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Calendar and time off

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The Calendar page shows when your office is open and who is off or remote, and it is where time off is requested, approved and counted.

The office calendar and time offVideo walkthrough — coming soon · 2:15

What the Calendar page shows

Open Calendar from the menu. The two buttons beside Today switch between a month and a week.

A day lists only what differs from a normal day. The legend under the grid names each mark:

  • Event / payday — an event the owner added.
  • Off — approved time off. The kind is never shown.
  • Off · awaiting approval — a request not yet decided, shown only to whoever manages the calendar.
  • Different hours that day — someone working other than their usual hours.
  • Remote — in the week view, who is working remotely.
  • Birthday · work anniversary — beside the person's name.
  • Office closed — a holiday, or a day the office does not open.

Each day ends with a count such as "2 remote · 5 in office". Hover over it for the names and that day's office hours.

Office hours, holidays and paydays

The owner sets these in Settings, on the Calendar tab, under Office calendar.

1
In Office Hours, switch each day on or off, choose its hours, and press Save changes.
2
In Holidays, press Add US holidays for the federal list, or Add for your own. Choose Same date each year or Same weekday each year, then press Add holiday.
3
In Calendar Events, press Add. Enter a Title, set Category to Payday, choose Starts and Repeats, and press Add event.

Paydays reach the calendar only as events the owner adds.

Birthdays are entered in each person's window, and anniversaries come from their hire date. Untick Show birthdays and anniversaries to leave them off.

Time off

Team members ask and the owner decides. The owner does not track their own time off.

1
A team member presses New, then Request time off.
2
They click the days, choose a Type and press Submit request. Partial day takes part of one day.
3
The owner presses Approve or Deny in the Team time off card, or under the bell.

Closed days, and days the person is not scheduled to work, cannot be picked, so holidays never use up time off.

For time off already agreed, the owner presses Log time off for someone on Calendar, or Record time off in Settings. It is approved straight away.

Allowances and balances

In Settings, on the Calendar tab, Time off lists how much each person has left this year.

  • Add or change kinds names your kinds of time off, such as Vacation or Sick.
  • Click a person to open their window on Schedule & time off. Under Time off, type the hours a year for each kind, or tick unlimited, and press Save.
  • A row then reads like "64h left" and "16h used of 80h a year". Not set yet means no allowance has been entered.

Time off is counted in hours. A day off costs the hours that person is scheduled to work that day. Only approved time counts, in the year it starts. Each year has its own allowance, and unused hours do not carry over.

Schedules and remote days

Schedules, on the same tab, lists only the people whose week differs from the office's. Click a row, or the button above the list for anyone else, to open that person's window.

Under Where, choose In the office, Some days remote or Fully remote. With some days remote, Same every week asks for weekdays and Custom takes dates picked from a calendar. Under Hours, Different gives them their own times, and Varies by day sets each weekday or marks it Off.

For a single day, press New on Calendar, then Change someone's day.

Subscribe from your own calendar app

The Subscribe card on the Calendar page holds your own link. Choose My schedule or Full team, press Copy beside Apple / Outlook or Google Calendar, and add it in that app as a subscribed calendar.

The feed carries office closures, events and paydays, birthdays and anniversaries, working days (yours, or everyone's on Full team) and your own approved time off, from last month to three months ahead. Nobody else's time off is in it.

The feed obeys the calendar: no birthdays or anniversaries while they are switched off, nobody taken off the shared calendar, and no repeating event on a closed day it skips.

There is no off switch. Anyone with the link can see the calendar, so if it gets out, press Regenerate. The old link stops working.

What a Basic member sees

A Basic member gets the same page with less on it. Just me hides everyone else's lines, New offers only Request time off, and My time off shows their own hours left. They never see anyone else's balance.

Frequently Asked Questions

Can a team member cancel a request they sent?

There is no cancel button on a waiting request. They ask the owner, who presses Deny.

Can someone other than the owner manage time off?

Partly. A Custom member given Calendar & PTO gets Time off for someone and Change someone's day on Calendar. Approve and Deny, and editing office hours, holidays and events, work only for the owner.

Can I keep someone off the shared calendar?

Yes. In their window, on Schedule & time off, untick Show on office calendar. Their schedule and time off are still tracked.

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