---
title: "Calendar management"
description: "This manual is a user guide for working with the calendar of the attendance system. It clearly describes the features for planning and shifts management, requests and events. The user will learn how to create and approve requests, add events without approving, delete records and use bulk actions. The manual also explains filtering the calendar and using the calendar widget. There are also recommendations for effective usage of the calendar."
url: https://navody.aktion.cz/en/articles/7-calendar-management
collection: "Documentation"
updated: 2026-11-02
language: en
alternates: [cs]
---

# Calendar management

This manual is a user guide for working with the calendar of the attendance system. It clearly describes the features for planning and shifts management, requests and events. The user will learn how to create and approve requests, add events without approving, delete records and use bulk actions. The manual also explains filtering the calendar and using the calendar widget. There are also recommendations for effective usage of the calendar.

## What you will learn in this manual

-   **Planning and management** - In the calendar, you can add or remove shifts, events and requests, including approving and filtering by type or time period
    
-   **Requests and actions** \- Actions (without approval) and requests (with approval) are differentiated. Both have their own way of planning, editing and cancelling.
    
-   **Summary and permissions** - You can access the calendar of colleagues, but different features require specific permissions (e.g. creating a request, shifts management).
    

> **Info:** Note: To edit shifts and plan requests, adequate user permissions are required.

* * *

## Calendar

The calendar is your main tool for creating requests for leave and other work events. Thanks to it, you can easily see your planned hsifts, you can create vacation requests, report absence or plan business trips. Furthermore, you can check the calendar of your colleagues, to have an overview of their availability.

* * *

## How to work with requests in Calendar

### Actions vs. requests

-   **Actions** are events that **do not have to be** approved by your superior, e.g. an illness, business trip or training. They can be added easily and are set immediately.
    
-   **Requests** on the other hand are events that **have to be** approved by your superior. These include holiday, home office or other planned absence.
    

For more information, click the link below.

[

Requests

This manual serves as a guide for managing requests. It contains instructions on editing requests and filtering.

](https://navody.aktion.cz/cs/articles/9-zadosti.md)

* * *

## How to add an action or request

The procedure for creating a request and action is the same, the difference is in the summary and final preservation of the event in attendance, as explained above.

> **Warning:** Warning: To submit a request or add an action, you must have the **Submit requests** record permission.

> **Info:** Note: By selecting multiple days at once, you can add bulk actions.

### The procedure for adding an action/request

-   After selecting a day in the calendar, click the **Add event** button located in the upper right corner.
    
    ![](https://staticfiles.gleap.io/ghelparticle/fOyykATRuDqa4iF9zCcZ6P0wzx7wz4uRO9wf1EnAiAz99sw5U75me8sLgenXqAnNInQL78ZM0rF.png)
    
-   Select the time period in which the event is to take place.
    
    **Warning:** To plan an action, you have to have a planned shift for the chosen time period. If you do not have a planned shift, check the **Insert on every day regardless of scheduled shifts** checkbox.
    
    ![](https://staticfiles.gleap.io/ghelparticle/5nbwkSjkvtAqEhuDIIiYckk4OjH56DNwuugcsKk5tXpW4VR2oLzBeXVxpsZyYthboQ0nHStBknw.png)
    
    ![](https://staticfiles.gleap.io/ghelparticle/ZSDP8VrT5D0gssKPhCJyvN104vrKXFNqngsRR6D3SLA5piR1QI6SvAfc53Wi34i8BahLIjdNklE.png)
    
-   Select the **payroll item** related to the event. Additional approval may be required for certain payroll items – an event duration value will be generated. If you have the **Approve** permission, you can check the **Approve** box, and the value will be approved without additional steps.
    
    ![](https://staticfiles.gleap.io/ghelparticle/DF9zBvRnwHkB5K0jQlfQBizorw14iAQeOQY1k6kRnlodj1Lz14FUrQsxOeQP3o2oCeFg87oQbHV.png)
    
-   Select the **type of event** (all day/half a day)
    
    ![](https://staticfiles.gleap.io/ghelparticle/ivBIs7pVy1qsEkPHQo4f9P3JcqgKnULVSOOCA0btVnsl47e2MJ8R4bnS2LWjFVCisLtiQwdE4gF.png)
    
    In case of a conflict with another event, e.g. when you have an action planned during the same day, the system will notify you and offer options to deal with the conflict — you can choose to **Skip a day**, or **Not plan the event at all**.
    
