> ## 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.
# Track Vacation and Availability
> Set up Nextedy PLANNINGBOARD to reflect each team member's actual available capacity, accounting for vacation days, part-time assignments, and calendar-based off days — so capacity bars show realistic sprint totals.
## Prerequisites
Before configuring vacation and availability tracking:
* The Teams Service must be enabled and configured. See [Set Up Teams Service](/planningboard/guides/capacity/teams-service-setup).
* Swimlanes must use the **Users (Assignee)** assignment type. See [User and Assignee Swimlanes](/planningboard/guides/swimlanes/user-swimlanes).
* Capacity tracking (`capacityLoad`) must be enabled on the board. See [Configure Capacity Tracking](/planningboard/guides/configuration/capacity-configuration).
## 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:
```text theme={null}
totalCapacity = working hours in date range × assignment percentage
allocatedCapacity = sum of remainingEstimate for all tasks assigned to the user in the Plan
availableCapacity = totalCapacity − allocatedCapacity
```
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.
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.
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.
```text theme={null}
Team assignment work item
from: 2025-10-01
to: 2025-10-31
capacity: 80% ← user is 80% allocated to this team
```
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:
```properties theme={null}
nextedy.gantt.useTeamCapacityModifiers=true
nextedy.gantt.capacityModifierAField=capModA
```
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.
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](/planningboard/guides/capacity/user-capacity) for the full widget parameter configuration steps.
## How vacation days appear on the board
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.
## 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.
## 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](/planningboard/index).
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.
## See also
* [Set Up Teams Service](/planningboard/guides/capacity/teams-service-setup)
* [Track User Capacity](/planningboard/guides/capacity/user-capacity)
* [Track Team Capacity](/planningboard/guides/capacity/team-capacity)
* [Visualize Capacity Load](/planningboard/guides/capacity/capacity-visualization)
* [Capacity Calculation Issues](/planningboard/guides/troubleshooting/capacity-issues)
* [Configure Capacity Tracking](/planningboard/guides/configuration/capacity-configuration)
**KB Articles**
* Swimlane Assignment Types
* Introduction to Planningboard
* What is 'Normalization'
**Support Tickets**
* [#6777](https://support.nextedy.com/helpdesk/tickets/6777)
* [#6605](https://support.nextedy.com/helpdesk/tickets/6605)
* [#4714](https://support.nextedy.com/helpdesk/tickets/4714)
**Source Code**
* `PlanningBoardDataService.java`
* `PlanningBoardWidget.java`
* `planningboard.js`
* `capacityHelperData.cy.ts`
* `UserCapacityInfo.java`