As a FM I can manage work calendars

A work calendar identifies working days and shifts that are available for scheduled activities.

Each work package has a work calendar. Assigned Team Members (TM) can easily check how many hours they are supposed to work each day, the start and finish times. Project Managers (PM) can easily check if Team Members (TM) are working overtime before approving or rejecting timesheets.

Team Members (TM) are warned on overtime hours if they see hours in red color—when they work non-labor days, for instance:

Project Managers (PM) are warned about overtime hours when approving/rejecting timesheets if they see hours in red color. A warning message indicates what calendar is in conflict:

Work calendars are set up for each business unit. A business unit can have one or many calendars, at least the Base Calendar, managed by PMPeople Administrator.

Functional Managers (FM) can add and edit work calendars inside their business units at the option BU Settings:

Open section Calendars for this Business Unit to see the calendars available at least the Base Calendar, managed by PMPeople Administrator:

Calendars can be added in two ways: 1) reusing a calendar from another organization/business unit; 2) creating a new calendar from scratch

1) Reusing a calendar from another organization. Functional Managers (FM) can reuse calendar from their Business Units in the current organization or another one:

2) Creating a new calendar from scratch, entering the following data:

  • Name: Name assigned to the calendar.
  • Description: Calendar description.
  • Country: This field can be useful in searching calendars for reuse.
  • Week starts on: The first day of the week is needed to present the calendar properly and to infer the weekends days. For instance, if the week starts on Sunday, then the calendar will be represented from Sunday to Saturday, and weekends are Fridays and Saturdays.
  • Start Time: By default, working days—not weekends—start at this time.
  • End Time: By default, working days—not weekends—end at this time.
  • Hours per day: The maximum work hours allowed per working day—not weekends.

Calendars can be easily managed. Click button [Duplicate] to create a copy of a calendar. Click button [Edit] to edit the calendar parameters above, and also edit exceptions on particular days. If a reused calendar is edited, then changes are effective for all Business Units

PMPeople Administrator can set calendars as not editable. Base Calendar is one example. See if the field [Only Admin can edit] is checked:

Not editable calendars can be reused and copied, but only PMPeople Administrator can edit them.

New calendars initialize days according to calendar parameters. Click [Edit] to open a popup window and see the 12 months of the selected year, weeks starting as parameterized. Enter a day to set an exception. Exceptions can be of two kinds:

  • Non-labor days: Days in red are exceptions with 0 working hours allowed—like weekends.
  • Special days: Days in grey are exceptions with some working hours allowed.

Exceptions can be set day by day. Set a repetition pattern choosing [Repeat] ≠ [Never]:

  • Click button [Set] with [Repeat] = [Never] to set an exception only for this day. In the example above, only 2025-05-13 will be the exception day colored grey.

  • Click button [Set to Repeat] with [Repeat] = [Daily] to repeat exceptions for all days from [Start] to [ End ]. A blank End day means the last day of the year. In the example above, days from 2025-05-13 to 2025-12-31 will be colored grey.

  • Click button [Set to Repeat] with [Repeat] = [Weekly] to repeat exceptions for this day of the week from [Start] to [End]. A blank End day means the last day of the year. In the example, Thursdays of January 14th, 21st, 28th , February 4th and February 11th and 18th and so on upto 31st dec of 2025 will be colored grey.

  • Click button [Set to Repeat] with [Repeat] = [Monthly] to repeat exceptions for this day of the month from [Start] to [End]. A blank finish day means the last day of the year. In the example above, January 14th, February 14th, and March 14th will be the exception days colored grey.

Click button [Reset] to override an exception:

Frequently Asked Questions
What is the purpose of work calendars in PMPeople?

Work calendars define the working days, start/end times, and total hours expected per day for scheduled project activities, helping manage resources and overtime tracking.

How can Functional Managers create or reuse a work calendar?

FMs can either reuse an existing calendar from any business unit or organization, or create a new one from scratch by specifying parameters like time zone, work hours, and week structure.

Can work calendars have exceptions for holidays or special working days?

Yes. Exceptions can be added as non-labor or special days, and repeated by day, week, or month. Calendars also allow editing or resetting exceptions easily.