Periods closure and reopening

Owned by Zhenya Elfimova
Last updated: Dec 29, 2023
3 min read

Introduction

The period is a unit used on the team level. Periods are used to track the following metrics, calculated based on a fixed time frame:

  • spent time

  • capacity

Spent time calculation

Spent time is calculated for each team participant who has “work on issues” permissions in the team. It is calculated as the sum of hours. The total spent time is calculated as the sum of time spent by each participant with the respective role.

Capacity calculation

Capacity is calculated according to:

  • Workload calendar of the user

  • User's personal leaves, added on the “Manage availability” page of My Timesheets

  • Global holiday calendar, assigned to the user on a team level

Non-working days are excluded. It means that capacity for these days is zero. The capacity is calculated as the sum of working hours on working days of a period.

How to manage periods?

You can close the period on the day following the last day of the period. For example: If the current period is June, the period of June can be closed on the 1st of July.
You can close a period, if you have the team lead role or if you have any custom role in a team that includes the "manage this team" permission.

Team participants cannot log time to a closed period, change or delete any existing work logs of closed periods.

Any closed period can be reopened.

How to close a period?

To close a period, please open team overview and click on “Close period” button.

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Confirm your action after checking statistics y clicking on “Close period” button or cancel the action by clicking on “Cancel”.

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How to reopen a period?

To reopen a period, please open closed period and click on “Reopen period“ button.

Please confirm your action by marking checkbox “Yes, I confirm period reopening” (1) and clicking “Reopen period“ (2) on opened window.

Please note, that if the period is reopened, the actual capacity is shown. Starting from version 1.17.0, the capacity is saved as a snapshot, if the period is getting closed.

The capacity of periods, closed after update to the version 1.17.0, is not recalculated if the workload calendar, global calendar or personal leaves are changed. If the period is reopened, actual holiday calendars, personal leaves and workload scheme are taken and capacity is recalculated.

Data Center: Update to v. 1.17.0

Prior to version 1.17.0 the capacity of closed periods was calculated in real-time and according to actual workload calendars, holiday calendars, and personal leaves of the users.
If you would like to use the new functionality of closed periods snapshots, please update to version 1.17.0 and follow these steps before applying any changes to any workload calendars or non-working days:

  1. Update to version 1.17.0

  2. Reopen periods that have been closed before the update to version 1.17.0,

  3. Close reopened periods again

Period duration

The period duration is set on the configuration level by the administrator. There are two types of period duration: weekly and monthly. Each team uses the same period duration that has been set on the configuration level. Please contact your administrator for the details.