Team availability
Overview
This page answers the question that precedes any planning: how much time is actually there in the period?
What is shown is the net capacity: target working time minus public holidays minus approved absence. That is the difference between "eight people times forty hours" and what is genuinely available — and the reason plans built on gross figures fail so regularly.
Two tabs: Availability and Leave balances.
Core tasks
Choose the period. From and to dates, plus the shortcuts this week and this month.
Read the figures. Number of employees, total available hours and average working days per person.
Break it down per employee. The table shows total hours and working days; a look at an individual day names that day's hours.
Check leave balances. The second tab shows the balances — the standing before planning, not after.
Leave balances are a list — one row per employee and year with entitlement, carry-over, taken, planned, remaining and the expiry of the carry-over; the area can be focused and scrolled with the keyboard.
Bring leave balances over from the legacy tool. When switching to Octibiz, bring in the existing accounts as of a cut-off date via Data import — target Vacation accounts (opening balance as of a cut-off date): entitlement, carryover, and days already taken as of the cut-off date (openingTakenDays, see below), per employee and year. The imported entitlement then counts as manually set (Manual column) and stays put at the next prorated calculation; a run can be reverted (only the accounts newly created by it).
Retention of leave balances. Leave balances are payroll records and follow the same rule as the absences (hr_absence, 6 years after the employee leaves, adjustable in the GDPR administration). After that the system deletes nothing on its own, it proposes the deletion: the Retention column shows Deletion proposed, the filter Retention → Deletion proposals only shows only those accounts, across all years. Confirm deletion proposal removes the account for good, Extend retention keeps it until a new date. A GDPR erasure request does not remove leave balances at once either — it freezes the period (from the exit date, without one from the day of deletion).
Fields in detail
This page has no input mask — it shows who is available when. Everything on it comes from the absences and the employee data.
| Element | From | What it means |
|---|---|---|
| Period | selection in the header | Which weeks are shown. |
| Bar per person | absences with type and colour | Who is away when, coloured by type. Only types marked reduces capacity affect planning. |
| Half days | halfDayStart / halfDayEnd of the absence | Drawn as half a bar, so half a day does not look like a whole one. |
| Substitute | substituteId of the absence | Who stands in — the entry that turns a gap into a handover. |
| Public holidays | the employee's holiday region | Non-working days per person. With distributed teams that is why one row shows different holidays. |
| Remaining holiday | holiday account | How many days are still open in the current year. The figure that drives planning in autumn. |
Retention retentionUntil / retentionDueAt | holiday account | Until when the account is kept, or Deletion proposed once the period has expired. Extending requires a new date in the future — otherwise the next run would propose the same account again. |
Correcting a vacation account
Whoever may edit personnel master data (hr.employee.edit) corrects an account via the pencil in its row:
| Field | What it does |
|---|---|
Entitlement entitlementDays | Overrides the pro-rata calculation; the account then carries the manual mark and is no longer recalculated. |
Carry-over carryoverDays | Remaining vacation from the previous year that must be taken by the expiry date. |
Opening balance taken openingTakenDays | Days taken up to the cut-over date (e.g. from the legacy tool). It covers the carry-over first. |
Retention retentionUntil is maintained as described above.
Team calendar and vacation blocks
HR → Absences → Team calendar shows per employee and day who is away — as a month or as a year (absence days per month). Days on which at least as many colleagues are away as the bottleneck threshold in the HR settings are red; days with an active vacation block are yellow. Whoever only sees their own absences sees colleagues as absent without a reason.
Vacation blocks are set active directly by HR (hr.vacation_block.manage); a team lead (hr.vacation_block.propose) proposes them for their team, HR activates or releases them. Fields: period startDate to endDate, teamId (empty = whole workforce, required for proposals), reason reason, optionally a note decisionNote when deciding. A vacation request inside an active block is rejected.
Settings & permissions
- Module
module.hr. - The view of absences still applies — without
hr.absence.view_teamyou do not see the whole
team's position.
- Only approved absence reduces capacity, and only where the absence type provides for it
(reduces capacity), see HR settings.
- Public holidays come from the holiday calendar and take effect automatically.
- Retention deletion proposals of leave balances are confirmed or extended with
hr.document.manage (manage personnel records).
- Only active employees appear in the period.
FAQ & troubleshooting
A requested absence is missing from the calculation. Only approved absences count. An open request is no basis for planning.
A public holiday is not deducted. Check the assigned holiday calendar — regional holidays do not apply everywhere.
The hours look too high. Check whether reduces capacity is set on the absence type in question. A paid absence without that marker still counts as available.
The list is empty. No active employees exist for the period — check the period and the status.