Calendars

Records of individual HR agendas that have a date can be displayed in the Calendar agenda, or you can export them as a shared ICAL calendar. For example, you can display in the calendar when someone in the company has to return borrowed hardware or when someone has to undergo a regular medical examination.

How to add a new calendar from the HR agenda

Setting up a new HR calendar
  • In the web application, go to User Menu (your name in the upper left corner) - Configuration - Custom Agendas.
  • Select one of the existing agendas for which you want to create a Calendar source and continue to tab 6 External calendars.
  • In the left table, use the + button to add a new Calendar Source.

Basic

The tab contains basic calendar settings (name, date specification, and person).

Here you can set whether the calendar will be available as iCal. If you select this option, you will be able to export calendars so that you can view them in Outlook or a shared Google Calendar, for example. You can learn more about exporting and importing calendars in our help section.

  • In the Date field, select any field in the given agenda that is in date/date-time format. The event in this calendar will then refer to the selected date.
  • If the record you want to display in the calendar belongs to a specific employee from Human Resources, you can use the optional Person field. This option will enable the function in the tab. Including data of persons who restrict the visibility of events in the calendar by department or tag. For example, you can create a calendar source called "Medical examinations at Department A" which will only contain events (medical examinations) that have an employee assigned to Department A in the Employee field.

Time

The period indicates whether the event will repeat and, if so, at what interval.

EXAMPLE 1: In the relevant agenda, create a calendar called " Onboarding Anniversary" and select the onboarding date in the Date field. In the Time tab, set the Period to 1 Year and set the Period repetition to "Always." This will set up an annual reminder of the onboarding anniversary in the calendar.

The period can be set according to the selected time frame (year, month, quarter, etc.). The period repetition can be set to repeat in the calendar or to be displayed only once.

EXAMPLE 2: In the " HW Return" calendar, the primary date used is the date when the employee is supposed to return the device (PC, phone, etc.). In the Time tab, the following is selected:

Period: -7 Day

Period repetition: once

Therefore, if an employee is required to return company equipment on April 25, 2024, the entry will appear in the calendar seven days before the deadline, on April 18, 2024.

Include records, Including data of persons and Available for persons

  • The options in the Includes records menu are used to limit records by department or permission.

    Alternatively, if the user has permission to manage only specific departments, this tab allows them to view only records with these classifications.

  • Including data of persons is used to limit the persons to whom the calendar applies (can be limited by tag and center).
  • In the Available for persons menu, you can set which users will have access to this calendar in the web application in the Calendar agenda.

EXAMPLE: You want all employees to see who from the Office department has which laptop, for example, in case they need to borrow a spare laptop from the office.

Includes records: Office department

Including data of persons: Office department

Available for persons: all departments

After saving the new calendar, it can be viewed in the Calendar agenda. Simply click on the Calendar to show in the upper left table. Once you do so, individual entries will be displayed in the calendar according to date and person.

Finished calendar