    ![](https://staticfiles.gleap.io/ghelparticle/3dTLfgS8jdvewAOULlmbjxkhlCkLYONGbHYd1b0ZNXDXAWczXHfBtfYaiAacv59GXbebYFPxRD6.png)
    
    ![](https://staticfiles.gleap.io/ghelparticle/O0mke59BZ3ki2ps0PAsPqxHaf96uSgC9GfnPqJF0aeOgO4UZi4oHaHoj14IZQI6m7dZXBtY2trJ.png)
    

### Request

-   After clicking the **Next** button, a summary of your request with all information will be displayed. When utilizing the entitlement, an additional section **Current Entitlement** will be displayed, where you can see:
    
    -   **How many hours you will utilize**
        
    -   **How many hours and days remain in your current entitlement**
        
    -   **How many hours you have in unapproved requests**
        
        ![](https://staticfiles.gleap.io/ghelparticle/ODb7bOEBYqKS3Jk0twRub2hvlsXXWs5IA63vVLv0PUmqg62f9a71Udd0Ck0MwbGzjJQMCyGT6iv.png)
        
-   Below the displayed information, the **approver** selection of the request will appear.
    
    ![](https://staticfiles.gleap.io/ghelparticle/LWeslVJiottnkd7fP0CPk3dfgMJ3c3iVZvh6PbWNLQ23Cl8De0cv65SLheiCvAGJqfrQOtPsGym.png)
    
-   The resulting request may appear as follows:
    
    ![](https://staticfiles.gleap.io/ghelparticle/JFiWuptSHf5ILJM8YFC6iCTR0SHvTXUMQnlmz7raYk9LYjvgzIlnBakSqGD6JoFn5FmFhmVchtE.png)
    
-   Then click **Submit Request**.
    
    ![](https://staticfiles.gleap.io/ghelparticle/FeqzhFHlvcPTDPRGLQBOyP2tKlf5rNcaVO2UvSnKYx5u6HS42VSpn8tC5T7HjXL8gNdVf6brdJk.png)
    
-   You may plan actions in the same manner by **right clicking** a specific day in the calendar.
    
    ![](https://staticfiles.gleap.io/ghelparticle/TpK17rrTQCKFUjKCjlRTYRbzaIm1QzYjZYbLibJH7OLn9t6GaONpRNP79sPzunYuIragzWWjIJg.png)
    

### Action

An action differs from requests in that they do not have an approver, thus they are scheduled directly.

![](https://staticfiles.gleap.io/ghelparticle/RMBoiyLBDH4n3GMv9GEQhNPI8fdKuc8HZNGZQvwY9hTTOkIvkzpLjTeSDyd7qXggPHqonVjyYfx.png)

* * *

## **Request statuses**

Status **New** is always assigned to newly created requests with no history.

![](https://staticfiles.gleap.io/ghelparticle/h30Bq1a8ZyCQZ5EgMgIaSnhlTCZCZ5j1WRx8LMx9qY8bKvvoMu6i4PG1yiBgd7SpnFBZKKrMHcd.png)

A request that is **New** can be **approved** or **rejected** using the buttons in the **Quick Actions** section of the table.

![](https://staticfiles.gleap.io/ghelparticle/gie12FuUUCCEtkXldasfwXkCXfDZeEQWuxkowNe2tiphetuMWyI2rcHQOypPYStaOlRKltiqN2s.png)

By clicking the icon in the upper right corner, a side panel will open up. Clicking the request will then load information about the request, just like the request detail tab.

You can also process the request with a single click on **a specific request**. A side panel will open with the request details, where you will see the basic information, identical to the **Detail** window.

![](https://staticfiles.gleap.io/ghelparticle/NQV9IIMNJ6LY11uUEFe8RlUPP7zP28CubKYUHudPKTVY5DBevw0ijz0wL12iOmjot0myRjyLcC5.png)

![](https://staticfiles.gleap.io/ghelparticle/a1LfigCodzeHRIqtIT0nQK25GcxmYR7s9d6i8cKdRVoxhB9KDKKTKbzRa0KjjlXXnmqGIdPL8xZ.png)

A request changes its status to **Approved / Rejected** based on the performed action.

![](https://staticfiles.gleap.io/ghelparticle/qIj3Z11L4lJcqFT6ffTIdde533WMBDgkGmMzAaFxvSPL6PjgKj2UFkKNcAUIJ5aGwtLFhPsb8Yq.png)

![](https://staticfiles.gleap.io/ghelparticle/oY6VZ7JXKNnZIC6ug9DPk0pY4ukAhiN6hVcow628q9hOXY5KSbrVQZV9YZ3nj4qWOBFwWcMDi5E.png)

![](https://staticfiles.gleap.io/ghelparticle/hXUOmk3g8Ms9lquO4P8ZiF0Pi6dJrXd3fRs73oPHXx557Zfg9ALkbBvQdOxfNOrYjCRZuQCaKfL.png)

If you want to cancel the request, you can ask for it — The request will be marked as **Waiting for cancellation** and will be waiting for confirmation.

