This article explains the permissions that control access to time off data and features in Personio. It covers what each one does, so you can set up roles with the right level of access. Use it as a reference when you set up or manage Time off permissions in your account.

Time off access is made up of several separate permissions that work together. A user often needs more than one permission to complete a task, so each section below explains the permission and tells you what 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 type]

Every time off type in your account, like "Paid vacation," has its own permission. They control access to the Time off tab in the employee profile, and whether a member can view, request, or edit time off periods of that type for the people in their scope.

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

Dependencies:

• Members need access to at least one time off type to see the Time off tab.
• The scopes 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 as well.
• To let someone see a time off type without being able to request it, give them view access to Self. To hide a type completely, clear all options.
• Propose access with no approval rule means requests are approved automatically, so confirm an approval rule for the time off type exists first.

Note:
You must have a time off policy assigned for a time off type in order 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.

[Time off type] - Calendar availability

Every time off type in your account, like "Paid vacation," also has a separate calendar permission. They control whose time off types appear in the greyed-out view or in color in the Team calendar.

When you enable this permission, role members can see time off periods of that type in the Team calendar in full color for the defined scope.

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

Things to consider:

• When a role can view a time off type for other people, like their reporting line, role members see that type in color in the Team calendar for that group. This happens regardless of the access set for Calendar availability.
• When a role member sees a time off type in color, Personio also flags overlapping requests from colleagues to help with planning.

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

Employee availability

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 enable it, role members can see time off periods for employees in the defined scope. The time off periods appear greyed out and show when someone is away, but they don't show details like the time off type.

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 access scope assigned.

Dependencies:

• To see other people in the Team calendar, role members also need view access to Public profile for the relevant people, or they won't appear in the calendar.
• If a member already has View access to a time off type, they see that type in full color instead of greyed out.

Time off / Balance history

This permission controls access to two actions: manually adjusting an employee's balance, and switching or unassigning a time off policy for an employee.

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

Access scopes apply. To adjust a balance for a specific time off type, the role also needs View access to that type, otherwise the type doesn't appear in the profile.

This permission is for single-employee adjustments only. For bulk changes, use Time off settings instead. See Adjust time off balances.

Import - Time off balance

This permission controls who can bulk import balances for many employees at once.

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

• View access to the relevant time off types and scope.
• Edit access to 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 many employees at once.

The role also needs edit access to each type 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 access to the time off type.
• Edit access to Time off / Balance history.

See Import time off policy assignments.

Team calendar settings

This permission controls who can configure which time off types appear in the Team calendar's greyed-out view, 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 and it covers bulk balance adjustments. Only grant this to roles that handle the full time off setup. See Create time off types and Manage time off policies.

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.