Using the Work calendar

The Work calendar can be accessed by all Workable members who can access the 'Employees' page, and comes in handy when you need to:

• Know if someone is working today or if they're scheduled to be out.
• Make ad-hoc edits for fixed work schedule workers, for example, bulk edit working hours and/or workplace for specific dates and employees.
• Create shifts for shift workers (employees without an assigned fixed work schedule, i.e., those that need recurring assignment, like each week or month).

To access it, click Work calendar in the main navigation bar.

Overview

Under the Work calendar, you can see time-off requests, holidays, employee work schedules, and attendance information for employees who use Time Tracking. On the desktop, the default view is set to week, but a month view is also available. You can search employees by first or last name and filter by:

• time-off types (available only for HR Admins)
• departments
• entities/locations
• workplace
• attendance issues, when Attendance is selected

Use the Views filter to choose which information is displayed in the calendar:

• Attendance: Shows actual clock-in and clock-out times and attendance indicators for employees who track time
• Work schedules: Shows scheduled start and end times and the workplace, such as on-site or remote
• Time Off: Shows time-off entries. Hover over an entry for additional timing details

You can show one view or combine multiple views. Your selected views remain selected when you move through dates or switch between Week and Month views.

When Attendance and Work schedules are both selected, actual attendance takes priority for the displayed time, while the work schedule provides the scheduled context. Time off appears alongside the other selected information. Holidays remain visible as a calendar background and cannot be turned off through the Views filter.

All employees who are managers of other employees (regardless of their access) can also switch to a 'Direct reports' view of the calendar that includes only themselves and their direct reports. Managers now see their direct reports or reporting line by default and can use the related view filter to switch to View all employees, subject to their access permissions.

Work schedule data

All employees with assigned work schedules are displayed, with each schedule shown as a cell for each day, with working hours & workplace (onsite/remote). Employees without an assigned work schedule are also shown, but with empty cells instead.

For employees on a time tracking policy, this cell now shows their live attendance for the day instead of just scheduled hours — clock-in time, clock-out time, and any active indicator (for example, a missed clock-in or an overdue clock-out). Employees without a time tracking policy (schedule-only) continue to see just their work schedule, unaffected.

Attendance issues

When Attendance is selected, the Work calendar displays indicators that help you compare an employee's actual attendance with their scheduled work.

The following issues are actionable and can be used to send a nudge:

• Missed clock-in: A scheduled employee has not recorded the expected clock-in
• Clock-out overdue: The employee is still clocked in after the scheduled end of the shift
• Absent: No attendance has been recorded for a scheduled work period

The calendar can also display informational attendance indicators:

• Worked more: The completed attendance record shows more worked time than scheduled
• Not scheduled to work: Attendance was recorded when the employee was not scheduled to work
• Late arrival: The employee clocked in after the scheduled start time
• Worked less: The completed attendance record shows less worked time than scheduled
• Incomplete entry: The attendance record is missing information needed to form a complete time entry. This indicator is available when the Ergani integration is enabled

Today's Attendance Issues

When Attendance is selected, the Today's Attendance Issues section at the top of the calendar shows the number of employees with actionable Missed clock-in, Clock-out overdue, and Absent issues.

Select an issue count to filter the Work calendar to today's matching issue. The counts follow your employee scope and any other applicable filters.

Filtering by attendance issue

You can use the Attendance issues filter to find employees with specific attendance indicators in either the Week or Month view.

Time-off requests

You can click on a time-off item to see details. Requests pending approval will be displayed with an orange clock icon next to them. If you are involved in the approval process and it's your turn to approve, you can also approve from this view. 

Time-off types will be visible to all employees only if the related Calendar setting is turned on. 

Holidays

Public and company-specific holidays will appear with striped lines. Hover over the holiday box to review the holiday. 

Available actions

You can also perform specific actions from this page depending on your user permission.

As an HR Admin, you can:

• Request time off for yourself

• Import time-off balances in bulk via a CSV file

  

As an Admin or a Manager with attendance access, you can also nudge employees who currently have an attendance issue — Missed clock-in, Overdue, or Absent — directly from the calendar. Nudge a single category of issue, or select Nudge all to notify everyone with an active issue matching your current filters. The nudge message adapts to the issue (for example, asking the employee to clock in, clock out, update their attendance, or log a time off request).

Nudges apply only to employees within your permission scope and currently shown by the filters you have applied.

As an employee, you can request time off for yourself. 

Approvers of time-off requests will be able to see all the approvals that are pending for their actions as a list. Under the Actions menu, click View pending requests. Approve/reject directly from this view without the need to go to each employee profile or your inbox.

Customizing work schedules and shifts

Via the Work calendar you can make quick one-off adjustments (for example, editing a day’s hours or marking a day as remote) or apply schedule updates in bulk to multiple days or employees.

To change an employee’s assigned hours or workplace:

1. Select one or more cells that represent the days you want to update. You can make updates to several employees / dates at once or even choose an entire row or column to include all visible days or employees in the current view.
   
2. From the action bar at the bottom choose one of the following options:
   • Select work schedule: Apply an existing predefined work schedule from your settings.
   • Edit working hours: Define custom start and end times for the selected day(s).
   • Set workplace: Mark the selected days as on-site or remote.
   • Delete work schedule: Remove the assigned schedule for those days (this will appear as time off or no working hours).
     

If the selected days overlap approved or pending time-off requests, you’ll be asked whether to cancel time off (apply schedule changes) or keep time off (not recommended, as it may cause balance mismatches).

Impact of custom schedules

Custom schedules will have an impact in multiple workflows as described below:

• All edits will be reflected immediately across Timesheets and the Attendance report.
• Clock reminders immediately respect the new work schedule and arrive at the time set in the work calendar.
• Geofencing respects the workplace of the work schedule defined in the work calendar. For example if a day has been set as "on-site" but the employee attempts to clock remotely they will receive a geofencing error.
• Time off requests that take place after the custom schedule has been set respect the new schedule for effective days or hours calculation and subtracting balance accordingly. Note that any existing time off requests do not get recalculated, and any subtracted balance remains as-is.

Calendar settings

As an Admin, you can choose if the time-off types should be visible to all employees from the Calendar settings during the time-off type setup.

If the setting is turned on, you can color-code time-off types in the Work calendar. In the example below, we decided to show this time-off type to all employees and label it with the red color in the calendar. 

When this setting is disabled, employees’ time-off type won't be visible anywhere and the request will be shown in gray color in the Work calendar.

To change the setting or the color of a time-off type, click Edit in the menu for the related time-off type.

Calendar access rights

The view in the Work calendar depends on the member's role: 

All-access members can:

• See all pending and approved time-off requests of active employees
• View and edit all employees’ work schedules

Standard access members can see:

• All the approved time-off requests of Active employees
• Their own and their direct reports’ approved and pending time-off requests
• Any time-off requests for which they are involved as approvers
• Work schedules of other employees

You can find more details below:

Configuring access

The access rights marked with * are configurable through Profile templates > Job - Employement > Work Schedule > Field settings. This configuration affects visibility and edit access both in the Work calendar and the employee profile.

If employees are allowed by this setting to make edits with "Approval from HR admins" checked, approval is requested only for profile-level changes to the general schedule, not for updates to individual days from the Work calendar.