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Cases & Tasks

Team calendar: who is away when

Who is in next week, who is on vacation? The team calendar answers that at a glance. You find it in the menu under Work → Team calendar. It shows the absences from the templates your company has set up as an absence — say, a leave request and a sick note.

On this page

What the team calendar shows

Every person has a row of their own, every absence is a bar from From to To. A bar only shows that someone is away and the period — never the reason and never the template. A sick note therefore looks exactly like a vacation. Above the days you see how many people are away that day.

  • Absent: a solid bar.
  • Requested: a striped, dashed bar with the word “requested”. Only you see it (and, once it is set up, your manager) — it does not count yet.
  • Half day: a half-height bar with “½”.
  • End open: the bar runs to the end of the visible period and fades — say, a sick note without an end.
  • If an entry starts or ends outside the visible month, the bar shows it with an arrow and the date (“to 01/05”, “since 11/29”).

Weekends are shaded grey, public holidays striped; the holiday's name is on the day. Which days are working days and which holiday calendar applies is set by your company under Organization — the page header names it, say “Public holidays: Hessen”. The black line marks today. A legend at the bottom explains every mark.

Month, next 4 weeks and year

  1. 1Pick the view at the top left: “Next 4 weeks” starts today, “Month” shows a calendar month, “Year” all twelve months.
  2. 2Use ‹ and › to move a month (or a year); “Today” jumps back.
  3. 3The calendar remembers the view you chose. Month and groups are part of the address — you can share the link.

The year is available from laptop width; on smaller screens the calendar shows the month instead. In the year each day is only a few pixels wide: tap a bar or tab to it, and its period appears next to it. On a phone the calendar shows a list per day: who is away that day, with weekends and public holidays grouped.

Opening an entry

Click your own bar and your request opens. A colleague's bar opens a small window with name and period — only people who handle the absence see the reason. On a phone a sheet opens from the bottom; there you open your own request with “Open request”.

Whom you see

Whom you see in the team calendar is set by your company: the whole company (default), only your own groups, or only people with the permission “See absences”. The page header tells you what applies to you — say “You see the whole company.” If you only see your own absences, the reason is shown above: as a guest, without a group or without the permission. An empty row only means nothing is recorded for that person.

Use “Groups” to narrow the calendar to one or more groups, and “My team” to the people you manage. If a filter finds nothing, the page says so and offers “Reset filter”.

Requesting an absence

“Request absence” starts a request from your company's absence template; if there are several, you pick one first. The button only appears if you may create a case from such a template. If your company has not set up a template as an absence yet, the calendar says so — admins are taken straight to the templates.

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