A resource calendars template is the structured document that identifies when each specific resource — team member, equipment, or material — is available to work on project activities. According to the Project Management Institute (PMI), resource calendars are a key output of the Acquire Resources process in the Resources Performance Domain of PMBOK 8, and serve as essential inputs to the Estimate Resources and Monitor and Control Schedule processes. Without accurate resource calendars, schedule development produces dates that cannot be met because they ignore the real availability constraints of the people and equipment assigned to the project.

What are Resource Calendars?

A resource calendars template provides a calendar that identifies the working days and shifts during which each specific resource is available for project work. In PMBOK 8, resource calendars include the start and end of normal business hours, weekends, and public holidays for each resource. The calendars document when, and for how long, identified team and physical or virtual resources will be available during the project — at the activity level or project level. Resource calendars may also capture attributes such as a resource's experience level, skill level, and geographical location, all of which affect how that resource can be scheduled. The information on resource availability during planned activity periods is used directly in estimating resource utilization and developing realistic schedule models.

What's Included in This Resource Calendars Template?

• Resource Identification - Name or identifier of each team member, equipment unit, or material resource, along with their role, department, and location.
• Standard Working Hours - The normal daily working hours for each resource, including start and end times, lunch breaks, and any shift patterns applicable to the project.
• Non-Working Days - Public holidays, organizational holidays, and approved leave for each resource that reduce their availability during the project period.
• Planned Absences and Partial Availability - Periods when a resource is available only part-time due to other project assignments, training, travel, or known personal leave.
• Resource Availability Windows - Start and end dates during which each resource is allocated to the project, reflecting when they join and when they are scheduled to be released.
• Geographic and Time Zone Considerations - For distributed teams, the local working hours, public holidays, and time zone offset for each resource location.
• Calendar Version and Approval - Version number, date last updated, and the name of the person responsible for maintaining calendar accuracy.

How to Use This Resource Calendars Template (PMBOK 8)

1. Create individual calendars for each resource during Acquire Resources - As each team member and equipment resource is confirmed, document their working pattern and availability constraints before they are scheduled onto activities.
2. Align resource calendars with the project calendar - The project calendar defines working days for the project as a whole; resource calendars capture the individual variations that differ from that baseline.
3. Feed resource calendars into the schedule model - Scheduling tools use resource calendars to ensure that activity durations are calculated using only days when the assigned resource is actually available.
4. Update calendars whenever availability changes - Unexpected absences, reassignments, or new resources entering the project require calendar updates and a corresponding review of affected schedule activities.
5. Use calendars in resource optimization - When leveling resources or applying resource smoothing, the scheduling tool must have accurate calendar data to produce valid, achievable schedules.
6. Archive calendars at project close - Actual availability patterns become historical data for estimating resource availability on future projects of similar type and duration.

When to Create This Document (PMBOK 8)

Resource calendars are created as outputs of the Acquire Resources process, which is performed periodically throughout the project as resources are confirmed and onboarded. In PMBOK 8, the initial set of resource calendars should be established during planning, before the project schedule is finalized, so that the schedule model reflects actual resource availability from the start. Resource calendars are then updated throughout the project as team members join or leave, availability changes, and additional physical or virtual resources are acquired.

Related Templates

• Resource Management Plan Template
• Resource Requirements Template
• Project Schedule Template
• Team Charter Template
• Work Breakdown Structure Template

Complete Guide & Filled-In Example

Get the most out of this template with the two companion resources below:

• Resource Calendars in PMBOK 8 - Complete Guide - Understand the purpose, key elements, and best practices before filling in the template.
• Download the Filled-In Example - Project Phoenix - See exactly how this document was completed for a real $72K website launch project.