Time off and capacity planning go hand in hand: someone on vacation isn't available, and the plan should know it. The Resource Management module handles the request-and-approval flow, and approved time off automatically reduces a person's capacity in the Resource center.
Requesting time off#
From Resources → Time off, submit a request with a type (vacation, sick, and so on), the dates, and any notes. Your request goes to your approver and appears in your "my requests" list. You can change a request while it's pending, and cancel it while it's pending or before approved time off starts. Once approved time off has started, ask an approver to change it.
Approving time off#
Approvers get a pending queue where they can approve or reject each request (with notes). An approver can also revoke an approval — sending it back to pending — if plans change. Nobody can approve, reject or revoke their own time off, unless they're the organization's only approver. Both requester and approvers are notified as a request moves along.
Effect on capacity#
Once time off is approved, those hours come out of the person's capacity for the affected weeks — so the heatmap, availability, and forecasts all reflect that they're out. This is why keeping time off in AspirePro matters: it keeps your staffing plans realistic.
Time off and HR#
Time off spans two modules, and it's worth knowing which owns what:
- Resource Management owns the request → approve → revoke workflow and the capacity impact (this page).
- HR owns balances, accrual policies, and adjustments — how much time off someone has earned and how it accrues.
They share the same underlying time-off records, so it's one system with two front doors: request and approve here, manage balances and policies in HR. Your available balances are shown on the time-off page for convenience, but they're maintained by HR.