Using the Time Off Calendar

See who's off and when, filter by team or policy, and manage requests – all from one calendar view.

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Jibble’s time off tracker can now be viewed through a Time Off Calendar, giving you a monthly, at-a-glance view of time off and public holidays across your organization where you can see who is away, when, and for how long.

This feature is available to all roles, but what you see and can do depends on your role.

Before using the Time Off Calendar, make sure you have already created time off policies for your organization. To learn more about managing leave, read our guide on managing time off for your team.

This article covers:

Time off calendar

The Time Off calendar shows you a quick monthly overview of all the time off and public holidays for the people in your current view, so you can see at a glance who is away and when.

You can filter the calendar, use the month picker arrows to move between months and click Today to jump back to the current month. The calendar follows your organization’s Start week on setting that can be configured in Organization details.

You can hover over any request to see more details such the member’s name, policy, date range, duration, and status. Hovering over public holiday’s will show you the holiday name, date, and the calendar it belongs to.

To view further details of a time off, click into any request on the calendar and a right side panel will appear for you to review.

Time off calendar

Each day visibly shows up to three requests on the calendar. If a day has more than three requests, you can click on “[N] more” to open a list of all time off requests for that date with additional information on each one.

Clicking on “View in list” will direct you to the Overview tab and show you a filtered list of all requests on that date for you to take action on.

Note: Public holiday’s with shortened days are not shown in the time off calendar.

Legend

Time off calendar legend

  • Time off measured in days appear with a circle icon and blue background (half-day requests will show a half circle)
  • Time off measured in hours appear with a square icon and purple background
  • Archived policies appear with a grey circle and grey background
  • Approved time off has a solid border; pending time off has a dotted border
  • Past time off are shown with a grey background

Calendar filters and views

Time off calendar views and filters

Use the view selector at the top of the calendar to choose whose time off you want to see. The options shown depend on your role:

  • Owners and Admins can see Organization (all time off across your organization), Managed by me (time off for the people and groups you manage, if any), and Personal (your own time off only).
  • Managers can see Managed by me (time off for the people and groups they manage) and Personal (their own time off).
  • Members can only ever see Personal – their own time off. The view selector isn’t shown to members.

Filters let you narrow down what’s shown by status, policy, and calendar. Owners, Admins, and Managers can also filter by members or groups.

  • Status – show Pending or Approved time off.
  • Members and Groups – focus on specific people or groups.
  • Policies – filter by time off policy. Archived policies appear with an “archived” chip next to the name.
  • Calendars – show public holidays from calendars in your organization.

Reviewing, approving, and rejecting time off

You can select any time off request on the calendar to open the side panel on the right, where you can review the request and take action directly from the calendar view. The actions available in the side panel depend on your role.

Note: Currently, creating time off requests directly from the calendar isn’t supported. To create requests, navigate to the Overview tab.

For Owners, Admins, and Managers

Owners, admins, and managers have the ability to review time off of other members, make edits, approve, and reject requests.

  1. Select a pending time off request to open the side panel. Owners and Admins can act on requests across the organization while Managers can act on requests from the people and groups they manage.
    Note: The actions you can take on a request may depend on the policy’s approval workflow setup and current approval level if multi-level approvals is enabled. 
  2. If changes are needed, edit the dates, duration, notes, or attachment then save your changes.
  3. Click Approve or Reject.
  4. The request will update on the calendar accordingly
    • If rejected, it disappears from the calendar
    • If approved, it changes to a light blue shade to indicate upcoming approved time off

For the full approval flow, including multi-level approvals, read more on managing time off for your team and how multi-level approvals work.

▶️ Go through the steps yourself:

For Members

Members have the ability to view and make edits to their own pending time off requests.

  1. Select one of your own pending time off requests to open the side panel.
  2. View the details, or edit the request (dates, duration, notes, or attachment) before it’s approved.
  3. All approved requests will remain on the calendar for you to view and keep track of.

Read more on requesting and managing time off as a member.

▶️ Try out our interactive walkthrough:

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