![](https://staticfiles.gleap.io/ghelparticle/9QivhdIQrXBt2v0VJ0PRPRIPCilYByKMtQw5vbLrdeXqXUlIMvfpy0iwD0M1AZE3P0PYXvkIrwS.png)

You process cancellation requests in the same way as approval requests: using the buttons in the **Quick Actions** section of the table.

![](https://staticfiles.gleap.io/ghelparticle/Fftg4jhgR01AWuxcdWCrVnBHNPOAmU5Uj4Bp3oCjCDClu9MLL9e3X5wZTkU9Pj2p53xSwJlDgKm.png)

![](https://staticfiles.gleap.io/ghelparticle/9LGkTwiEo4xhjBXXWNwlXUOKJyaeuwUehUnogyAQGsZuiVYixs1w7dQa6gXsBqz32SKiIZxNBno.png)

A request is marked as **Cancelled** either after the approval of its cancellation, or after cancelling the original request before it is approved.

![](https://staticfiles.gleap.io/ghelparticle/YY6MQ98qqVE8TzQmd1iY3eIASMRO7uhYhe62f9c9I9Fe98kbSDF6XIAfjvCsvHCZTwOsXnMx0WY.png)

You can delete a request after it is **cancelled** or **rejected**.

![](https://staticfiles.gleap.io/ghelparticle/b6EhtzKF2FRjNDjM6iZ6cHSnEJW42mD5fKySwhiDzTBXX37OHk2lE0KjZWJDe2VTtx7x6YyFzWs.png)

* * *

## Request Details

By clicking on a specific request in the calendar, you can access the request details.

![](https://staticfiles.gleap.io/ghelparticle/dVq0O028njKHtAQ3XmfsAxIfLzgFKCR2lUGldYNaZKYErx9PvxW3FcLXhJ74EVFAAc4pEIhS3Qo.png)

### **Request overview**

-   **Basic information** \- Contains information about the application time period and wage component
    
-   **Schedule of days** - Contains information about the days on which the application is to take place
    
-   **Entitlement and drawdown** - Contains information regarding the usage of the remaining balance
    

### **Request history**

By clicking on **Request history**, the history of application statuses with the necessary details is available to you.

![](https://staticfiles.gleap.io/ghelparticle/MIPKkErTmJb0ZyxGhwk2sPI5oMHkuTNh7aBRO9vu6H9raBKArc8VRQCiEGYGYvz0FNXIqJp0UMO.png)

### Calendar of colleagues

More information is under the same header name below. The description fits the individual tab aswell as the tab in request details.

* * *

## How to edit or remove an action or request

> **Warning:** Warning: In order to remove an action / cancel a request, you must have the **Approve Requests** permission for the record.

### Removing the action / request through calendar

-   By **right-clicking** the action you wish to remove and clicking the **Remove planned event** button.
    
    ![](https://staticfiles.gleap.io/ghelparticle/Bqog2dgv9oG2rOSqNgw0bdGdyxYVINPnC2WNg6sdpVpZkJ0HQXrxE3WtuOMaAsJZ6oCeUWXrYm2.png)
    
-   By clicking on a specific request and in the **Detail** section and clicking **Request cancellation**. In the case of an action, the button in the **Detail** section is named **Delete**.
    
    ![](https://staticfiles.gleap.io/ghelparticle/x4NUqOtvayRyEdjt4olD3cMpk89De5xj9KYg35Ze6tC5KEb6lBz2FLINajvMZ79H7bSM2NMaO53.png)
    

If the action is pending approval or cancellation, it can be canceled immediately. If the action is canceled, it can be deleted.

![](https://staticfiles.gleap.io/ghelparticle/FiitKDWbGmrsDIWPLEbf57IoA8RQ9o1NkKkuelslYedASmPg0kEBypQWVq9XwFABqSGS1S9D509.png)

![](https://staticfiles.gleap.io/ghelparticle/p453srMHwhMZO4ipbmQppuUEkJ8C9KzgH8Oyphe2CSNC40brUa1Q2I2ZSzkyOzCTssT9JLoioKG.png)

* * *

## Shift planning

> **Warning:** Warning: To manage shifts, it is necessary to have the permission for the **Attendance parameters** record.

Allows you to manage shifts / emergencies / actions and persons’ requests. The options are in calendar aswell but only for the logged in user. For modifying multiple persons, you need to switch to the agenda **Shifts schedule**.

For more information, please click on the link below.

[

Shifts schedule

This manual serves as a guide for planning employee shifts. It contains instructions for adding, removing, and replacing shifts, bulk management, event planning, and filtering.

