Planning
Use Work Time › Planning to see who is absent across your team or the company, by month or week, with filters, and what managers and admins can do from it.
Planning is the shared team calendar of the Work Time module. It shows, for each person, their pending and approved absences, the company holidays and their non-working days, so you can check who is available before booking time off or planning work.
Open the planning
- In the sidebar, go to Work Time › Planning.
- The page header reads Planning with the subtitle "Plan and track approved and pending absences across your teams."
- The planning opens on the current month, filtered on your team (see Filter the list of people).
Read the planning
The planning is a timeline: one row per person (you first, then the others in alphabetical order by last name) and one column per day.
- Absences appear as coloured bars. Pending absences are hatched ("Awaiting approval").
- Holidays and non-working days are shaded. Each person's non-working days follow their own company schedule, so a part-time Wednesday shows only on that person's row.
- The header shows the current period, a counter of people away (for example "0 away today" in month view, "1 off this week" in week view) and a legend of the absence types shown, with their number of days. The TEAM column header shows how many people are listed.
- The current day is marked with a vertical line.
- More people load automatically as you scroll down.
Use the header controls:
| Control | What it does |
|---|---|
| Previous / next arrows | Move one month or one week. |
| Today | Go back to the current period. |
| Month / Week | Switch between a month view (the day columns scroll horizontally if needed) and a week view. |
What you can see about others
| Whose absence | What you see |
|---|---|
| Your own | Full details: absence type, dates, status. Click the bar to open the request summary. |
| Your direct and indirect reports (managers) | Full details. Click the bar to open the request summary. |
| Anyone (admins) | Full details for everyone. |
| Other colleagues | The bar is labelled Absent, in a neutral colour, without the absence type. It can't be opened. |
Filter the list of people
By default the planning lists My Manager and Peers and My Team (your manager, your colleagues who share the same manager, and the people who report to you).
- Type a name in Search to find someone.
- Click Filter to show the filter bar. The button shows the number of active filters, for example Filter (1).
- Filter on Team level (My Team, My Extended Team, My Manager and Peers), Manager, Hire date, Access level, Gender or any custom profile field of your company.
- Remove the Team level filter to see all active members of the company.
Actions for managers
From the planning, a manager (or scoped admin) can click the bar of a report's absence to open the Request summary and read the details. Approving, rejecting or canceling is done from Work Time › Requests.
Actions for Manager creators and above: exports
Manager creators, scoped admins, admins and super admins see a three-dot menu at the top right of the page (next to Add absences for admins) with two exports:
- Export absences: an Excel planning of all approved absences of the company over a period.
- Export history: the balance history of the members you select.
See Balances and exports for the content of these files.
Actions for admins
Admins and super admins can also, from the planning:
| Action | How |
|---|---|
| Add an absence for one person | Drag across the days on that person's row. The Add absence (on behalf) window opens with the dates filled in. |
| Add an absence for several people | Click Add absences at the top right. |
| See and adjust a person's balance | Click the person's name in the left column. The Leave Balance window opens, with an edit icon on each policy to adjust the balance. |
| Approve, reject or cancel a request | Click an absence bar, then Approve, Reject (pending request) or Cancel this request (approved request). |
These actions are described in Add absences on behalf and adjust balances.
Common questions
Why do I see "Absent" instead of the type of leave?
The type of absence is only visible to the person, their managers (the whole reporting line above them) and admins. Other colleagues only see that the person is absent.
Someone is missing from the planning.
Only active members are listed, and the default filter only shows your close team. Remove the Team level filter or search for the person by name.
Rejected or canceled absences don't appear.
That's expected: the planning only shows Pending and Approved absences.
I don't see the Add absences button or the export menu.
Add absences is reserved to admins and super admins. The export menu is available from the Manager creator access level. Ask your admin if you need one of these actions.
Still stuck?
Our team answers every question. Tell us what you are trying to do and we'll walk you through it. Contact support