> ## Documentation Index
> Fetch the complete documentation index at: https://learn.nextedy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Set Up Work Item Calendars

> Configure a dedicated Polarion project with work item-based calendars to manage user-specific schedules, holidays, and capacity adjustments for accurate resource planning in Nextedy GANTT.

export const LastReviewed = ({date}) => {
  if (!date) return null;
  const formatted = new Date(`${date}T00:00:00Z`).toLocaleDateString("en-US", {
    year: "numeric",
    month: "long",
    day: "numeric",
    timeZone: "UTC"
  });
  return <p className="mt-10 text-sm text-gray-400 dark:text-zinc-500 not-prose">
      Last reviewed on {formatted}
    </p>;
};

## Prerequisites

* A Polarion project created from the **Gantt Calendars** template (or manually configured with the required work item types)
* Access to **Administration > Configuration Properties** on both the calendar project and consuming projects

<Steps>
  <Step title="Create the Calendar Project">
    1. Download the Gantt package from [gantt.nextedy.com/download/](https://gantt.nextedy.com/download/)
    2. Locate `nextedy_gantt.zip/com.nextedy.polarion.gantt/template/WorkItemsCalendarTemplate.zip`
    3. Upload it as a Project Template via the **Project Templates** global administration page
    4. Create a new project based on the **Gantt Calendars** template

    The template pre-configures four work item types:

    | Work Item Type | ID              | Purpose                                                                    |
    | -------------- | --------------- | -------------------------------------------------------------------------- |
    | **Calendar**   | `calendar`      | Defines regular weekly working hours (global or per-user)                  |
    | **Time Off**   | `timeoff`       | Marks non-working periods (holidays, vacations)                            |
    | **Time On**    | `timeon`        | Overrides Time Off for specific users who must work                        |
    | **Tweak**      | `scheduletweak` | Adjusts working hours for a date range without changing working/off status |
  </Step>

  <Step title="Enable Work Item Calendar Properties">
    Add the following properties under **Administration > Configuration Properties** in your calendar project:

    ```
    nextedy.gantt.workitemCalendar.projectId=<PROJECTID>
    nextedy.gantt.workitemCalendar.globalID=<WORKITEMID>
    ```

    Replace `<PROJECTID>` with the project ID of your calendar project and `<WORKITEMID>` with the ID of a Calendar-type work item to use as the global calendar.

    <Warning title="Apply to Both Projects">
      You must set these properties on **both** the calendar project and any projects that consume it. If the consuming project does not have these properties, calendar data will not load.
    </Warning>
  </Step>

  <Step title="Create a Global (Company) Calendar">
    1. In your calendar project, create a new work item of type **Calendar**
    2. Set the weekday fields using the format `HH:mm,HH:mm` (for example, `09:00,17:00` for an 8-hour workday)
    3. Set Saturday and Sunday to `-` (explicitly non-working)
    4. Leave the **Assignee** field empty for a global calendar
    5. Set the **From** and **To** date fields to define the calendar's validity period

    <Tip title="Weekday Field Format">
      Use `HH:mm,HH:mm` for working hours, `-` for explicitly non-working days, or leave empty to inherit from a parent calendar.
    </Tip>
  </Step>

  <Step title="Create User-Specific Calendars">
    1. Create a new **Calendar** work item for each user
    2. Link it to the global calendar using the **inherits from** link role so it inherits the base schedule
    3. Set the **Assignee** field to the target Polarion user
    4. Override only the weekday fields that differ from the global calendar (leave others empty to inherit)

    <Warning title="Assignee Required">
      User calendars must have the **Assignee** field set. Without it, the Gantt cannot match the calendar to the correct resource.
    </Warning>
  </Step>

  <Step title="Add Exceptions">
    Link exception work items to the appropriate calendar using the **affects** link role:

    * **Time Off**: Create for vacations or holidays. Link to the global calendar for company-wide holidays, or to a user calendar for individual time off.
    * **Time On**: Override a Time Off period for a specific user who must work during a global holiday.
    * **Tweak**: Adjust hours for a date range. Set both `workstart` and `workend` fields to define the modified work window.

    <Frame>
      <img src="https://mintcdn.com/none-17b4493f/DDjWgCW2DWY5biNv/gantt/diagrams/guides/calendars/work-item-calendar/diagram-1.svg?fit=max&auto=format&n=DDjWgCW2DWY5biNv&q=85&s=9f045cd094390600d53de4bf539fa369" alt="diagram" style={{ maxWidth: "620px", width: "100%" }} width="620" height="250" data-path="gantt/diagrams/guides/calendars/work-item-calendar/diagram-1.svg" />
    </Frame>
  </Step>

  <Step title="Enable in the Gantt Widget">
    Open the Gantt widget parameters and navigate to the **Working Calendars** section:

    1. Set **Use Working Calendar** to **Yes**
    2. Set **Load User Calendars** to **Yes**
    3. Optionally enable **Load Team Assignments** for team-scoped capacity

    <Tip title="Progressive Disclosure">
      The Working Calendars settings are interdependent. **Load User Calendars** only appears after enabling **Use Working Calendar**, and **Load Team Assignments** only appears after enabling both.
    </Tip>
  </Step>
</Steps>

## Verify

You should now see grey markers in the resource view for days where users are unavailable. If a user has a Tweak reducing their capacity, the resource view shows the reduced hours and highlights overload with a red indicator.

## See Also

* [Use Calendars from Another Project](/gantt/guides/calendars/cross-project-calendar)
* [Import Calendars from CSV](/gantt/guides/calendars/csv-calendar-import)
* [Customize Working Hours per Resource](/gantt/guides/calendars/working-hours-per-resource)
* [Configure Capacity Modifier Fields](/gantt/guides/calendars/capacity-modifier-fields)
* [Troubleshooting Calendar Integration Issues](/gantt/guides/troubleshooting/calendar-issues)

<LastReviewed date="2026-06-24" />