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Vacation Planning Group Calendar – Team Transparency for Vacation Dates

Vacation planning with group calendar

Create group calendar
Create group calendar
Manage members of a group calendar
Manage members of a group calendar

Rillsoft Project 9 together with Rillsoft Integration Server (RIS) extends vacation planning with group calendars. Team members see the vacation dates of their colleagues – bottlenecks in departments and projects can be avoided instead of surfacing only at request time.

How vacation planning worked before

Earlier versions of Rillsoft Project already let employees enter their preferred dates via a web interface. Rillsoft automatically checked for overlaps with planned activities and submitted the dates to supervisors for approval after a successful clash check.

Limitation in Rillsoft Project 8: only supervisors could see and approve employee vacation dates. Teammates were left out.

What Rillsoft Project 9 adds

With the introduction of group calendars, vacation planning becomes significantly more flexible:

AspectRillsoft Project 8Rillsoft Project 9
See vacation datesonly supervisorsall group members
Define groups–teams, departments, projects
Multiple group memberships–one employee in several groups
Web interfaceyesyes
Automatic clash checkyesyes

Benefits of group calendars in practice

  • Transparency – Teammates see absences and can align their own preferred dates
  • Avoid bottlenecks – Clusters of requests surface before approval, not after
  • Efficiency – Supervisors spend less time resolving conflicts manually
  • Flexibility – an employee can belong to multiple group calendars (e.g. function, project, site)
  • Smooth project flow – vacations and project planning share the same resource pool

Prerequisite: Rillsoft Integration Server

Group calendars require Rillsoft Project 9 + Rillsoft Integration Server. With Rillsoft Cloud the function is available as a hosted variant.

Frequently asked questions(FAQ)

Rillsoft Project 9 with Rillsoft Integration Server introduces group calendars. Unlike version 8, not only supervisors see employee vacation dates – every member of a calendar group can see the dates of their teammates.

A group calendar is created for a team or department. Employees who are members of the group see the vacation dates of all other group members. Vacation requests can therefore be aligned with absences of colleagues.

Yes. An employee can belong to several group calendars at the same time – for example a functional team, a project group and a site group. This makes vacation planning flexible in matrix organizations.

Employees enter their preferred dates via a web interface. Rillsoft automatically checks for overlaps with planned activities. After a successful clash check the dates are submitted to supervisors for approval.

The function requires Rillsoft Project 9 together with Rillsoft Integration Server. In standalone mode without RIS, the web interface for employee vacation planning and the group calendars are not available.