The calendar allows you to view and manage your own holidays and shows you all other holiday bookings in your Departments so that you can avoid any tricky clashes.

To protect privacy, staff can only see who has booked a holiday in their own Departments or those they collaborate with.

The calendar automatically displays a month at a time, but you can instantly switch viewing formats to see what’s happening daily, weekly, or as a list.

We’ve colour-coded the calendar to help you identify whether a holiday is pending, approved, or has been declined.

You can filter by Departments or by the current status of each holiday request. You’ll see a summary of who’s away today in the top right.

Just so you know, holidays are taken in single-day blocks. Of course, half-days can be booked, too, but this needs to be done separately.

Book a holiday

Once you know your dates, click on ‘Book a Holiday’.

Use the calendar to set the dates you’ll be away. Holidays across multiple days will be listed as full days off, so if you want to take a half day off as part of this request, then you’ll need to input it separately.

Select whether your leave will be paid or unpaid.

The status box summarises the request details, how much holiday will have been used to date, and the amount of holiday you’re entitled to.

If your holiday conflicts with an existing holiday already booked by a colleague within one of your Departments, you can still submit your request. Your Manager will be notified about the clash, and holiday approval will be at their discretion.

Use the comment box to leave any additional information that might be helpful to the relevant Managers.

Once you’re happy that everything’s correct, submit your request, and you’ll see a pop-up message confirming that your request has been sent to your Manager for review.

The Holiday Calendar is immediately updated to show your requested time off in yellow – indicating that the request is pending, subject to approval.

Clicking on your name will show all the details and give you the option of editing or cancelling the holiday.

It’s now up to your Manager to consider your request and you’ll be notified as soon as they’ve made a decision.

Once your holiday has been approved, it will appear in green on the calendar, and you’ll receive a confirmatory email. If your holiday has been declined, it will show in red, and you’ll be notified by email with the reason why it hasn’t been approved.

Amend or cancel your holiday

Click the green bar on the calendar to see the details and access links to amend or cancel your holiday. Any changes will be emailed to your Manager, and they’ll respond with their decision in the usual way via your account. 

Your holiday details are recorded on your Employee Record, which you can access from your profile picture at the top right of your screen. This allows you to stay up to date and see all your holiday history in one place.