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Troubleshoot your Team calendar

Use this article to troubleshoot who sees what in your Team calendar. It covers two common problem areas:

  • Employees have access to more time off information than they should.
  • Employees don’t have access to enough time off information,

Each section explains what to check and how to adjust settings, with clear steps to reach the intended level of access.

Before you start

  • To follow the steps in this article, you need Administrator permissions.
  • Familiarize yourself with the greyed out and in color views of the calendar and their differences.
  • Make a note of which employees are impacted, and their employee roles.
  • If an employee has multiple roles assigned to them, remember that the most open permissions from any assigned role apply. Plan to review each relevant role.
  • If an employee can't see their own time off periods in their calendar, it's likely they have filtered out specific types of time off from the calendar. To solve this, follow the steps in this article. 

While troubleshooting

  • Make a note of the settings you edit, in case you need to revert them.
  • Have a test employee in any affected role to verify results quickly in the Team calendar.
  • After any change, refresh the Team calendar to double-check if the problem has been resolved.

Employees have access to more time off information than they should

Use this section to reduce your employees’ visibility over the Team calendar in a controlled order. The steps start with the widest access and narrow down. Identify the scenario that applies to you and follow the steps until you reach the intended level of access.

Employees see time off periods for employees they’re not supposed to

This happens when employees have access to the calendar of a wider group of employees than they should. Follow these steps:

  1. Go to Settings.
  2. In the Organization section, click Roles & permissions.
  3. Click All Employees > Permissions.
  4. Scroll down and open the Time off section. Locate the type of time off in question and make sure the View permissions for it are set to Own. If the employee role is responsible for approving time off requests, make sure the permissions only cover the group of employees they’re responsible for, instead.
  5. At the top of the screen, click Calendars.
  6. Scroll down to the Team calendar > Time off section.
  7. Using the dropdown menu, review the group of employees whose time off should appear greyed out for this role.
  8. Scroll down to Time off types.
  9. Using the dropdown menu, review the group of employees whose time off should appear in color for this role.
  10. Apply the changes.

Repeat steps 2 to 9 for any other relevant employee role.

Employees see a type of time off in the Team calendar in color instead of greyed out

  1. Go to Settings.
  2. In the Organization section, click Roles & permissions.
  3. Click All Employees > Permissions.
  4. Scroll down and open the Time off section. Locate the type of time off in question and make sure all permissions for it are deselected.
  5. Review and save the changes.
  6. At the top of the screen, click Calendars.
  7. Scroll down to Time off types.
  8. Locate the type of time off the employees should only see greyed out.
  9. Select No access from the dropdown menu.
  10. Apply the changes.
  11. Go back to Settings.
  12. In the Time off & attendance section, click Team calendar.
  13. Make sure the affected type of time off is selected, and apply the changes if necessary. This ensures the time off appears greyed out.

Repeat steps 2 to 9 for any other relevant employee role.

Employees see a type of time off greyed out in the Team calendar when it should not appear at all

  1. Go to Settings.
  2. In the Time off & attendance section, click Team calendar.
  3. Make sure the type of time off you would rather not appear is not selected, and apply the changes if necessary.

Employees can request a type of time off they shouldn’t be able to

  1. Go to Settings.
  2. In the Organization section, click Roles & permissions.
  3. Click All Employees > Permissions.
  4. Scroll down and open the Time off section.
  5. For each of the type of time offs in the list:
    • If the employee should see the time off but not request the type of time off, set View permissions to Own, and no Propose or Edit permissions.
    • If the employee shouldn’t see the type of time off at all, deselect all permissions.
  6. Review and save the changes.
  7. If the type of time off shouldn’t appear in the Team calendar at all, follow these steps too.

Repeat steps 2 to 5 for any other relevant employee role.

Employees don’t have access to enough time off information

Use this section to broaden your employees’ visibility in the Team calendar step by step. The steps start with the least access and build up. Identify the scenario that applies to you and follow the steps until you reach the intended level of access.

Employees can’t request a specific type of time off 

This happens when employees don’t have the necessary permissions, or when they don’t have a time off policy assigned to them. Follow the steps in this article to solve the issue.

Employees can’t see a specific type of time off in the Team calendar

If you want the employees to be able to request the time off as well as see it, follow the steps in this article.

If you only want employees to see the type of time off in the calendar, but not be able to request it, follow these steps instead:

  1. Go to Settings.
  2. In the Time off & attendance section, click Team calendar.
  3. Make sure the type of time off you want to appear is selected, and apply the changes if necessary.
  4. Click the arrow on the top left to go back to the Settings.
  5. In the Organization section, click Roles & permissions.
  6. Select the employee role that should see the type of time off in the calendar, then click Calendars.
  7. Scroll down to the Team calendar > Time off section.
  8. Using the dropdown menu, review the group of employees whose time off this role should see greyed out.

Repeat steps 4 to 6 for any other affected employee role. 

Employees can’t see a specific time off color in the Team calendar

  1. Go to Settings.
  2. In the Organization section, click Roles & permissions.
  3. Select the employee role that should see the type of time off in color, then click Calendars.
  4. Scroll down to the Time off types section.
  5. Locate the type of time off that doesn’t show in color.
  6. Using the dropdown menu, select the group of employees whose time off will be visible in color to users in this role.

Repeat steps 2 to 5 for any other affected employee role. 

Employees can’t see time off for colleagues they should be able to 

  1. Go to Settings.
  2. In the Organization section, click Roles & permissions.
  3. Select the employee role that should see the type of time off, then click Permissions.
  4. Find and click Personal Data, then make sure the View permissions for Public profile include the colleagues that should appear in the calendar. Note: this also grants access to the respective employee’s profile in other areas of the system.
  5. Review and save the changes if necessary.
  6. At the top of the tab, click Calendars.
  7. Scroll down to the Team calendar > Time off section.
  8. Using the dropdown menu, select the group of employees whose time off should appear greyed out for this role.
  9. Scroll down to Time off types.
  10. Using the dropdown menu, select the group of employees whose time off should appear in color for this role.
  11. Apply the changes.

Repeat steps 2 to 10 for any other affected employee role.
 

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