How do I sync leave requests with my calendar | HR FAQ


How do I sync leave requests with my calendar?


HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.


You can enable via the Notifications Settings page the ability to sync leave requests with your chosen calendar. You have two options:

Leave Managers

They will receive an email with an attached ics file that contains the calendar event of their direct reports. It will include new, updated, or cancelled leave requests.


To protect the privacy and confidentiality of an employee's leave request, especially in cases of Domestic Violence Leave, we have designed our platform so that it sends a standard Leave calendar event. Managers can see the type of leave an employee takes via the Leave Calendar feature in the HR platform or through the Swag app.

Leave Employees

They receive an email with an attached ics file that contains the calendar event for their new, updated, or cancelled leave and we will mark those dates as busy.

Enable syncing of leave requests
  1. Click the   Settings menu. 
  2. Click the Notification Settings submenu.
  3. Set either Leave Managers or Leave Employees to the Yes position.

Further information

Tips when configuring your external calendars

There are times that your email provider may need you to respond to the event before it reflects in your calendar. For these events to show automatically, you may need to check and configure your external calendar settings.

Tips when using Google Calendar

Google will show the event automatically in your calendar. However, after some time it will ask you if the email is spam or not, so we recommend you do the following steps:

  • In the email, click the I know the Sender button
  • Add to your contact list.
  • Try replying one time to the email.

After you complete these steps, calendar events should show normally in your calendar without the need to respond to the event anymore.

Tips when using Outlook Calendar

When viewing calendar events in Outlook, there are cases where Outlook will display the dates differently. It is recommended that when you view your Outlook calendar, you click on the event tile for Outlook to normalise the dates of the calendar event. When you click and accept the invite, the event will then show the dates properly. 

Author recommended

So you have now synced your leave with your calendar and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:

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