Team PTO planner
A PTO planner that actually reshapes the timeline.
A team PTO planner is a tool that records who is out, when, and — critically — what that means for the work in flight. Most PM tools treat PTO as a parallel calendar that nobody looks at; the project plan goes on assuming everyone is at their desk. All Do treats PTO as a first-class input: when a task crosses someone's time off, the bar visually splits at the PTO boundary and the working-day count stays honest. Free, web-based, built for teams up to ten people.
Try All Do — freeThe reason most PM tools are bad at PTO
The pattern is depressingly consistent. The team has a project plan in tool A — Jira, Linear, Asana, Trello, ClickUp, take your pick. The team has a vacation tracker in tool B — a shared Google Calendar, a Notion database, an HR portal, or a paper sign-up. Tool A doesn't know about tool B. Result:
- Someone schedules a five-day deliverable that lands during the lead designer's already-approved week off.
- The PM has to manually shift dates the morning the vacation starts.
- The deadline that was sent to the client last week is now wrong, and nobody told the client.
- Six weeks later this happens again. With a different teammate. With a different deliverable.
The root cause is that PTO is treated as a fact about people, not as an input to the plan. The two systems never talk.
What "PTO reshapes the timeline" actually looks like
In All Do, each teammate has their own PTO entries. They live on the same data model as tasks — same person, same date axis, but a different shape (a striped grey overlay across the swimlane). When you assign a task that overlaps PTO days:
- The task bar splits visually at the PTO boundaries. You can see, instantly, that two of the five days fall inside a vacation.
- The task's working-day count is honest. A "5-day task" that crosses 3 PTO days now spans 8 calendar days. The right edge of the bar — the deadline — moves accordingly.
- If you then drag the task to earlier or later, the same math reapplies. Drop it in a different teammate's swimlane, and it recomputes against their PTO.
- The capacity strip for the affected week shifts colour from green to amber to red as remaining bandwidth shrinks.
None of this is a separate "PTO module". It's the same shape as a task — just rendered differently, and treated by the deadline math as days off.
How to record PTO in All Do
By hand
Drag on an empty area of a teammate's swimlane to open a small modal: pick PTO as the type, set the date range, add a label ("conference", "wedding", "out sick"). It's a single gesture.
By Google Calendar import
If your team uses Google Calendar for OOO events, connect it once and All Do will pull events on selected calendars and offer to convert them into PTO entries for the right person. Connection is per-teammate; events stay private unless they're explicitly imported.
By file import
If you have an existing spreadsheet — XLSX / CSV — All Do auto-detects rows whose name contains PTO, Holiday, or Vacation and routes them to the time-off lane rather than the task lane. You can dry-run the import to see the mapping before committing.
Open All DoWhat's intentionally out of scope
All Do is a planner, not an HR system. Specifically, we don't do:
- PTO balance / accrual tracking. If you need to know how many days of leave each employee has earned, used, and is owed, that's HRIS territory (BambooHR, Rippling, Gusto). All Do records the date range, not the entitlement.
- Approval workflows. Submit → manager approves → HR records. Not us.
- Half-day granularity (yet). Today PTO is whole calendar days. Half-day handling is on the roadmap; the spec is straightforward but the UX deserves real thought.
- Pre-loaded national holiday catalogues. You can mark calendar days as "off" globally, but there's no "import US 2026 holidays" button. Coming, eventually.
When this is the right tool
- You're a team of 2–10 people and someone's vacation regularly breaks a deadline that wasn't caught in time.
- You already use a PM tool that doesn't account for time off, and you're tired of doing the math by hand.
- You want a single read-only link your client can open to see the plan, with the vacations visible as part of the plan rather than as a footnote.
- You want it to be free for the foreseeable future.
Frequently asked questions
What does it mean for PTO to 'reshape' a task?
In All Do, when a task crosses someone's PTO days, the bar visually splits at the PTO boundaries — and the task's working-day count stays correct. A five-day task that crosses a three-day vacation now spans eight calendar days. The deadline shifts to reflect what is actually true.
How is this different from a separate vacation calendar?
A calendar shows when someone is out. A planner that knows about PTO shows what that means for the work in flight. The first is a fact; the second is a consequence. Tools that keep the two separate force the project manager to manually re-do the math every time a vacation is added — which means nobody does it consistently.
Does All Do import PTO from Google Calendar?
Yes — All Do can import time-off events from Google Calendar and create PTO entries for the right teammate. There's also a file-import path: CSV / XLSX rows whose name field matches PTO, Holiday, or Vacation are auto-detected as time off rather than as tasks.
Can I record team holidays or company-wide closures?
Yes. You can mark a calendar day as "off" on the timeline for everyone, and the same task-reshaping math applies. Half-days and a built-in holiday catalogue are on the roadmap; today you can mark them manually.
How much does this cost?
Nothing. All Do is free for everyone — no paid tier, no card, no seat cap. PTO handling is part of the core product, not a paid add-on. Aetix LLC operates the product.