View and manage your team's leave in the Team Calendar

1. Log in to Employment Hero.
2. Click People on the left-hand side menu.
3. Click Personnel.
4. Click Calendar, found near Organisation Chart.

What appears on the calendar depends on your role. Managers see full visibility over their direct and indirect reports. Employees see their own leave alongside approved leave from their teammates. If you are not assigned to any team, you see only your own leave and your own public holidays. Team Row view is the layout you see by default.

1. Open the Calendar.
2. Click the view period option in the toolbar.
3. Select Week, Fortnight, or Month.

If you switch back to a shorter period after you moved to a future month, the calendar keeps you within that month rather than jumping back to today.

1. Click the forward or back arrows to move to the next or previous period.
2. Click Today to return to the current date at any time.

The Calendar offers two layouts.

• Team Row view: shows one row per person, so you can scan a single date column and count who is away at the same time.
• Calendar view: shows a traditional monthly grid, useful for spotting quiet or busy patterns across a whole month.

1. Click Calendar View to change from the row layout to the grid layout.
2. Click Team Row View to change back.

Employment Hero remembers your chosen layout the next time you open the Calendar.

1. Click the Filters button.
2. Select a team, group, work location, or worksite to narrow the calendar to that group of people.
3. Select specific employees if you only need to check on a few people.
4. Clear your selections to bring everyone back into view.

You can combine more than one filter at a time. For example, select a team and a work location together, and the calendar shows only the people who match both, with both active filters shown clearly in the filter area. If nobody in your selected view has any leave for the period you are looking at, their rows still appear, just empty, with a visual cue that there is nothing to show.

1. Click the Filters button.
2. Select one or more leave categories, such as annual leave or sick leave, to show only those types.
3. Select Approved or Pending under leave status to narrow the results further.
4. Select a worker type, such as contractor or casual, to show only that group.

Public holidays and blackout periods stay visible when you filter by leave category or status. Turn these off separately using the display toggles below.

1. Click the display toggles above the calendar.
2. Turn off Leave to hide leave blocks while public holidays and blackout periods stay visible.
3. Turn off Public Holidays to hide holiday indicators.
4. Turn off Blackout Periods to hide shutdown period indicators.

Turn any toggle back on at any time to bring that information back into view. You do not need to reload the page.

1. Set up the team, view, and display options you want.
2. Click Save Filters. A confirmation appears, and a Reset Filters option becomes available.
3. Click Reset Filters at any time to return to the default view. The Save Filters option becomes available again once you set up new filters.

Once saved, Employment Hero applies your filters automatically the next time you open the Calendar, so you do not need to set them up again. Your saved filters are personal. They do not change what anyone else on your team sees, and each person keeps their own last-saved view. The Save Filters button stays disabled until you change at least one setting from the default.

1. Click a pending leave block on the calendar.
2. Review the request details in the side panel that opens on the right.
3. Click Approve or Decline.

The side panel opens beside the calendar rather than over the top of it, so you can still see the rest of your team's coverage while you decide. Declining a request removes the leave block from the calendar and shows a confirmation that you declined it.

If your organisation uses two-level approval, clicking Approve sends the request to the second-level approver rather than finalising it straight away. The leave block stays marked as pending until that final approval takes place. If you are the final or only approver, clicking Approve updates the leave block immediately, and the side panel confirms the leave is now approved.

If you have leave viewing access but not leave approval permission, or if you are an employee, you can open a leave block to see its details, but no Approve or Decline option appears.

Each leave block uses the colour assigned to its leave category in your organisation's leave settings, so you can tell annual leave, sick leave, and other types apart at a glance. Each block shows the team member's name and leave duration. A legend shows which colour corresponds to which leave type. Pending leave looks visually different from approved leave, and labels on each make their status clear.

Public holidays appear per team member based on their own work location, and the holiday name appears on the date. If two team members work in different states or countries, only the row belonging to the person in the observing location shows the holiday. The other person's row shows a normal working day.

Blackout periods, such as a Christmas shutdown, appear as a visual indicator across the affected dates, with the period name visible on or near the indicator. Some blackout periods apply to everyone, while others only apply to certain teams, locations, or employment types, in which case the indicator only appears on the rows of the people it affects. As an employee, you only see blackout periods that apply to you or your team. Blackout indicators look different from leave blocks, so you can tell a shutdown constraint apart from leave someone has actually taken. Click or hover over a blackout indicator to see its name and date range. If a blackout period runs across more than one month, the indicator only shows for the dates within the range you are currently viewing. Blackout periods are read-only on this page, so no approve or decline action appears for them.

If a team member has more than one leave request on the same day, such as one from 9:00 am to 11:00 am and another from 2:00 pm to 5:00 pm, each request appears as its own block with its time range shown. The blocks never merge into one. A full-day leave block spans the full width of the date cell, while split blocks on the same day are shown proportionally or stacked with their time ranges visible, so you can tell them apart from a full day of leave. This applies in both Team Row view and Calendar view, and to your own split leave requests as an employee, including any that are still pending. Click one of the blocks to open that specific request in the side panel. The other block on the same day is unaffected.

If a team member has approved leave with a start date but no confirmed return date, the leave block spans every visible day from the start date onward, with a trailing indicator to show there is no confirmed end date. The block keeps the colour of its leave category, since the open-ended indicator marks a duration rather than a different type of leave. This indicator stays visible in both Team Row view and Calendar view, and it continues to show on the leave block if you navigate forward to future months, so you can tell it is the same continuing leave rather than a new request. Click the block to open the side panel, where the dates field shows no return date set instead of an end date and the duration field shows Open-ended rather than a day count. The leave balance field shows the balance still accruing; you cannot finalise it while the leave remains open-ended. Once you enter a return date, the block updates to end on that confirmed date, the open-ended indicator disappears, and the side panel shows the actual duration.

Contractors and casuals display a badge on their row, so you know how to interpret their leave and availability without checking their profile. This badge is visible in both Team Row view and Calendar view. Employees with no special worker type show no badge. That person's row does not show leave categories that do not apply to their worker type, such as parental leave or long service leave for a contractor. Click a worker type badge to go to that member's profile, or view a tooltip with a link to their profile if the calendar cannot navigate there directly.

A team member with a future termination date still appears normally, with their leave shown as usual, for any dates before that date. Once their termination date has passed, they no longer appear in the calendar for current or future dates. If their last day falls partway through the range you are viewing, their row appears normally up to that date, and the remaining dates in their row show no leave data. When you look back at a past date range that included a now-departed team member, their row still appears with their leave and public holidays for that period, along with an indicator such as Ended [date].

The Team Calendar automatically shades non-working days for any employee who has Custom Work Hours configured in their employee profile. This gives managers and colleagues an accurate view of employee availability, preventing meetings or tasks from being scheduled on days an employee isn't rostered to work.

Key details of this feature:

• Visual Display: Non-working days generated from Custom Work Hours are shaded in the standard fixed grey day-state color (the exact same grey used for contractor unavailability).

• Visibility is determined strictly by whether Custom Work Hours are configured in the employee's profile—not by employment or worker type. 

• Zero Maintenance: The Team Calendar simply reflects the weekly work patterns already saved in the employee profile, keeping scheduling accurate without extra administrative steps.

How to configure Custom Work Hours on an employee profile:

1. From the main menu, navigate to People > People List.
2. Select the employee profile you want to edit.
3. Go to their Pay Details or Employment History settings.
4. Locate Work Hours, select Custom Work Hours, and set their active working schedule.
5. Click Save. The Team Calendar will immediately update to shade their non-working days in grey.