Calendars
Configure organization, project, and resource calendars to define working days, hours, and exceptions for scheduling.
Overview
ProBeya calendars define when work can be scheduled. They control which days are working days, how many hours per day are available, and what exceptions (holidays, shutdowns, special events) apply. Calendars are used by the PPM (Project Portfolio Management) module to calculate task durations, resource availability, and timeline projections.
Calendar Types
| Type | Scope | Use Case |
|---|---|---|
| Organization | Applies to all projects and resources by default | Company-wide working hours and public holidays |
| Project | Overrides the org calendar for a specific project | Projects with non-standard schedules (e.g., 24/7 production support) |
| Resource | Overrides for a specific team member | Part-time employees, shift workers, or contractors with different availability |
Calendar Hierarchy
Calendars follow a parent-child inheritance model:
Organization Calendar (base)
└── Project Calendar (overrides org defaults)
└── Resource Calendar (overrides project defaults)
Child calendars inherit all settings from their parent and can selectively override:
- Working days — which days of the week are work days
- Work hours per day — the number of productive hours per day
- Exceptions — holidays, shutdowns, or special working days
When a child calendar does not override a setting, the parent’s value is used. The resolution walks up the chain until a value is found.
Creating a Calendar
Open Calendar Settings
Navigate to Settings > Calendars or Project Settings > Calendar depending on the calendar type you want to create.
Click Create Calendar
Click New Calendar and choose the calendar type (organization, project, or resource).
Configure Working Days
Select which days of the week are working days. The default is Monday through Friday.
| Day | Default |
|---|---|
| Monday | Working |
| Tuesday | Working |
| Wednesday | Working |
| Thursday | Working |
| Friday | Working |
| Saturday | Non-working |
| Sunday | Non-working |
Set Work Hours
Enter the number of productive work hours per day. The default is 8 hours.
Optionally Set as Default
Toggle Default Calendar to make this the organization’s default calendar. Only one calendar can be the default at a time — enabling this automatically unsets any previous default.
Select Parent Calendar
For project and resource calendars, select a parent calendar to inherit from. This is optional but recommended for maintaining consistency.
Managing Exceptions
Exceptions are specific dates that deviate from the normal weekly pattern. They are used for public holidays, company shutdowns, or special working days.
Exception Types
| Type | Effect |
|---|---|
| Holiday | The date is non-working (0 work hours) |
| Shutdown | The date is non-working, typically for plant maintenance periods |
| Half-day | The date has reduced work hours (e.g., 4 hours instead of 8) |
| Special | The date has custom work hours (e.g., a normally non-working Saturday becomes a working day) |
Adding Exceptions
- Open the calendar and click the Exceptions tab.
- Click Add Exception and fill in:
- Date — the specific calendar date
- Type — holiday, shutdown, half-day, or special
- Name — a label for the exception (e.g., “Christmas Day”, “Annual Shutdown Week”)
- Work Hours — the number of productive hours for that date (0 for holidays)
- Click Save.
Bulk Import
Use Bulk Import to add multiple exceptions at once — for example, importing an entire year’s public holiday schedule. Provide a list of dates, types, and names in the bulk import dialog.
Exception inheritance works the same as other calendar settings: child calendars can override parent exceptions. A project calendar can mark a company holiday as a working day if that project operates on a different schedule.
Calendar Utilities
ProBeya provides utility functions that consume calendar data for scheduling calculations:
| Function | Description |
|---|---|
| Is Working Day | Checks whether a specific date is a working day after applying the calendar chain |
| Get Work Hours | Returns the number of productive hours for a specific date |
| Duration Calculation | Computes the number of working days between two dates |
These are used internally by the timeline view, resource planning module, and critical chain scheduling engine.
Deleting a Calendar
A calendar can only be deleted if it has no child calendars referencing it as a parent. If child calendars exist, you must reassign or delete them first.
Deleting a calendar also removes all its exceptions. This action cannot be undone. Tasks and schedules that reference the deleted calendar will fall back to the organization default.
Best Practices
- Start with one organization calendar — define your company-wide working days and holidays first.
- Create project overrides sparingly — only when a project has genuinely different working hours or shift patterns.
- Import holidays annually — use bulk import to load the coming year’s public holidays at the start of each fiscal year.
- Review before deleting — check for child calendars and active project references before removing a calendar.
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