Track time off or leave

Set up an internal project and report to see how your team’s vacation time compares to the time off they're allowed.

Who can use this?

Plans:

  • Resource Management

Permissions:

Resourcing Administrators, Portfolio Editors, People Schedulers

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

Set up an internal project to see your team’s vacation time taken versus how much time off they're allowed to take.

Resourcing Administrators, Portfolio Editors, and People Schedulers can track time off or leave in all projects. Project Editors can track time off or leave only in their own projects.

Set up an internal project for leave planning

  1. Create an internal project to represent the vacation time for the year, for example, "Vacation 2026". See Create a new project for more information.
  2. Set the start and end dates of the project to run for the duration of the year (Jan. 1 to Dec. 31).
  3. Create a phase for each person that runs the duration of the year.
  4. In project settings, set a time budget (in hours or days) per phase to represent each person's allowed vacation time in 2026.
  5. When a person takes a vacation, assign them to the phase that corresponds with their name on this project.

Create a report

Now, you can create a time report, grouped by phase name and then by team member, to see the remaining vacation time for each person. 

Internal PTO Project
Internal PTO Project Report