Navigating the annual overview
To access My calendar (Annual overview), select My calendar in the top navigation bar. The page displays the current allowance year with each month shown as a calendar grid. This layout allows you to view all absences and planned time off at a glance:- Past and planned absences: Each absence, whether past or scheduled, is marked on the calendar with a color and icon representing its leave type.
- Approved and pending absences: Approved absences are displayed with full opacity, while pending absences are slightly transparent, appearing lighter to distinguish them from approved ones.
- Day-based and hourly absences: Absences can span full or partial days (e.g., Morning, Afternoon, Lunch break, End of day) or specific hours, depending on your company’s configuration.
- Non-working days: Days when you are not scheduled to work, such as weekends, appear in dark gray. Your HR admin configures these.
- Employment period: Days before your employment start date and after your last working day appear gray and cannot be used to create an absence. Hover over a blocked day to see the relevant boundary; the start date and last working day themselves remain bookable.
- Public holidays: Public holidays assigned to you based on your regional settings are also displayed on the calendar. Select a public holiday to open a details dialog showing the holiday name, date, and whether it would be deducted from your allowance. If you have permission to create a request for that person, the dialog also includes a Book time off button that pre-fills the absence request form with that date.
- Today’s date: The current day is highlighted with a blue circle.
Allowance summary
On the left side of My calendar, absentify shows one card per allowance for the period you are viewing. Allowances are the days or hours available for specific types of leave, as configured by your company. Each allowance is linked to one or more leave types. When the allowance year does not start in January, captions that name the period show a date range such as Sep 2026 to Aug 2027 instead of a single year. The card header shows the allowance name. Each card header can show a chip with the active rule rate, including an arrow when a scheduled rule change is coming. Examples include [amount] / year, [amount] / month, [amount] every 2 weeks, and [current] → [next]. Examples also include manual, manual → [amount] / year, and [amount] / year → manual. If employment starts or ends mid-year, a line under the balance explains the prorated allowance (for example Prorated allowance for [year]. Employment started on [date]). The line can also read Prorated allowance for [year]. Last day of employment: [date], or Prorated allowance for [year].Understanding your allowance
Why were only 5 days carried over, for example? Carry-over comes from the unused allowance in your previous allowance year. Seeing 5 days does not necessarily mean that the limit is 5 days: you may have had only 5 days left, the rule may cap carry-over at 5 days, or the rule may permanently keep 5 days after a deadline. An HR admin can also adjust the calculated carry-over manually for an individual user. Check the carry-over amount and its deadlines under How your allowance is calculated. When does carry-over expire? Your rule determines whether carry-over remains available indefinitely or expires after a deadline. If the breakdown says use by [date], you can use the carry-over for leave through that date, inclusive. Any unused part subject to that deadline expires afterward; an amount that your rule keeps permanently remains available. The leave dates matter, not the day you submit the request. In the request form, Available for these dates shows how much you can book for the period you selected. Your regular allowance for the new year is calculated separately. Why can my allowance differ from a colleague’s? Different rules can apply to the same allowance type depending on a contract or department. An HR admin can also assign a different rule directly to you, manage your allowance manually, or adjust the carry-over for a specific year. Your carry-over can still follow the rule that applied to you at the end of the previous allowance year. How to check your calculation: Select the info icon on the allowance card for How this allowance works. Under How your allowance is calculated, you can review the carry-over from the previous year, deadlines, credits, adjustments, and leave already taken. If you cannot reconcile a rule or amount, contact your HR admin or workspace admin and tell them the allowance name and allowance year you are viewing.Deductible leave
Each deductible allowance type has its own card.- The headline: The large figure is what you can book. In the year that is running the caption reads Available today. When leftover time expires at the end of the month, the caption reads Remaining allowance: [month] and the line below reads Available until [date]. That line turns red in the last week before the deadline while you still have something left. If you booked more than is available, the caption reads You booked more leave than available. An uncapped allowance has no balance to state, so the figure is what you recorded. The caption reads Recorded so far in [year], the header shows no limit, and a note reads There is no limit. We only keep count. Switch to a year that has not started yet and the caption reads Starting allowance for [year]. For a finished year it reads Remaining at the end of [year].
- Changes and deadlines: absentify names up to three dates that change your balance, such as [amount] expires on [date], From [date], [amount] will be available, On [date], [amount] will be removed, Bookable up to your last day, [date], and Your balance is [amount] below zero. When more dates exist than fit on the card, the last line reads [count] more dates, see Details. When leftover time expires at month end, expiry and next-month dates drop off because Available until [date] already says that. Exceptions stay, such as a removal or your last working day, and up to three future months you have already booked: [Month]: [amount] already planned.
