How do I sync leave requests with my calendar via the HR platform?

Available for the following HR plan: Platinum
Available for the following user access levels: Employee    , Manager    , Admin    

Question

How do I sync leave requests with my calendar?

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Answer

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

Managers

You can only add employee leave requests to your calendar if you're a direct manager (primary or secondary). This option is meant for managers to keep track of their team's leave on their calendars.

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

 

Important

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

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

Enable syncing of leave requests
  1. Click the   Settings menu. 
  2. Under Notifications, click the Notification Settings submenu.
  3. Click the Yes button for Leave (Employees).
  4. If visible to you, click the Yes button for Leave (Managers).
    screenshot of the notification settings page, highlighting the yes buttons for leave employees and leave managers

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 no-reply@employmenthero.com 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. 

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Comments

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Date Votes
  • A roster change was made on December 21st 2023, the roster change was not sent to the employees on SWAG till December 25th 2023. Why would this happen?

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  • Hi Andrew MUELLER the best place to get a solution to your issue would be from our support team. If you contact our support team they can look into the above issue for you and hopefully provide a resolution.

     
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