Team calendar

View your team’s time-off schedule at a glance and approve pending requests.

Overview

The Team Calendar gives managers and administrators a visual overview of employee time-off. It shows planned and pending absences on a timeline, allowing you to:

• See when team members are away
• Identify scheduling conflicts
• Approve pending time-off requests

Accessing the calendar

Navigate to Team Calendar in the sidebar.

What you see

The calendar displays employees as rows with their time-off periods shown as colored bars on the timeline:

Each bar shows the type of time off (e.g., “Vacation”, “Sick leave”) and duration when you hover over it.

Filtering the view

Use the filters above the calendar to narrow down what you see:

• Search — Find employees by name
• Organization Unit — Show only employees from specific departments
• Manager — Show only employees reporting to specific managers
• Time-off Status — Show only planned, pending, or both

Click Reset to clear all filters.

Following the units you care about

Click the star next to an Organization Unit to follow it. Starred units become your default view: they are back the next time you open the calendar, on your computer as well as your phone.

Your own unit always comes first — both in the filter list and among the calendar rows — so your own team stays at the top however many units you follow.

Navigating the timeline

• Use the ← and → buttons to move backward or forward in time
• Click Today to jump to the current week

The calendar automatically adjusts how many days it shows based on your screen size.

Approving time-off requests

If you have permission to approve an employee’s time off, pending requests will show an Approve button when you hover over them.

1. Hover over an orange (pending) time-off bar
2. Click Approve in the tooltip

The time off is immediately approved and the bar turns blue.

Creating time off from the calendar

Managers and administrators can create time-off requests directly from the calendar:

1. Drag across day cells on an employee’s row to select a date range
2. The time-off request form opens, prefilled with the employee and selected dates
3. Complete the request and submit

You can also click Add time off in the toolbar to create a request without selecting dates first. The form opens on the month the calendar is showing, with no dates chosen and your accounts already listed — so scrolling the team calendar to August and clicking it asks about August, not about today.

The drag-to-create action only appears on rows where you have permission to create time-off requests for that employee.

Using the calendar on your phone

On a phone, the Team Calendar swaps the timeline for three views made for small screens. Switch between them with the Day , Week , and Month buttons at the top.

• Week shows each team member with their own seven-day row. Tap a colored bar to see the details and, if the request is waiting for a decision, approve or decline it. Tap an empty day on someone’s row to register time off for them starting on that day.
• Day answers “who is away today?” — it lists who is away, which requests are waiting for your decision (with Approve and Decline right on the card), and who is in.
• Month shows the whole month with colored dots for each person away on a day. Tap a day to see who is away and to add time off on that date.

The colored chips above the calendar show which time-off types occur in the period you are viewing, with a count of people per type. Tap a chip to show only that type; tap it again to show everything again. Public holidays in the period are listed beneath the calendar.

To move around, swipe left or right, use the arrow buttons, or tap the period label to jump straight to another month. The Today button appears whenever you have navigated away from the current date. Use the round + button in the corner to request time off for yourself.

Time-off type visibility

By default, the calendar shows the type of time off (for example, “Vacation” or “Sick leave”) only to users with sensitive time-off read permission. Regular users still see the period bar, duration, and status, but the label shows a generic “Time off” instead of the specific type.

This protects employee privacy while still giving team members visibility into availability.

Who can see what

The Team Calendar respects your organization’s access rules:

• Administrators see all employees
• Managers see employees who report to them (directly or through the organization hierarchy)
• Org unit heads see employees in their unit and sub-units

If you don’t see an employee you expect to see, check that:

• The employee has an active employment
• You have the appropriate role to view that employee