Configuring an Aggregated Absence Calendar


The following article provides instructions for configuring an aggregated absence calendar, a calendar which allows your employees to see when their colleagues have scheduled time off without showing the specific type of absence.

Please make the following settings in Personio to configure the calendar and give your employees access to it:

Configuring the Aggregated Absence Calender

Navigate to Settings > Calendars.

Determine the absence types you want the calendar to display by checking the boxes for the relevant types of absence.

In the following example, all of the different types of absences have been selected and will be summarized in the ‘Absence Timeline’ calendar.



Configuring Calendar Access Rights

Once you have configured the absence calendar, you have the ability to assign access rights. It is worth noting that you can grant individual access to the calendar for every role defined under Settings > Employee Roles. See this article for further information on how to configure roles.

Next, go to Settings > Employee Roles > Calendars.Here, you can decide for each individual role what type of calendar access members of particular roles should have.

We recommend that you initially set up calendar access for the role All Employees, since this is the most sensitive setting with regard to privacy protection.

Decide which employee roles should be given access to the absence calendar. In the example below, you can see that all members of the selected role have global access to the aggregated absence calendar for all of the company’s employees.

Click here for further information and an explanation of the concepts related to configuring calendars. 

By integrating all absence types into your calendar, as in the example above, you do not give access to individual absence calendars. The following screenshot shows an example of how calendar access rights could be configured:


In some cases, it can, however, make sense to have a certain absence type displayed separately. Under Settings > Employee Roles > Calendar, you are able to give your employees access to individual calendars. Alternatively, you can remove a certain absence type from the aggregated absence calendar if you wish.

As a result, there are many ways to offer your employees exactly the degree of transparency you want. 

Further information about how to manage individual calendars in the Employee Profile can be found here


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