Try our new overlapping time off feature by opting in with the toggle switch. Learn more below.

This article explains how to set up your company calendar. Your employees use the calendar to check other employees' time off and working days and to request their own time off.

Define which time off types appear in the calendar

Users with the Account Configuration > Team Calendar access rights can define which time off appear in the calendar. The calendar shows the time off without showing exactly what type of time off the employee is taking. Follow these steps:

1. Go to Settings > Time off & Attendance >  Time off Calendar.
2. Check the boxes for the time off types that you want the calendar to display.
3. Apply the changes.

If you want to show more detailed information, grant additional Time off Types rights as described in step 3 below.

When you create a new time off type, it doesn't appear in the Time off Calendar. You must add it manually, following the steps above.

Grant your employees access to the Time off Calendar

By default, all employees have access to the Me view in the Time off Calendar. To let them see other employees' time off in the calendar, follow the steps below.

1. Go to Settings > People > Employee Roles.
2. Select the relevant employee role and go to the Team Calendar tab. For privacy reasons, we recommend that you give minimum Time off Calendar access rights to the All Employees role.
3. For each dropdown menu, select an access area. This determines which employees' time off display in the calendar for that specific role. The available sections are:
   1. iCal Subscription: Events exported into other calendar apps via an iCal link. 
   2. Time off Calendar: General time off information as set up in the previous section.
   3. Time off Types: More detailed time off information, including type of time off and unapproved time off. This section lists all the existing time off types.
4. Apply the changes.

Calendar access rights only affect the Time off Calendar and not the Time off tabs of individual employees. The access rights set here may override view rights in the Access Rights tab.

Best practice: Time off Calendar rights

The following table gives you an example of tried and tested access rights to the Time off Calendar. It includes the most common employee roles and time off types.

Show overlapping time off (NEW)

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

• The system automatically checks and displays employees from the same team (or department if you haven’t set up teams).
• The same access rights as the Team Calendar applies. If employees have the appropriate access rights under Time off Calendar > Time off or under Time off types, they can view the time off periods of employees within their team (or department).