Managing and Exporting Calendars

 

This article explains which information is available to your employees within the different view options of the company calendar, and how they can influence and export the calendars that they have access to.

 

The Events Calendar

The Personio company calendar offers two view options. In the Events calendar option, employees can show or hide appointments depending on the access permissions of their assigned role. Additionally, they can filter by Office, Department, and Team.

See in the screenshot below how My calendar and Public holidays/Office are displayed, but the Birthdays calendar is not:

Events_Calendar.png

My calendar contains an employee’s Reminders, Performance appointments and Recruiting appointments. Your employees can also choose between Monthly or Yearly calendar views by clicking the respective buttons.

Here a screen section with a view by year:

Events_Calendar_Yearly.png

 

The Absence Timeline

In addition to the Events calendar, the Absence timeline view offers an overview of all employee absences. Depending on an employee’s access permissions or those of their role, the types of absence that have previously been defined for the company are displayed either separately, or in a summarized form. Find more information on granting access rights for calendars, and on setting options, in our article Configure the aggregated absence calendar.

Absence_Timeline.gif

The employee list is sorted alphabetically by first name; the logged-in employee appears at the top. Same as in the Events calendar, filtering is available by Office, Department and Team. Additionally, via the All Status option, you can choose to display only those employees who are absent today or have planned an absence. Click on the More options button (three dots) to navigate directly to your own absence calendar and to apply for an absence.

Click the bar that marks an absence period in the calendar to display the details of that absence in a pop-up field.

Pending_Requests.png

In addition to the employee filters, it is also possible to display particular types of absences only. Furthermore, the Pending requests pop-up field allows you to approve or reject applications for absences that have not yet been confirmed.

Absence_grau.png 

Extended Functionalities of the Absence Calendar

Administrators and other employee roles with respective access rights to the calendar have further options available to them.

Absence_Timeline_all_absences.png

In addition to the employee filters, it is also possible to display particular types of absences only. Furthermore, the Pending requests pop-up field allows you to approve or reject applications for absences that have not yet been confirmed. 

Absence_Requests_Detail.png

A click on the framed selection directly on the calendar page also opens a pop-up window which displays details of the request and offers the option to confirm or reject.

Open_Home_Office_Request.png 

 

Exporting the Calendar

To export your Personio calendar to an external application, e.g. Google Calendar, navigate to Export from one of the calendar views. 

Then copy the link under ‘Link to calendar’ and add it as a new calendar in Outlook or Google Calendar.

The Personio calendar export is set such that all absence types that have been ticked are displayed together in a summarized form in the external application.

Should you wish to be able to differentiate between the different types of absence, you can export these separately. To do this, select the desired absence type by itself and add it as a separate calendar (link) in the external application:

ical_Export.png

The synchronization of the exported calendar happens automatically as your calendar application regularly retrieves the current status of the Personio calendar via the provided link.

You can decide which calendars are available to your employees for export when configuring the calendar permissions for each employee role.

 

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