Calendar views
Your calendar
View your own leave:- All your leave requests
- Approved leave (confirmed dates)
- Pending leave (awaiting approval)
- Past leave (historical record)
- Rejected leave (declined requests)
Team calendar
See team leave:- All team members’ approved leave
- Only approved leave shown (pending is private)
- Plan around team availability
- Coordinate overlapping leave
- Check coverage
Switch between “Your Leave” and “Team Calendar” tabs at top of the page.
Understanding the calendar
Date highlighting
Dates are color-coded by status: Approved (Green)- Confirmed time off
- Manager approved
- Deducted from balance
- Will block scheduling
- Awaiting manager review
- Not yet confirmed
- Not deducted from balance
- Only visible on your calendar
- Already occurred
- Historical record
- Balance already adjusted
Leave types
Calendar may show different leave types:- Annual leave
- Birthday leave
- Sick leave
- Unpaid leave
- Other types
- Date range
- Leave type badge
- Day type (full/half)
- Duration
Using your calendar
Checking balance
From calendar view:- Balance card always visible
- Shows remaining days
- Updates in real-time
- Includes pending requests context
Planning leave
When selecting dates:1
Check team calendar
See who else is off
2
Identify gaps
Find periods with good coverage
3
Switch to your calendar
View your existing leave
4
Request leave
Click “Request Leave” button
Viewing request details
Click any leave entry:- See full details
- View status and dates
- Check notes and reason
- Edit if pending
- Cancel if needed
Team calendar features
Who is shown
Team calendar displays:- Your team members
- Sometimes cross-team if relevant
- Only people you work with
- Managers see direct reports
What is shown
Only approved leave appears:- Pending requests stay private
- Cancelled leave removed
- Rejected leave not shown
- Past leave visible for context
You cannot see other people’s pending requests. This maintains privacy while requests are under review.
Coverage planning
Use team calendar to:- Avoid everyone off at once
- Plan around key dates
- Coordinate with projects
- Ensure client coverage
- Stagger team leave
- Check before requesting
- Coordinate with team
- Discuss overlaps
- Plan coverage explicitly
Calendar interactions
Filtering
Filter calendar by:- Team member (team calendar)
- Leave type
- Date range
- Status (your calendar only)
Navigation
Navigate dates:- Month view by default
- Previous/next month buttons
- Jump to today
- Select specific month/year
Mobile view
Calendar on mobile:- Responsive layout
- Scrollable timeline
- Tap for details
- Request leave button accessible
Common scenarios
Scenario 1: Planning holiday
1
Check team calendar
See that 2 team members already off that week
2
Adjust dates
Choose different week with better coverage
3
Verify balance
Confirm enough days available
4
Submit request
Request the adjusted dates
5
Monitor calendar
Check back for approval
Scenario 2: Last-minute leave
1
Check team calendar
Verify coverage available
2
Discuss with manager
Message about urgency
3
Submit request
Include notes explaining situation
4
Calendar shows pending
Yellow highlight on your calendar
5
Once approved
Changes to green, appears on team calendar
Scenario 3: Coordinating team time off
1
Team discusses
Plan who takes which weeks
2
Check calendar
Verify no overlaps
3
Submit requests
Each person requests their dates
4
Monitor approvals
Watch calendar for confirmations
5
Adjust if needed
Modify if coverage issues arise
Best practices
Check regularly
Review calendar weekly to stay coordinated
Look ahead
Plan leave months in advance when possible
Coordinate
Discuss with team before requesting
Respect coverage
Avoid leaving team understaffed
Update promptly
Cancel or modify leave as soon as plans change
Balance load
Spread leave throughout year
Calendar tips
Planning ahead
Good planning:- Book summer holidays by March
- Book Christmas by October
- Check team plans quarterly
- Coordinate with project deadlines
- School holidays fill fast
- Holiday season (Dec-Jan) popular
- Summer (Jun-Aug) high demand
- Request early for popular times
Coverage considerations
Ensure coverage by:- Checking client schedules
- Avoiding project milestones
- Staggering team leave
- Planning handovers
- Documenting work status
Troubleshooting
Can't see team calendar
Can't see team calendar
Team calendar tab should be visible to all users. Try refreshing the page. Check you’re on the Annual Leave page.
My pending request not showing
My pending request not showing
Pending requests show on your calendar only (yellow/amber). They won’t appear on team calendar until approved.
Colleague's leave not visible
Colleague's leave not visible
Only approved leave appears on team calendar. Their request may be pending. Rejected or cancelled leave is removed.
Calendar not updating after approval
Calendar not updating after approval
Refresh the page. Calendar should update automatically but may take a few seconds. Check notifications for approval confirmation.
Wrong dates showing
Wrong dates showing
Verify timezone settings. Check the request details to confirm actual dates. Contact manager if dates are incorrect.
Calendar integrations
Schedule integration
Leave calendar connects to schedule:- Approved leave blocks capacity
- Shows in timeline view
- Prevents task scheduling
- Updates team availability
- Adjusts client schedules automatically
Notifications
Calendar-related notifications:- Leave approved (email + in-app)
- Leave rejected (email + in-app)
- Team member leave (upcoming, in-app)
- Balance reminders (approaching low)
You’ll receive reminders about upcoming leave 1 week and 1 day before it starts.
Access and permissions
What you can see
All users:- Own calendar with all statuses
- Team calendar with approved leave
- Own balance and stats
- Request and manage own leave
- Direct reports’ calendars
- Pending requests for reports
- Team overview and stats
- Approval queue
What you can do
From calendar view:- View leave details
- Request new leave
- Edit pending requests
- Cancel approved leave
- Check team availability
- Export calendar (if available)