Team availability
Team availability: see who's out in one view.
Team availability is knowing who's around and who's off over the weeks ahead — and seeing it at a glance, on the same picture where the work lives. For a team of two to ten it isn't an HR ledger of vacation balances; it's a coverage question you want to answer before you promise a date: who's here next week, who's on holiday, and is there a stretch where too few people are around to keep things moving? All Do is a free, web-based planner that draws each teammate's time off right on their timeline, so a thin week is something you notice while you can still plan around it.
Try All Do — freeAvailability is a coverage question, not an accounting one
There are two very different questions hiding under "time off." One is accounting: how many days has someone taken, what's their balance, who needs approval. The other is planning: who can actually do the work next week. A small team rarely needs the first. It badly needs the second, and usually finds out the answer too late.
The failure is familiar. You commit to a delivery for the week after next, and only when it slips do you realize two of the four people were on holiday the whole time. Nobody hid it; the time off was just recorded somewhere you didn't look while planning. Availability matters most at the moment you're making a promise, and that's exactly when a separate tracker is closed.
Why a separate PTO calendar quietly fails
Most teams start with a shared calendar or a time-off tab in a spreadsheet. It works until the day it matters. The problem isn't the tool; it's the distance. Time off in one place and the plan in another means you only reconcile them by remembering to — and the week you forget is the week it bites.
Two things actually help, and both come from putting availability and work in the same view:
Put time off on the same timeline as the work
When someone's holiday is drawn on their row, right under the tasks, you don't cross-reference anything. The gap is in the picture. Planning around it stops being a separate step and becomes something you can't miss.
Read availability down a week, not per person
The dangerous gap isn't one person out — it's several out at once. Looking down a single week across everyone surfaces the "half the team is gone" weeks that a per-person list hides.
Seeing who's out on the same picture as the work
All Do treats availability as part of the plan, not a separate document. The board is one timeline with a swimlane per teammate; each person's PTO and holidays are drawn directly on their row as striped overlays, so the work and the time off share one view.
Concretely:
- Time off on the timeline — record a teammate's holiday once and it's striped onto their row, in the same place as their tasks. No separate calendar to keep in sync.
- Scan a week, month, or quarter — one toggle changes the zoom, so you can check "this week's coverage" or "who's out across the quarter" from the same board.
- Coverage at a glance — look down a single week and the stretch where several people are striped out is immediately obvious, before you plan into it.
- PTO shapes the plan, too — because time off sits on the work timeline, tasks that cross it shorten automatically, so an available-looking week that's actually thin reads as thin.
- Read-only, anonymized share — hand anyone a link to see who's around without touching the plan; names show as initials on the shared view.
A 60-second start
Open alldo.app, sign in with Google, and you land in a sample board. Add your teammates, then mark each person's known time off — a holiday, a conference, a long weekend. Now scan the next few weeks: the rows tell you who's around, and any week with two people striped out is your coverage gap, visible before it costs you a deadline. Share the read-only link so the rest of the team can check availability without opening a separate calendar.
When you don't need this
To save you the trial:
- You're one or two people — you already know when the other person is out; you don't need a shared view to see it.
- You need approvals, balances, and accrual policy — that's an HR / PTO-management system; All Do shows availability, it doesn't administer leave.
- Your company already runs a leave tool everyone actually checks — keep it; the point is one place people trust, not a particular app.
- You're coordinating dozens of people across teams — the per-person swimlane stops scaling around ten.
Frequently asked questions
What does team availability mean in planning?
Team availability is simply who's around and who's off over a given stretch of time — and being able to see it at a glance before you plan against it. For a small team it's less an HR ledger than a coverage question: in the next few weeks, who's here, who's on holiday, and is there a stretch where too few people are around to keep things moving?
How is this different from a PTO or vacation tracker?
A PTO tracker answers "how many days has someone taken." Availability answers "who can actually do the work next week." The difference is where the time off lives: in a separate tracker it's an accounting record; on the same timeline as the work it becomes a planning signal you can see — a gap in the same picture where the tasks are. A small team rarely needs the ledger; it needs the picture.
How do you spot a coverage gap before it bites?
Put everyone's time off on one shared timeline and look down a single week: if two of four people are striped out the same week, that's a coverage gap you can see now instead of discovering on the morning nothing ships. The fix is cheap when it's visible — move a deadline, swap an owner, or just decide that week is a light one on purpose.
Do you need a separate calendar for team time off?
Usually not, for a small team. A separate shared calendar drifts out of date and lives away from the work, so you check it only after a plan has already assumed everyone was in. Recording time off in the same place you plan the work keeps one source of truth and means availability is always in view, not a tab you forget to open.
How does All Do show team availability?
All Do puts each teammate on their own swimlane of a shared timeline, with their PTO and holidays drawn right on it as striped overlays. One glance shows who's out and when, and because the time off sits in the same view as the tasks, a thin week is obvious. You can scan a week, month, or quarter, and share a read-only, anonymized link so anyone can see availability without editing the plan.