A list showing your team members’ time off is great. But a Gantt chart is so much better.

The Visibility Problem

When you are routing leads or tickets in HubSpot, you need to know who is available. Not just right now — over the next week, the next month. Who is on holiday next Tuesday? Who has overlapping leave with the backup rep? Is there a window where nobody is covering the EMEA queue?

HubSpot stores out-of-office information, working hours, and availability status for each user. But there is no single view that shows you the team picture. You end up checking individual user settings one by one, or maintaining a separate spreadsheet that goes stale the moment someone changes their plans.

What Smart Lead & Ticket Routing Shows You

Smart Lead & Ticket Routing includes a Gantt-style availability view that shows your entire team’s schedule at a glance.

You see:

• Who is available right now — green blocks for users currently in working hours and not marked away
• Upcoming out-of-office periods — blocks showing exactly when each team member is off and when they return
• Working hours — each user’s schedule with timezone awareness, so you can spot coverage gaps across regions
• Overlap and gaps — immediately visible when two reps are off at the same time, or when a queue has no coverage

This is the same data HubSpot already has. The Gantt chart just makes it usable.

Why This Matters for Routing

The Round Robin action in Smart Lead & Ticket Routing already uses this availability data to skip unavailable users automatically. Leads do not get assigned to someone who is on holiday. Tickets do not land with a rep outside their working hours.

But the Gantt chart adds a layer that the automation alone does not provide: planning visibility.

When you can see the team schedule laid out visually, you can:

• Plan coverage before gaps happen — spot a week where three reps overlap on leave and adjust before leads start falling through
• Brief backup reps with context — you know exactly who is covering for whom and for how long
• Set expectations with leadership — “response times may increase next week because two of four reps are off” is a conversation you can have proactively instead of reactively
• Validate that routing is working — see at a glance that the Round Robin is actually skipping the right people during the right windows

The Data Is Already There

This is not a new data entry requirement. Smart Lead & Ticket Routing reads directly from HubSpot’s existing user settings:

• Working hours configured per user
• Out-of-office events from HubSpot user settings
• Availability status (requires Service Hub or Sales Hub depending on the status type)

If your team already has working hours and out-of-office configured in HubSpot, the Gantt chart works immediately after install. No additional setup.

Try It

Smart Lead & Ticket Routing is free for up to 50 executions per month, including the Gantt availability view.

Install: Here

Learn more: Smart Lead & Ticket Routing