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Prerequisites

Before configuring vacation and availability tracking:

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How availability is calculated

Planningboard calculates per-user capacity from the Teams Service, using each user’s Polarion working calendar for the Plan’s date range. The formula is:
A negative availableCapacity value indicates the user is overallocated.
Users who have no calendar defined and no team assignment entry default to a totalCapacity of 0.0. They will always appear fully allocated regardless of actual workload.
The capacity values vary per Plan column because each Plan spans different dates — a user on vacation during one sprint has lower totalCapacity for that column automatically, without any manual adjustment.
1

Verify user calendar entries in Polarion

Planningboard reads capacity from each user’s Polarion working calendar. If a user has no calendar defined, the system falls back to the base calendar configured in nextedy.gantt.calendarHolder.
  1. In Polarion, go to Administration > Calendars.
  2. Confirm each team member has a calendar assigned.
  3. Mark vacation or unavailability as off days on the user’s calendar for the relevant date ranges.
If most team members share the same calendar, configure nextedy.gantt.calendarHolder with the ID of a base user whose calendar serves as the default fallback. This reduces per-user calendar setup overhead.
2

Set the assignment percentage on team membership work items

The Teams Service reads capacity percentage from team assignment work items. Each assignment work item must have:
  • A from date field — when the team membership starts
  • A to date field — when the team membership ends
  • A capacity percentage (the field name depends on your team work item type setup)
Assignments outside the Plan’s date range are excluded automatically from capacity calculations. This means a user who joins or leaves mid-sprint will have their capacity prorated to the actual overlap.
3

Enable capacity modifiers (optional)

If your team work items include capacity modifier fields to account for ceremonies, overhead, or other availability reductions, enable this in your Polarion system configuration:
When enabled, the modifier percentage is read from the capModA field on the team work item and applied as a reduction to the calculated capacity. The default value of nextedy.gantt.useTeamCapacityModifiers is false.
Configuration properties are whitespace-sensitive. Ensure there are no leading or trailing spaces around property names or values, or the setting will be silently ignored.
4

Enable per-user capacity display on the board

To show per-user capacity bars in swimlane summary cells, the board must use useTeamsService together with per-user capacity load:
  1. Open the widget parameters for your Planningboard.
  2. Under Capacity, confirm that the Teams Service integration is active.
  3. For per-user capacity bars, ensure multiCapacityLoad is configured — this shows each user swimlane’s own capacity progress rather than an aggregate column total.
See Track User Capacity for the full widget parameter configuration steps.

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How vacation days appear on the board

Sprint 3 and Sprint 4 swimlane summary cells for Alice and Bob, showing Alice's Sprint 4 capacity bar reduced and marked on vacation with a 2-day cap at 100%, while Bob's bars stay consistent across both sprints
When Alice has vacation days marked in Sprint 4, her totalCapacity for that column is reduced proportionally. The capacity bar automatically reflects the shorter available window — no manual column adjustments are needed.

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Verification

After completing the steps above, open your Planningboard. In each Plan column, expand a user swimlane and check its summary cell. You should now see:
  • A capacity bar showing load relative to the user’s actual available hours for that sprint
  • Overallocated users showing a full or overflowing bar (negative availableCapacity)
  • Users on vacation in a given sprint showing a reduced total capacity for that column compared to adjacent sprints
If a user’s capacity bar shows 0% even though they have work assigned, check that their team assignment work item has both a from and to date, and that those dates overlap with the Plan’s date range. Assignments without date boundaries are filtered out of capacity calculations.

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Known limitations

Planningboard capacity load does not support work items with multiple assignees. If a work item has more than one assignee, capacity is not distributed across them — only a single primary assignee is used for capacity calculation. For multi-assignee planning, refer to Nextedy GANTT.
Capacity calculation uses remainingEstimate from the work items directly on the board. Effort tracked on child tasks nested below the board’s query scope is not rolled up into the parent’s allocated capacity. This is a known gap compared to GANTT’s capacity model.

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See also

KB Articles
  • Swimlane Assignment Types
  • Introduction to Planningboard
  • What is ‘Normalization’
Support TicketsSource Code
  • PlanningBoardDataService.java
  • PlanningBoardWidget.java
  • planningboard.js
  • capacityHelperData.cy.ts
  • UserCapacityInfo.java
Last modified on July 9, 2026