Leave Calendar
Who is away, when, and where cover runs thin. Three views over one window of dates: a Planner (people by day), a Month grid, and a Coverage table (units by week). Approvers use it to see the roster consequence of a request before deciding.
Where: HR → Leave Management → Leave Calendar · Who: approvers, HR, rostering managers
Before you start: coverage verdicts need a staffing floor per department on Leave Setup. Without one the calendar still shows who is off, but can never say a day is short.
What the window is telling you
Five tiles counted over the days in view. Press one to jump to it.
| Tile | Meaning |
|---|---|
| Out today | People on approved leave today, as a share of tracked headcount |
| Back this week | Approved leave ending by Sunday |
| Awaiting decision | Undecided requests overlapping the window, drawn hatched |
| Coverage breaches | Unit-weeks below the staffing floor |
| Critical-role clashes | Both holders of a thin role off together |
The scope tray
| Control | What it does |
|---|---|
| Department, Leave type | Narrow the leave loaded |
| Window | 2 weeks, 4 weeks, 5 weeks (default) or a quarter. The window always starts on a Monday and opens showing last week |
| Include undecided | Draw pending requests, hatched. Undecided leave is never counted towards cover, drawn or not |
| Show staff with no leave | Add a row for everyone on the roster, not only people with a bar |
| ‹ Today › | Move the window |
Rejected leave is never drawn: it was never taken.
Planner view
Rows are people grouped by department; columns are days; leave is a bar in the leave type's colour.
Group header. Each department shows its headcount, floor and a chip: ✓ covered (green), ● touches its floor (amber), ▲ dips to 3 of 5 (red, the thinnest day), no floor set or headcount unknown (grey).
A bar. Solid for approved leave; hatched with a dashed border when undecided; starting half-way across the cell for a half day; squared off at the edge when the leave runs in from before the window or out beyond it. The tooltip gives the person, type, dates, working days and either Approved or Awaiting [stage] — [person]. Click a bar to open the drawer.
The coverage rail under the grid has two rows. Available (single department) or People off (several) gives the count per day. Cover gives the day's verdict against the floor: ✓, ● or ▲, coloured green, amber or red; grey on weekends and where no floor exists. A day's verdict is the worst across every unit in scope: one department below its floor is a problem whatever the others are doing.
Days. The calendar counts working days between the dates, excluding weekends, minus half a day for a half-day request. Public holidays are not yet shaded or excluded here, so a request spanning a holiday shows one more day on the calendar than on the register, which uses the server's count.
Month view
A conventional month grid. Each day shows up to three name chips in leave-type colours (hatched when undecided) and +N more beyond that. The corner of a day carries ● or ▲ when any unit in scope is at or below its floor; hover to see which. The month moves independently of the planner window.
Coverage view
Available staff per unit, per week. Approved leave only: cover you have not lost yet is cover you still have.
One row per unit with its headcount, floor and critical role, then one cell per week. Each cell shows the available count and a caption: available, ● at floor, or ▲ below N. A week is judged by its worst working day, not its average; a fine week is tinted by how many people are off.
Where it breaks lists, worst first, every unit-week below its floor ("Dispatch falls 2 below its floor in the week of 14 September") and every critical-role clash ("Both Shift Engineers are away in the week of…"). With floors configured and nothing wrong, it says so in green.
The request drawer
Click any bar or chip. The drawer shows the person, leave type, decision chip, dates, working days and back-at-work date, the reason given, whose desk it is on, and the approval trail.
For an undecided request it adds If you approve this: the unit's thinnest day, the available count against the floor, and a verdict. Green: stays comfortably covered. Amber: lands exactly on its floor. Red: drops below. The figure already counts this request. Approve and Reject act at once, with no confirmation, and the calendar reloads. See Approving Leave.
Export
Two Excel sheets. Leave: every request in view with dates, days, decision, stage and who it is waiting on. Coverage: available staff per unit per week, flagged (below floor) or (at floor), followed by the list of breaching weeks and critical-role clashes.
Common questions
Somebody on maternity leave is missing from the planner. They should not be: the calendar loads leave starting up to a year before the window so long absences are kept. If they are missing, the request was rejected, withdrawn or never approved.
The rail says "no floor configured" but the group chip is green. A unit without a floor is treated as fine because there is nothing to check it against. Set a floor on Leave Setup.
Coverage is red but the department is far above its floor. Look for a critical-role clash. Two shift engineers off together is a risk even when ninety other people are in.