Plan team absences and capacity

Whoever plans a sprint plans against the time that is actually there — not the 40 hours on paper. In Zuuna you set each person's working week exactly once, record vacation and sickness, and sprint capacity subtracts absences automatically. The team planner belongs to Business Standard and above.

What you need

• Business Standard or above — see pricing.
• The absences.manage permission to maintain other people's time. Everyone maintains their own working week and their own absences in their profile.
• For the automatic capacity maths: sprints — they belong to the Developer plan. Without sprints the team planner is still useful, as a shared absence calendar for the team.

1. Open the team planner

You find it under Administration → Team Planner. The whole team sits in one overview: who works which week, and who is away when. Everything this tutorial covers happens on this one page — plus each member's profile.

2. Set each person's working week

Each person gets two values: days per week and hours per day. The part-timer on four six-hour days is modelled just as correctly as the full-time role — enter it once, done. Anyone without their own value inherits the workspace default, so you do not have to click through thirty profiles to get started.

3. Record vacation, sickness and time off

Absences are recorded as date ranges — vacation, sickness or other time off. The range matters more than the category: it decides which days get subtracted from capacity. Recording for others requires absences.manage — typically the team or project lead.

4. Let everyone maintain their own in their profile

Nobody has to walk to Administration for every vacation request: every team member maintains their own working week and their own absences in their profile. Administration keeps the overview and corrects where needed — but self-service is the normal case.

5. See how it feeds sprint capacity

The maths is pro-rata and honestly simple: working week minus absence days inside the sprint window. Someone off 3 of 5 days at 8 hours per day brings 40 − 24 = 16 hours into the sprint. That flows automatically into sprint capacity planning — while planning, you see immediately that the week after a public holiday is smaller than it looks. Two honest limits: this applies only to capacity in hours, not to story points — and sprint planning itself belongs to the Developer plan.

6. Know when other values win

The absence calculation is deliberately the lowest rung of a clear precedence: a value set per sprint always wins, then the person's default in the group, then the group-wide default — and only when none of those is set does working week minus absences apply. That is not a bug but the intent: the team planner provides the realistic baseline, and where you know better, you override it deliberately.

Troubleshooting

• The recorded vacation does not change capacity. Then a value higher up the precedence wins — a sprint or group value overrides the absence calculation. Remove it if you want the automatic maths to apply.
• The group plans in story points. Absences affect hours only — the points dimension is untouched.
• The sprint has no dates yet. Without a sprint window, Zuuna calculates with today until today plus the group's sprint length.
• Someone cannot record absences for others. The person lacks absences.manage. Their own time always works — in the profile.

Next steps

• Plan sprint capacity — where the absences arrive.
• Plan and start a sprint.
• Pricing — team planner from Business Standard.