Who's off is a month calendar of approved leave that everyone in your workspace can open. This page covers what it shows, how to control who sees whose leave, how public holidays work, and how to get leave into other calendars.
The Who's off calendar
Employees open it from Who's off in Quick Actions on their dashboard. Managers and admins can also open it from Team Reports (in the user menu) with Open the calendar. It is available on every plan.
- The grid shows approved leave for the people you're allowed to see. Part days are marked as part of the day.
- The This month list under the grid names each person and their days, which is easier to read on a phone.
- Notes and attachments are never shown.
- People who have left are not listed. Someone serving notice stays until their last day.
It shows approved leave only: no pending requests, public holidays, shifts or blackout periods.
Who can see what
Each team has a setting for what its members see of each other's leave:
| Option | Members see |
|---|---|
| Only their own leave | Nobody else's leave. |
| Their team, shown only as "Leave" | Their team's leave, without the type. This is the company default. |
| Their team, with the leave type | Their team's leave and its type. |
| Everyone, shown only as "Leave" | Everyone's leave, without the type. |
| Everyone, with the leave type | Everyone's leave and its type. |
Whatever the setting:
- Everyone always sees their own leave.
- A person's direct manager, admins and owners also see the leave type.
- "Only their own leave" works both ways: that team sees no one else, and no one else sees them, except their manager, the team's manager, admins and owners.
Change the setting
Open Team Reports
Open the user menu and choose Team Reports. Team managers and admins can open it.
Pick an option for each team
In the Who's off calendar section, choose an option next to each team. Admins and owners also see Company default, which applies to every team that hasn't chosen its own.
A team manager can set only their own teams, and can't choose Everyone, with the leave type, because that would show every other team's sick leave. Admins and owners can set any team and the company default.
The same rules apply wherever colleagues' leave appears: the approver's "N others off" count, the chat bots' who's-out command (Microsoft Teams and Google Chat answer it in a direct message only), and the personal calendar feed.
Public holidays
Holidays are managed under Time off › Holidays. A leave policy with Exclude company holidays from leave calculations ticked doesn't charge leave on a holiday that applies to the employee.
Which holidays apply to whom:
- A holiday with no country and no location applies to everyone.
- A holiday with Countries applies to employees whose base location is in one of those countries.
- A holiday with a Location applies to employees at that location.
So one workspace can follow different holidays for each country or site. Set each location's country under Settings › Locations.
Add your country's public holidays
Open the holiday sets
Go to Time off › Holidays and click Add Public Holidays.
Choose the country and years
Pick the country (United States, United Kingdom, Canada (Ontario), Australia or Germany) and tick the years you want. Check the preview.
Add them
Click Add N holidays. Holidays that already exist are skipped, so you can run it again safely.
Add, import or copy holidays
- Add Holiday adds one: a Holiday Name, a Date, optional Countries (empty means all countries), an optional Location, and the Statutory holiday and Recurring annually boxes.
- Import reads a CSV, XLS or XLSX file with a name (or holiday) column, a date column (YYYY-MM-DD or MM/DD/YYYY), and optional region (country codes, comma-separated, for example US,BR) and recurring (Yes/No) columns. You see a preview before anything is added.
- Copy all to next year copies the year you're looking at to the following year.
Use the location filter to see only one location's holidays, or only the ones that apply everywhere (Global Only).
When you add, edit or delete a holiday, TimeLeaf re-counts the pending and approved bookings it affects.
Calendar sync
TimeLeaf can put approved leave into other calendars. Admins set this up under Integrations › Calendar Sync. Calendar sync is on the Professional plan and above.
A shared company calendar (Microsoft 365)
Click Add Calendar to post approved leave to a shared Outlook calendar, so the whole team sees it there. Use Discover Calendars to find the right calendar, then give it a Configuration Name, the Calendar ID and the Calendar Owner Email. Choose Sync approved requests, and optionally Sync pending requests (tentative).
Events are all-day, marked Out of Office, and name the person and the leave type. Your Microsoft app registration needs the Calendars.ReadWrite application permission with admin consent; see Microsoft 365. A shared Google calendar is not supported; Google users use their own calendar or the feed instead.
Employees' own calendars
With Let employees connect their own calendar on (the default), each employee can connect their own Microsoft or Google calendar from their profile, and their approved time off appears on it. Nobody is connected until they do it themselves. It uses your sign-in app registration, so add the redirect URI shown on the page. Turn it off and nobody can connect, and nothing more is written to connected calendars.
Calendar feed
With Let employees subscribe to a calendar feed on (the default), each employee can make a private link under Settings › Profile › Calendar feed (Create link) and subscribe to it in Google Calendar, Apple Calendar, Outlook or any calendar app.
The feed shows the employee's own approved leave with its type, and colleagues they can see (their own team and direct reports) only as "Out", never the type. Anyone with the link can read it, so it is shown only once; employees can make a new link (the old one stops working) or turn it off. A link stops working when the person's access ends. If you turn the switch off, every existing link stops working until you turn it back on.