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.

Before you start

Understand the 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.

General permissions

• To complete the setup outlined in this article, you need an Administrator role.
• 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 for any Time off > [Time off type] - All details section for anyone besides themselves, they automatically see it in the 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

Time off and Team calendar permissions depend on each other. For each role, review both permission groups in Settings > People > Roles & permissions. For details on what each permission controls, see our dedicated summary article.

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 

After you’ve selected the time off types for the greyed out view, set the level of calendar access for each employee role:

1. Go to Settings.
2. In the People section, click Roles & permissions.
3. Select the employee role you’re setting up calendar access for.
4. Under Team Calendar, select the scope for each calendar event type the role can see: Birthday visibility, Start/end dates visibility, and Recruiting calendar events. These control which events the role can export to other calendar apps via iCal link.
5. Under Out of office periods, select the scope of employees whose time off should appear greyed out. Only the time off types you manually included in the steps above appear in this view.
6. For each [Time off type] - Calendar permission, select the scope of employees whose time off should appear in color. If you don’t want this role to see any time off in color, don’t grant any scope.
7. Under Employee profile, give View permissions for the Public profile section for the employees you want this role to see in the calendar. This is required for both the greyed out and in color views, whatever scope you set in the previous steps. You can use custom employee filters.
8. Review and save 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).

Best practice: Team calendar permissions

The following table gives you an example of tried and tested View permissions for the Team calendar. It includes the most common employee roles and time off types. Each cell shows the scope of employees the role can see. The time off types below are examples, so use the ones in your account.