Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

How do I manage absences and view them in the calendar?

Add, view, and manage absences in the calendar

This article is for: Standard user, Manager, Admin, Account owner

Warning: Make sure the user already has a work schedule assigned. This is required before absences can be recorded or absence requests can be made. We also recommend setting up the leave entitlement in the profile settings.

Contents


View absences

In the calendar

  1. Navigate to Calendar in the side menu.
  2. Select the desired view from the drop-down menu at the top left: Day, Week, Month, or Year.

Tip: With the Administration, Management, and Account owner roles, you can select a different user from the drop-down menu at the top right.

All absences are colour-coded in the calendar. Pending absence requests are displayed with a hatched pattern in the calendar.

Under Reports

  1. Navigate to Reports > Absences in the side menu.
  2. Use the filter options to select the time period or specific users.

In this view, absences are shown as circles, colour-coded by absence type. Pending requests are displayed with a dashed outline.

Use calendar views

Navigate to Calendar in the side menu. The following views are available:

  • Day view: Shows all entries for a single day in detail.
  • Multi-day view: Shows multiple days side by side.
  • Month view: Provides an overview of the entire month.
  • Year view: Shows all absences for the entire year at a glance.

Colour coding of absence types

Each absence type is represented with its own colour in the calendar:

Colour Absence type
Green Annual leave
Red Sick leave
Light blue Comp time
Lavender Public holiday
Coral Other absence

Tip: The legend below the calendar explains all colours used. There you can also see your current leave entitlement (calendar icon) and working time balance (hourglass icon).

View absence details

Click on a recorded absence in the calendar to open the details in a dialog. The dialog shows the absence type, time period, duration, and request status.

Note: To add a new absence directly in the calendar, read the article How do I add an absence?.

Add an absence

You can add a new absence directly in the calendar.

Option 1: Via the button

  1. Open the Calendar and click Add.

Option 2: Directly in the calendar

  1. Click on the desired day in the calendar or select a date range by dragging.

For both options

  1. Switch to the Absence tab in the dialog.
  2. Select the desired absence type.
  3. Adjust the duration if needed (Full day or Half day).
  4. Check the date or date range From – To.
  5. Optional: Add a note.
  6. Click Save.

Tip: When recording leave, your leave entitlement is displayed. When recording time off, you see your current working hours balance.

Edit an existing absence

Warning: Approved absences or pending absence requests cannot be edited directly. Delete the absence and record it again.

  1. Click on the relevant day or absence in the calendar.
  2. Click Delete.
  3. Click Delete again in the confirmation dialog.

Absence requests

Whether users can record an absence directly or require approval depends on the settings of the respective absence type. Absence types that require approval are automatically recorded as absence requests.

Pending absence requests are displayed with a hatched or dashed pattern in the calendar and under Reports > Absences. Once an absence request has been approved, you will receive a notification in TimeTac.

Time requests in the calendar

In addition to absences, the calendar also displays time requests. When a time entry is changed or added after the fact, a time request is created automatically. These requests appear in the calendar on the relevant day and can be managed by users with the Manager or Admin role.

Time requests follow the same approval workflow as absence requests: they can be accepted or rejected via the Requests menu or directly from a notification.

You now know how to view and manage absences in the calendar.