](https://navody.aktion.cz/en/articles/8-shifts-schedule.md)

By right-clicking on a specific day in the calendar, you will open a context menu with shift management options:

> **Info:** Note: By selecting multiple days at once, it is possible to add shifts in bulk.

![](https://staticfiles.gleap.io/ghelparticle/l870gwgGJlilUA1oLR04xkv7lOXKNnVAMrRhND7fZSyDdpH25rr9NFen5HFJs7B9zItbGCy5YHM.png)

-   **Add Shift** \- Opens a table with a filter for shifts that you can add. The filter applies to all columns.
    
    ![](https://staticfiles.gleap.io/ghelparticle/TpKqzAstnMDGR0SKBslS3ItFdEq3DpPQKtJlgD32rYM38Oo1Mc1anaeu9A8e0riHi0Mo2E7xfkl.png)
    
-   **Remove shift** - Removes the selected shift
    
-   **Replace/Plan Shift** - Functions the same as **Add Shift**, but **replaces the existing** shift
    
-   **Replace with an exchange** - Quick selection of shifts from calendar template items
    
-   **Set according to calendar template** - Sets the default shift from the calendar template for the attendance regulation
    
-   **Add On-call** \- Adds an on-call shift. Selected individuals are on the hotline
    

* * *

## Calendar Filtering

-   Calendar filtering can be controlled using the toggles located at the top center of the calendar. These allow you to **show/hide** types of events.
    
    ![](https://staticfiles.gleap.io/ghelparticle/nARydZ0pOpaIuU9ruu6eEqBIZgeJQgAfupkKrLF87cJBhmLMn3sQZgNHPsWheGb9NHHjMZ2V1Og.png)
    
    -   **Shifts** - Shows/hides scheduled shifts
        
    -   **Planned Events** \- Shows/hides planned events
        
    -   **On-call** \- Shows/hides on-call shifts
        
    -   **Dishes** - Shows/hides ordered meals
        
    -   **Visits** \- Shows/hides scheduled visits
        
-   It is also possible to change the **layout** and **month/year**. The layout control buttons can be found **in the upper left corner**.
    
    ![](https://staticfiles.gleap.io/ghelparticle/zvIUu8SXj8WYkn00j2a2uBmEqVpYc0hqtdDqFC55cQR0tCkSt1bp8QaCFj2OjT1H6RjE9G42Vlw.png)
    

The **Monthly Statement** option switches the calendar to a tabular view, just like the **Calendar** widget in size S

### Displaying Event Information

-   Information regarding a specific event, request, or exchange can be displayed **by clicking on the given event**.
    

![](https://staticfiles.gleap.io/ghelparticle/HBjuQOl4H1sE1x40bopSKIEcjJTLvRuvTS0u95xYGvXM1YjZMfznM9OFPHHk5yf809ZKwUgS8yk.png)

* * *

## Calendar Widget

The dashboard offers the **Calendar** widget, available in various sizes.

Size **S**

![](https://staticfiles.gleap.io/ghelparticle/ohVXOOgEKWAXJaLvZ88Y5FBevZeGdBeuAy14lLWcGj7UQBlH5c8RKVS9Kj7tGb6nyTeobehy46Z.png)

Size **M**

![](https://staticfiles.gleap.io/ghelparticle/RT7Dw43Arrwa25i7Uvuvck5zcuawHpCxClY6mwZJ0ZEFXIw44mFy3SPHZdM8SISIExGUxRyMViP.png)

* * *

## Calendar of colleagues

> **Info:** Note: To view the calendar of colleagues, you must have the **View calendar of colleagues** permission.

In the calendar of colleagues, you can view the calendars of other individuals in your work unit.

![](https://staticfiles.gleap.io/ghelparticle/KptilQ3VKfItbGUzkVg7hPs86hnLJFn1eom5BQdhfQ9fuFginp05daz1SKGQxOADgDHNXs9GhLk.png)

  
For a clearer way of searching for employees, you can filter by work unit or by payroll item. It allows e.g. searching a specific department or filtering by planned holidays.

> **Warning:** Warning: The work unit filter is only available to members of multiple work units.

![](https://staticfiles.gleap.io/ghelparticle/9nZIWD2QdxGyYTlnbPJJ0DOZLylVzLtcWqiqOU2bSjMvw8n3FpG8pWRQk63ytSAj4DdQsdjE9ED.png)

![](https://staticfiles.gleap.io/ghelparticle/cYsWhDbcKRKw4jL6r0HoddEJ203khh7DpT0oyHdb00a22YjmIt7pIEMpzYk4EOhNE3igF3xbmsu.png)