> ## Documentation Index
> Fetch the complete documentation index at: https://docs.charle.agency/llms.txt
> Use this file to discover all available pages before exploring further.

# Leave Calendar

> Viewing and managing your leave calendar

The leave calendar provides visual overview of time off - both your own leave and your team's approved leave. Use it to plan time off and coordinate with team members.

## 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

<Info>
  Switch between "Your Leave" and "Team Calendar" tabs at top of the page.
</Info>

## Understanding the calendar

### Date highlighting

Dates are color-coded by status:

**Approved (Green)**

* Confirmed time off
* Manager approved
* Deducted from balance
* Will block scheduling

**Pending (Yellow/Amber)**

* Awaiting manager review
* Not yet confirmed
* Not deducted from balance
* Only visible on your calendar

**Past (Gray)**

* 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

Each displays with:

* 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:

<Steps>
  <Step title="Check team calendar">
    See who else is off
  </Step>

  <Step title="Identify gaps">
    Find periods with good coverage
  </Step>

  <Step title="Switch to your calendar">
    View your existing leave
  </Step>

  <Step title="Request leave">
    Click "Request Leave" button
  </Step>
</Steps>

### 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

<Note>
  You cannot see other people's pending requests. This maintains privacy while requests are under review.
</Note>

### Coverage planning

Use team calendar to:

* Avoid everyone off at once
* Plan around key dates
* Coordinate with projects
* Ensure client coverage
* Stagger team leave

**Good practice:**

* 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

<Steps>
  <Step title="Check team calendar">
    See that 2 team members already off that week
  </Step>

  <Step title="Adjust dates">
    Choose different week with better coverage
  </Step>

  <Step title="Verify balance">
    Confirm enough days available
  </Step>

  <Step title="Submit request">
    Request the adjusted dates
  </Step>

  <Step title="Monitor calendar">
    Check back for approval
  </Step>
</Steps>

### Scenario 2: Last-minute leave

<Steps>
  <Step title="Check team calendar">
    Verify coverage available
  </Step>

  <Step title="Discuss with manager">
    Message about urgency
  </Step>

  <Step title="Submit request">
    Include notes explaining situation
  </Step>

  <Step title="Calendar shows pending">
    Yellow highlight on your calendar
  </Step>

  <Step title="Once approved">
    Changes to green, appears on team calendar
  </Step>
</Steps>

### Scenario 3: Coordinating team time off

<Steps>
  <Step title="Team discusses">
    Plan who takes which weeks
  </Step>

  <Step title="Check calendar">
    Verify no overlaps
  </Step>

  <Step title="Submit requests">
    Each person requests their dates
  </Step>

  <Step title="Monitor approvals">
    Watch calendar for confirmations
  </Step>

  <Step title="Adjust if needed">
    Modify if coverage issues arise
  </Step>
</Steps>

## Best practices

<CardGroup cols={2}>
  <Card title="Check regularly" icon="eye">
    Review calendar weekly to stay coordinated
  </Card>

  <Card title="Look ahead" icon="binoculars">
    Plan leave months in advance when possible
  </Card>

  <Card title="Coordinate" icon="users">
    Discuss with team before requesting
  </Card>

  <Card title="Respect coverage" icon="shield">
    Avoid leaving team understaffed
  </Card>

  <Card title="Update promptly" icon="zap">
    Cancel or modify leave as soon as plans change
  </Card>

  <Card title="Balance load" icon="chart-bar">
    Spread leave throughout year
  </Card>
</CardGroup>

## Calendar tips

### Planning ahead

**Good planning:**

* Book summer holidays by March
* Book Christmas by October
* Check team plans quarterly
* Coordinate with project deadlines

**Peak periods:**

* 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

<Tip>
  If you see the team calendar is heavy during your preferred dates, consider being flexible or planning extra coverage.
</Tip>

## Troubleshooting

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="My pending request not showing">
    Pending requests show on your calendar only (yellow/amber). They won't appear on team calendar until approved.
  </Accordion>

  <Accordion title="Colleague's leave not visible">
    Only approved leave appears on team calendar. Their request may be pending. Rejected or cancelled leave is removed.
  </Accordion>

  <Accordion title="Calendar not updating after approval">
    Refresh the page. Calendar should update automatically but may take a few seconds. Check notifications for approval confirmation.
  </Accordion>

  <Accordion title="Wrong dates showing">
    Verify timezone settings. Check the request details to confirm actual dates. Contact manager if dates are incorrect.
  </Accordion>
</AccordionGroup>

## 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)

<Info>
  You'll receive reminders about upcoming leave 1 week and 1 day before it starts.
</Info>

## 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

**Managers:**

* 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)

## Next steps

<CardGroup cols={2}>
  <Card title="Requesting Leave" icon="paper-plane" href="/user-guide/annual-leave/requesting-leave">
    Submit new leave requests
  </Card>

  <Card title="Annual Leave Overview" icon="umbrella-beach" href="/user-guide/annual-leave">
    Back to Annual Leave overview
  </Card>

  <Card title="Schedule" icon="calendar-days" href="/user-guide/schedule">
    View your work schedule
  </Card>

  <Card title="Getting Started" icon="rocket" href="/user-guide/getting-started">
    General CharleOS usage
  </Card>
</CardGroup>