Set up a team vacation calendar everyone can use.
When someone plans a holiday, the rest of the team needs to know before booking a release, a workshop, or a client deadline. A shared calendar gives those dates one place to live.
Start with the next few weeks
- Create a free Parasol board and give it your team’s name.
- Add a row for each teammate, then enter the time off you already know about.
- Choose the public-holiday countries your team works in. You can show several countries together.
- Share the board link in your team chat and ask everyone to check their own dates.
One person can set up the first draft. Teammates can open the same link and update it without making accounts.
Agree what the colours mean
Parasol separates time away into Out of Reach, Partial, and Available. For example, a holiday could mean no meetings, a half-day could mean limited availability, and a workation could mean working from somewhere else. Agree the meaning inside your team so nobody has to guess. Keep sensitive personal details out of entry titles and notes.
Make the calendar part of planning
Check the timeline when assigning work or choosing meeting dates. When plans change, update the existing entry so everyone sees the same dates. A horizontal row for each person makes overlaps easier to spot across several months.
Keep the link somewhere people can find again. Our Slack setup guide shows one way to do that.
Choose the right level of access
Anyone with the board link can view and edit it. Share it only with your team and add the optional board password if you need another access check. Parasol currently has no individual roles or approval workflow; agree time off through your existing process before adding it.
Start with a spreadsheet
Prefer planning in Excel or Google Sheets? Our free 2027 team vacation planner includes a full-year calendar and automatic full and half-day totals. Download it without leaving an email address.
What does it cost?
The shared calendar is free for teams of up to 50 people per board. There is no trial countdown or card required. See the full free plan, or watch the demo before starting.