  • Holiday - schedule annual leave/vacation days

  • Absence - schedule absence

  • Public Holiday - schedule a public holiday.

If you select Project, a PROJECT tab will appear (as shown in the screenshot above), where you can fill out project information related to the event:

  • Customer

  • Project

  • Contract line

  • Role

Event details

Here, you can enter the details of the event.

Once the event details are completed, you can click Save and the event will appear in your overview:

Project events will have the additional option to Save & Send Invite. This means that project events will not only appear in your overview, it will also send an invite to your email. Attached to the email will be an ics file to add to your Outlook or Google calendar:

Double-click the attached file, and if you're using Outlook the following message will appear:

Click Yes to open the calendar entry:

Click the Save & Close button to save the event in your calendar:

If you're using Gmail, the ics file will give you the option to download the ics file and add it to your Google calendar.

Sync event with the Timesheet Calendar

When PSOhub is integrated with your Outlook or Google Calendar, you will be able to see your saved Project events in your Timesheet Calendar. The hours for a scheduled event are automatically logged against a project, absence, holiday or public holiday.

Reschedule an event for a resource

Should you need to modify or reschedule an event, open the desired event by double-clicking it. Modify the necessary details (date, time, details, etc). Click either Save or Save & Send Invite.

When a rescheduled event is sent as an invite, the email message will clearly indicate that the event is rescheduled:

Double-click the attached file and if you're using Outlook, the following message will appear:

Click Yes to open the calendar entry. Click the Save & Close button to save the event in your calendar.

If you're using Gmail, the steps as outlined above for scheduling an event still applies for rescheduling.

Important: Rescheduling an event will not modify the original event but will send a new invite. Your will need to delete the original invite in your calendar and accept the new invite.

Sync event with the Timesheet Calendar

When PSOhub is integrated with your Outlook or Google Calendar, you will be able to see your rescheduled Project events in their Timesheet Calendar. The hours for a rescheduled event are automatically logged against a project, absence, holiday or public holiday.

Delete an event

Should you need to delete an event, double-click the event and click the Delete button:

The Confirmation message will appear:

Click Proceed. The event will be removed from your My Scheduler but you will have to remove it from your Outlook or Google calendar.

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