monday.com Just Made Resource Planning a Whole Lot Smarter

If you've ever tried to plan project capacity while mentally accounting for who's on vacation, which team is in a different time zone, or which region observes different public holidays — you know the pain. monday.com's new Resource Schedules and Time Off feature is built to take that guesswork off your plate entirely.

This one is available on Pro and Enterprise plans, and it's a meaningful upgrade for anyone managing teams across projects.

Previously, work schedules and time off were bundled together under a single schedule setting. That meant making changes to one often affected the other, and it was harder to get a clean picture of true resource availability.

monday.com has now separated these into three independent layers per resource:

Each layer is managed separately, which means you can update a team member's PTO without touching their work schedule, or roll out a new regional holiday calendar without disrupting anything else. That kind of flexibility is what good capacity planning actually requires.

Already using work schedules? Your data wasn't lost. Everything was migrated automatically when monday.com made this change.

From the main Schedules page, you can see every resource alongside their currently assigned work schedule, holiday schedule, and team membership. Use the search bar or filters to find who you need, select up to 100 resources at once, and assign the right schedules in bulk using the dropdowns on each row.

💡 Pro tip: Filter by team first before selecting resources. It's the fastest way to assign a regional holiday calendar to an entire group without going row by row.

PTO is logged separately from holiday schedules and flows directly into the Workload Widget, giving you an accurate picture of who's actually available for upcoming project phases.

Admins and members with editing access can log PTO for any resource straight from the Schedules page — just find the person, click Edit PTO, select the dates, and save.

If you want team members to manage their own time off, you can grant them that permission under Account Permissions. Once enabled, they can log their own absences from the Schedule tab in their profile. One thing to be aware of: there's no approval step — PTO logged by team members takes effect immediately. Make sure that aligns with your team's processes before turning it on.

This feature integrates cleanly with the tools you're already using:

Before you roll this out to your team, here are a few things to keep in mind:

Keep your default schedules current. Your account has one default work schedule and one default holiday schedule. Any resource without an assigned schedule falls back to these, so make sure they reflect your standard working pattern accurately.

Talk to your team before enabling self-serve PTO. Since PTO logged by team members takes effect immediately with no approval workflow, alignment upfront avoids confusion later.

Check the Workload Widget after making changes. After updating schedules, confirm that availability is reflecting correctly for upcoming project phases — especially before kicking off a new initiative.

One of the biggest challenges in project management isn't the work itself — it's knowing whether you have the capacity to take it on. Overbooking people because you didn't account for a regional holiday, a planned vacation, or a difference in working hours leads to missed deadlines, burnout, and frustrated stakeholders.

With this update, monday.com gives teams a structured, flexible way to build accurate availability into their planning from the start. Whether you're managing a team of 10 or coordinating resources across multiple regions, having work schedules, holidays, and PTO tracked independently — and visible in one place — is a genuine upgrade to how capacity planning works.