The Team calendar simplifies managing schedules and time off by giving employees a clear view of team availability. It helps reduce conflicts and improves coordination across teams.

This article explains how to set up and manage the Team calendar in Personio. It covers the difference between greyed out and in color views, how to control visibility for each time off type, and how to assign permissions to employee roles.

Greyed out and in color view

With two view levels, you can control what employees see based on their roles. The greyed out view shows general time off periods, while the in color view includes more details like time off types.

 For each time off type, you decide if it should be visible in the greyed out view or in the in color view. This gives you flexibility to manage visibility and privacy for each type of absence. The Team calendar sorts employees alphabetically. You cannot customize the sort order.

Before you start

General permissions

• To complete the setup outlined in this article, you need to have Administrator permissions.
• When you create a new type of time off, it doesn't appear in the greyed out view. You must add it manually, following the steps below.
• For privacy reasons, we recommend that you give a minimum view level to the All Employees role.
• If an employee role has view permissions to any Time off > Time off type for anyone besides themselves, they automatically see its in color view.
• Employees see a basic version of their Team calendar in the Calendar widget on their homepage. What they see depends on the Team calendar permissions you set up using the steps in this article.

Time off page and Team calendar permission alignment

The permissions that regulate the Team calendar also affect the Time off page. Go to Settings > Organization > Roles & permissions and review the following for each role:

• Permissions > Time off grants access to the Time off page and time off periods, colors, and balances on it. If an employee has view permissions to any time off type, they’ll see the same time off data across the Time off page and the Team calendar. Without access to at least one of the time off types here, an employee can’t see the Time off tab of another employee, even if they have calendar permissions.
• Calendars > Team Calendar > Time off grants access to greyed-out periods on the Time off page. You also need to choose the relevant time off types in Settings > Time off & attendance > Team calendar.
• Calendars > Time off types grants access to time off periods and their colors on the Time off page.
   

Select time off types that appear in the greyed out view

Before choosing the level for each role, choose which types of time off display in the greyed out view. Follow these steps:

1. Go to Settings.
2. In the Time off & attendance section, click Team calendar.
3. Check the boxes for the time off types that you want the greyed out view to include.
4. Apply the changes.

Set the calendar view level for employee roles 

You can now decide the level of access each employee role has on the calendar:

1. Go to Settings.
2. In the Organization section, click Roles & permissions.
3. Select the employee role you’re setting up calendar access for, and click Calendars.
4. Under iCal, select which events exported into other calendar apps via iCal link the role has access to.
5. Under Team Calendar > Time off, select the group of employees whose time off should appear greyed out. Remember: only the time off types you manually included with the steps above appear in this view.
6. Under Time off types, for each type of time off, select the group of employees whose time off should appear in color. If you don’t want this role to see any time off in color, leave all options set to No access.
7. Apply the changes.

Show overlapping time off

For paid vacation requests, your employees can see if any of their colleagues have time off planned for the same dates they’re requesting. Keep in mind:

• If an employee can see a time off type in color, they can also see overlapping requests for that type.
• The system automatically checks and displays employees from the same team (or department if you haven’t set up teams).

Give permission to employees’ public profile

Regardless of the level of permission set up with the steps above, you also must give employee roles permission to the public profile of other employees you want to see in their calendar. Follow these steps:

1. Go to Settings.
2. In the Organization section, click Roles & permissions.
3. Select the employee role you’re setting up calendar access for.
4. Click Permissions > Personal data.
5. Under Public profile, give view permissions for employees you want this employee role to see on the calendar. You can use custom employee filters.
6. Review and save the changes. 

Best practice: Team calendar rights

The following table gives you an example of tried and tested permissions to the Team calendar. It includes the most common employee roles and time off types.