- The bar or the monthly rule: A yearly allowance shows a bar with [amount] taken, Over limit: [amount] when you booked past the limit, and of [amount] in [year]. When leftover time expires at month end, the card states that rule in one line instead: Every month brings [amount]. Whatever is left expires at the end of the month. An allowance that suits neither picture shows the headline and the lines under Changes and deadlines only. An uncapped allowance has no bar.
- How this allowance works: Select the info icon at the top right of the card. absentify explains the active rule in a few sentences and what happens to unused time at year end, including carry-over limits and deadlines. If the rule covers only part of the year or a rule change is ahead, that is stated there too. An uncapped allowance has no info icon.
- How your allowance is calculated: Select How your allowance is calculated for the full breakdown. The breakdown is titled Calculation for [year], or Month by month when leftover time expires at month end. It lists Allowance [year], Carried over, dated additions and deductions, Compensatory time off, Taken, Expired unused, and a closing Balance (or Left / Left for [year]). If you used more than you had last year, that row reads Overdraft from the previous year and has no use by [date] note. A row with a deadline reads use by [date] up to and including that day. From the day after, the same row reads was available until [date]. What happens next names the dated events still ahead. When a later date is shown, that total is labeled Balance on [date]. So far in this period lists Taken and Expired unused when those amounts exist. When the breakdown has no rows yet, the details panel reads There is nothing to show for this period yet. When leftover time expires at month end, What happens next is hidden, because the headline already names the deadline.
Without an allowance
Leave types that do not deduct from an allowance appear in a block titled Without an allowance, with the caption Counted only, with nothing deducted. These may include sick leave or other approved absences. Public holidays appear in the same block when any fall in the selected year. The total is shown in days.Viewing absence details
Clicking on a specific day for an absence opens a detailed dialog box with the following information:- Leave type and duration: Displays the type of leave (e.g., “Vacation”) along with the start and end dates. For day-based absences (including multiple days or half-day absences), the time settings will reflect your company’s configuration, such as Morning, Afternoon, Lunch break, or End of day. For absences tracked by the hour, specific times are displayed according to your profile settings.
- Reason: If a reason for the absence was provided during the request creation, it will be displayed here.
- Status: Shows the current status of the leave request:
- Pending: The request is awaiting approval from your manager or approver.
- Approved: The request has been approved and is officially recorded. The date and time of the approval decision is displayed next to the status.
- Declined: The request was declined. You may need to adjust details and resubmit if necessary. The date and time of the decline is displayed next to the status.
- Canceled: The request was withdrawn by the employee or by another user with the appropriate permissions. The cancellation date is displayed next to the status.
For declined and canceled requests, the approve and decline actions are not available in the detail view.
- Process status: Details the approval process, indicating who needs to approve the request and their decision status.
Approval Processes
Approval Processes
If your absence request requires approval, it will go through one of the following processes, as set by your company:
- Linear - All must agree: Approvers are contacted one after the other. The request is approved only if all approvers agree. If even one approver denies the request, it will not be approved.
- Linear - One must agree: Approvers are contacted one after the other. If at least one approver approves the request, it will be approved.
- Parallel - All must agree: All approvers are contacted at the same time. The request is approved only if all approvers agree. If even one approver denies the request, it will not be approved.
- Parallel - One must agree: All approvers are contacted at the same time. If at least one approver approves the request, it will be approved.
- Take from allowance: Shows the number of days or hours deducted from the allowance, or No when nothing is deducted. When nothing is deducted, the value is No rather than a zero-day count.
- Request created: Indicates the date and time when the leave request was originally submitted.
- Request created by: Shows the name and profile picture of the person who created the request.
- Files: If documents were uploaded during the absence request creation, they will be displayed here under Files. You can download these attachments by clicking on the file name.
Admins, approvers, and requesters can upload additional files later.
If you are viewing another team member’s leave, you will only see the details you’re authorized to view. For your own leave requests, all relevant details are accessible.
If your request has representatives, an Admin or Manager may assign a different person in place of an originally selected representative. The original entry remains visible in the approver list with the status Replaced. Hover the Replaced status to see who performed the change, who the new representative is, and the date of the change.
Download PDF
You can download the year you are looking at as a PDF from My calendar. Select Download PDF next to the calendar title, then choose Portrait PDF or Landscape PDF. Both files include:- A header labeled Absence overview, with your name, email, department, Employee number, Schedule, and the date range (Range in portrait, Period in landscape).
- Deductible leave and Non-deductible leave summary tables
- An Annual overview heatmap of absences, public holidays, and non-working days, plus a Legend that lists only the items that appear in this year
- Month grids for the selected year
- An Absence details table with From, To, Leave type, Status, Approver, and Comment
- Signature lines for Employee signature, Manager signature, and Date
With the Annual overview in My calendar, you have a centralized view of your entire year’s absences, leave types, and allowances, helping you to plan and manage your time off effectively.