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The My calendar page in absentify provides an Annual overview of your personal leave, displaying past absences, future planned leave, and remaining allowances. This page includes both deductible and non-deductible leave types, public holidays, and non-working days, allowing you to plan and manage your time off effectively.
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.
You can move between years with the arrows at the top left. The title shows the year, or a range such as September 2026 to August 2027 when the allowance year does not start in January. Hover over any absence to see its leave type, time slot (for hourly absences), and, when you have permission, the reason. The tooltip appears without opening the full detail dialog.

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Allowance summary

My calendar shows one card per visible allowance, in days or hours. Each allowance can cover several leave types. The card uses the allowance year you selected; a year that starts in September appears as a range such as Sep 2026 to Aug 2027.

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What does the large number mean?

Read the caption below the number: The header can show the rule rate, such as [amount] / year, [amount] / month, or manual. An arrow between two rates shows a later change of amount or cycle. When a later change keeps the same amount and cycle, the header shows only the current rate. A note explains a prorated amount when employment or a rule covers only part of the year. A yearly allowance can show a usage bar. A monthly allowance that expires at month end shows its monthly rule instead. That monthly view applies when every upcoming change in the year has the same terms as the current rule. The general card layout is used when at least one upcoming change has different terms, when credits last longer, or when you view another year.

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Why does the request form show a different amount?

Your card describes the period in its caption. A request uses the dates you select. Monthly credits, carry-over deadlines, and future rule changes can make those amounts different. In the request form, Available for these dates can show several dated amounts. Check those dates before booking; see Create an absence request.

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How can I check the calculation?

Select the info icon for How this allowance works: the active rule, any upcoming change, and the carry-over limits and deadlines. Uncapped allowances have no info icon. Select How your allowance is calculated for the breakdown, titled Calculation for [year] or Month by month. It lists the relevant credits, carry-over, adjustments, compensatory time off, leave taken, and unused time that expired. What happens next shows future changes; a dated total reads Balance on [date]. So far in this period shows amounts taken or expired where relevant. If there are no entries, the panel says so.

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Which changes and deadlines appear on the card?

The card highlights up to three upcoming changes, such as an expiry, a credit, a deduction, or your last working day. Open the details for any additional dates. A warning about a future negative balance refers to that date; you may still have allowance available today. Available today can be 0 when later credits cover leave you already booked. A future negative-balance warning appears only when the year ends below zero. For monthly allowance that expires at month end, Available until [date] already gives the deadline, so What happens next is hidden. The deadline turns red during its last week if any allowance remains. Other exceptions and up to three future months with leave already planned can still appear.

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Why were only 5 days carried over?

Carry-over comes from last year’s unused allowance. You may have had only 5 days left, your rule may cap the transfer at 5 days, or it may keep 5 days permanently after an expiry deadline. An HR admin can also adjust your carry-over. Check How your allowance is calculated for the amount and its deadline.

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When does carry-over expire?

Your rule determines whether carry-over expires. use by [date] includes that day; the unused amount subject to that deadline expires afterward. Any amount the rule keeps permanently remains available. The dates of your leave matter, not the day you submit the request. Your regular allowance for the new year is calculated separately.

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Why is my colleague’s allowance different?

Different contracts or departments can use different rules for the same allowance type. HR can also assign an individual rule, manage amounts manually, or adjust carry-over. Carry-over may still follow the rule that applied at the end of the previous allowance year. If an amount is unclear, contact your HR or workspace admin with the allowance name, allowance year, and requested dates.

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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.

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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.
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.
These approval processes impact how quickly a decision is made on your request, and you can check the status to see if it’s awaiting action from any approvers.
  • 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.
When Outlook or iCal cannot add this absence to a calendar, a yellow warning appears at the top of the dialog. If you are not a workspace administrator, your own request shows This absence could not be added to a connected calendar. Please tell your administrator. Workspace administrators see which calendars failed and why. Colleagues who are not the requester and not a workspace administrator do not see the warning. The warning appears only after absentify stops retrying the calendar update, not while a sync is still in progress.
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.

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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 and the date range (Range in portrait, Period in landscape).
  • An Employee details card on the first page with Email, Department, Employee number, Schedule, Time zone, Public holidays, Approvers, and Representatives.
  • 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
Portrait PDF starts with Employee details and the summary tables, then the heatmap and Legend. Later pages show four months each. The last page is the detail table. Landscape PDF uses a wider three-page layout. The first page includes Employee details, the summary tables, the heatmap, and Legend. The next page puts all twelve months on one page. The last page is the detail table. Admins and department managers can download a user’s calendar PDF from that user’s My calendar page. The calendar PDF export requires an Essentials, Plus, or Business v1 plan.