This article explains the permissions in the Time off and Team Calendar permission groups and what each one controls. Use it as a reference when you set up or manage roles and permissions in your account.

Time off

This permission group controls access to time off data and features in Personio. Reference this section when you want to set up employee roles with the right permissions to perform time off actions or access time off data.

Time off access relies on several permissions that work together. Because users often need a combination of permissions to complete a task, each permission has a dedicated section below that explains what it controls and what other permissions to pair it with. 

Time off permissions are part of Personio's broader role-based permissions system. For a full overview of all permissions, see our dedicated summary article and our article about setting up permissions and employee roles.

Time off / Balance history

This permission controls access to the accrual history and balance for an employee’s time off. 

The table below explains what members can do depending on the access level assigned.

Access scopes apply. To adjust a balance, the role also needs View permissions for [Time off type] - All details for that specific time off type. Without this permission, the time off type doesn't appear in the employee profile.

This permission is for single-employee adjustments only. To control who can perform bulk changes, use the Time off settings permission instead. See Adjust time off balances.

[Time off type] - All details

Each time off type in your account, like "Paid vacation," has its own permission settings. These permissions control access to the Time off tab in the employee profile, determine who can view, request, or edit time off periods, and control whether time off periods of that type appear in the Team calendar.

The table below explains what each access level lets users do with this permission.

Dependencies:

• Users need access to at least one time off type to see the Time off tab in the Employee profile.
• Scopes like Reporting line, Custom, and All don't include the role member's own data. If a supervisor needs to manage their team’s time off requests and request their own time off, add Self to the scope.
• To let someone see a time off type without being able to request it, give them View permission for Self. To hide a type entirely, clear all permission options.

Note:
You must have a time off policy assigned to an employee for them to see or request that type of time off. If a type is missing from someone's view, check both the permission and the policy assignment. See Manage time off policies.

Import - Time off balance

This permission controls who can bulk import time off balance adjustments for multiple employees at once.

To import a time off balance, the role also needs: 

• View permissions for the relevant [Time off type] - All details and scope.
• Edit permissions for Time off / Balance history for the relevant scope. 

Imports can't be undone, so test with a small file first. 

Import - Time off periods

This permission controls who can import time off periods in bulk to create past, current, or planned periods for multiple employees at once.

The role also needs: 

• Edit permissions for the same scope of employees for each [Time off type] - All details being imported. 

Import - Time off policy assignments

This permission controls who can assign policies to many employees at once, using the import feature. This helps when you onboard a group or change a team's policy.

The role also needs:

• View permission for the [Time off type] - All details. 
• Edit permission for Time off / Balance history.

See Import time off policy assignments.

Team calendar settings

This permission controls who can manage the time off types (like vacation or sick leave) that appear as greyed-out blocks in the team availability calendar. Users with this permission can manage these preferences under Settings > Team calendar. 

Time off settings

This permission controls who can create and manage time off types and policies in Settings > Time off & attendance > Time off.

This is the broadest permission in the Time off permission group. When you grant this permission, users can also perform bulk balance adjustments. Only grant this to roles that manage the full time off setup. See  Create time off types and Manage time off policies.

Team Calendar

This permission group controls access to Calendar data in Personio. Reference this section when you want to set up employee roles with the right permissions to Calendars in Personio.

[Time off type] - Calendar 

Every time off type in your account, like "Paid vacation" has its own Team calendar permission. Use these to grant role members permission to see time off periods of that type in the Team Calendar in full color for the defined scope. This gives them visibility of the specific Time off type used. 

Reference this section when you want to set up employee roles with the right permissions to Calendars in Personio. This is a View permission only. 

The table below explains what members can see in the Team calendar depending on the scope assigned.

Things to consider:

• General View permission overrides: If a role already has View permission for [Time off type] - All details for a group (like their reporting line), they will see that type in color in the Team calendar for that group, regardless of their [Time off type] - Calendar permission.
• Overlapping request flags: When a role member can see a time off type in color, Personio automatically highlights overlapping requests from colleagues to help with schedule planning.

For more information about calendar visibility, see Set up the Team calendar.

Out of office periods

This permission controls whether role members can see when other employees are away in the Team calendar and on the Time off page.

When you grant this permission, role members can see the periods that employees within the defined scope are out of office. The periods appear as greyed-out blocks in the Team calendar to show when someone is away, but don’t show the time off type. Use this if you want employees to see that their colleagues are away but not show the specific reason. 

Only the time off types enabled in Settings > Team calendar appear as grey blocks in the Team calendar and Time off tab.

The table below explains what members can see in the Team calendar depending on the scope assigned.

Dependencies:

• Attribute permissions: To see colleagues in the Team calendar, role members also need View permission for those employees’ Preferred name and Status attributes.
• Full color vs. greyed-out: If a user already has View permission for a specific [Time off type] - All details, that time off will appear in full color instead of greyed-out.

Birthday visibility

This permission controls visibility of employee birthdays. When granted, a user can see their colleagues' birthdays on the dashboard if they also have View permissions for the profile section holding the Date of birth attribute. In addition, users can subscribe to the iCal calendar export for birthdays of employees.

Tip:
Under Settings > People > Personal information, open the Settings for the date of birth attribute. Here, you can choose to hide the year of birth to ensure the age is not displayed on profiles for users with only View permissions. 

Start/end dates visibility

This permission controls visibility of employee start and end dates. When granted, a user can see their colleagues' work anniversaries on the dashboard if they also have View permissions for the profile section holding the hire date attribute. In addition, users can subscribe to the iCal calendar export for start and employment end dates of employees.  

Recruiting calendar events

This permission controls access to recruiting events in the user's calendar, like scheduled interviews.

Permissions for common tasks

The table below provides an overview of the permissions you need to perform common actions or access certain features in the tool.

Common tasks