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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 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, Lunchtime, 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 navigate between years by selecting the arrows in the top left corner, allowing you to view past or future years as needed. 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.
Public holiday details: Select a public holiday in the calendar to open a read-only window showing the holiday’s date, name, and allowance-deduction status. If you are allowed to create requests for that person, a Book time off button appears. Selecting it closes the window and opens a new absence request already filled in with that holiday’s date.

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Allowance summary

On the left side of the My calendar page, you’ll find a breakdown of your leave allowances for the selected year. Allowances represent the number of days or hours available for specific types of leave, as configured by your company. Each allowance type is associated with one or more leave types that determine how the leave can be used.

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Deductible leave

This section displays allowances that reduce your main paid leave balance. For each deductible allowance type, you’ll see:
  • Allowance: The total number of days or hours allocated to you for the year, including any individual adjustments your administrator has made.
  • Carried over: Any unused days or hours from the previous year.
  • Remaining balance: The projected number of days or hours for the full year, including allowance granted by a rule that starts later in the year.
If your company has multiple allowance types, such as vacation or special leave, each type will appear separately.
Depending on how your company set up the allowance, you may not receive the full amount at the start of the year. Some policies grant it monthly or every two weeks, so your allowance grows over time. If carried-over time has a deadline, absentify shows the date by which you need to use it.
If your allowance rule changes later in the year, for example when a new rule starts on a set date, two extra lines appear under the remaining balance:
  • Available now: The part of the balance you can already book for dates before the change.
  • +X from [date]: The amount that is added when the new rule starts.
The remaining balance itself stays the total for the whole year, so all of it remains bookable for dates on or after the change. These two lines only appear when a rule change is scheduled for the rest of the year.

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Non-deductible leave

Non-deductible leave types, which do not impact your main vacation allowance, are listed in a separate section. These may include sick leave or other approved absences that don’t count against your primary balance.
  • Public holidays: Public holidays are displayed based on your regional settings. The total number of public holidays assigned to you is shown in days.
  • Non-working days: Days when you are not scheduled to work (e.g., weekends) are shown in dark gray to distinguish them from regular workdays.

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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, Lunchtime, 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: Specifies the number of days (or hours) deducted from the employee’s leave allowance, if applicable.
  • 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.

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Download PDF

You can download your annual calendar as a PDF directly from the My calendar page. Select the Download PDF button next to the calendar title (e.g. “‘s Calendar”) and choose Portrait (A4) or Landscape (A4) orientation. The PDF includes:
  • The annual calendar heatmap showing all absences, public holidays, and non-working days.
  • Allowance summaries for deductible and non-deductible leave types.
  • An absence detail table listing dates, leave type, status, approver, and comment for every absence in the selected year.
  • Signature lines for employee, manager, and date.
HR admins and department managers can also download the calendar PDF for users they are permitted to view by switching to that user’s calendar first. The calendar PDF export requires an Essentials, Plus, or Business v1 plan.
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.