Who it’s for: Administrators and users with the relevant permissions
Platform: Sense HR
Available on: Team / Professional / Elite / Enterprise
Before you begin:
☑️ Decide whether you need a Working or Time-off Event.
☑️ Choose a clear Event name that people will recognise when booking and viewing the Calendar or Planner or use the Event name your organisation uses.
☑️ Consider who should be able to book the event and whether different people need different rules.
☑️ Consider any booking restrictions or approval requirements that should apply.
☑️ For a Time-off Event, consider whether it needs Entitlement.
New to Event Manager? See:
Planning different rules for the same Event? See:
About Working and Time-off Events
Use Event Manager to create the Working and Time-off Events available in Sense HR.
A Working Event records working time or an activity, such as Training or a Conference.
A Time-off Event records time away from work, such as Holiday or Study Leave. Time-off Events can optionally use Entitlement.
When you create an Event, you choose its:
Event category
Event name
icon and colour
Sense HR then creates the Event and its first rule so you can configure how it should work.
🖊️ Note: Sickness and Attendance are system Events and aren’t created as Working or Time-off Events.
You can configure Sickness separately in Event Manager. Attendance can be booked but can’t currently be configured in Event Manager; access to Attendance is controlled through Access Roles.
Navigation path
From the Sense HR Dashboard, go to:
Settings > Calendar & Planner > Event manager
The Manage events page shows the Events currently configured for your organisation.
Create an Event
Click Create on the Manage events page.
The Create event window opens.
Choose the Event category before entering the Event details.
1. Choose the Event category
Select:
Working — for working time or activities, such as Training or Conferences.
Time off — for leave and other time away from work, such as Holiday or Study Leave.
The Event category determines which settings are available.
⚠️ Important: You can’t change the Event category after creating the Event. For example, you can’t create a Working Event and later enable Time-off Entitlement for it.
2. Enter the Event name
Enter the name people should see when they:
book the Event;
view it in Calendar or Planner
use Calendar filters; and
Report on Events.
Choose a clear name based on terminology your organisation already uses.
3. Choose the Event icon and colour
Click Select event icon and colour.
Choose an icon and colour to help the Event stand out in Calendar and Planner.
Check the Preview, then click Done.
Choose how the Event appears in Calendar and Planner.
4. Create and configure the Event
Click Create and configure.
Sense HR:
creates the Event;
creates its first rule, assigned to
Everyone, with Restrict to admin roles only ON; andopens the Event configuration page.
Configure the default rule or add further rules where different groups need different settings.
🖊️ Note: The Event and its first rule already exist when the configuration page opens. Save changes becomes available when you change the rule.
5. Configure the default rule
New rules are restricted to Administrator and Limited admin roles by default. It’s a good idea to leave Restrict to admin roles only ON while you configure and check the rule.
Configure the rule’s Scope and required settings. When the rule is ready, review Access control and make the Event available to its intended users as required.
Configure:
Scope — who the rule applies to;
booking access — who can book the Event;
Edit & Delete permissions — who can change or remove existing bookings;
Booking behaviour and Approval; and
Entitlement, for Time-off Events where required.
Use these articles for the relevant configuration:
👉 Calendar & Planner: Plan and understand Event Manager rules (Admin) — Scope, Smart filters, exclusions and conflicts
👉 Calendar & Planner: Configure who can book and manage Events in Calendar and Planner with Event Manager — Self-booking, booking by others, Edit/Delete and administrator-only access
👉 Calendar & Planner: Configure Event booking behaviour and approval with Event Manager — booking limits, approval and booking outside working hours
👉 Calendar & Planner: Configure entitlement settings for Time-off events with Event Manager (Admin) — Time-off Entitlement and related settings
When the rule is ready, configure the required booking access and click Save changes.
Add another rule
Add another rule when the same Event needs different configuration for another group.
Click + Add rule.
Sense HR adds another rule to the Event.
Enter a clear Rule name.
Configure its Scope.
Configure the required booking, Edit/Delete, approval or entitlement settings.
Click Save changes.
⚠️ Important: Each person should be covered by only one rule for the same Event. If a rule’s Scope overlaps another rule for the Event, Sense HR prevents the conflicting rule from being saved.
For information about planning multiple rules, Smart filters, exclusions and conflicts, see:
Edit an Event Manager rule
To change an existing rule:
Go to Settings > Calendar & Planner > Event manager.
Click the Event.
Select the rule from the tabs at the top of the page.
Make your changes.
Click Save changes.
If you leave the page with unsaved changes, Sense HR asks whether you want to discard them.
Click Discard changes to remove changes made since the rule was last saved.
⚠️ Important: Changing a rule doesn’t automatically update existing bookings. If an existing booking is later edited, the current applicable rule is used.
For information about planning rule changes and their effect on existing bookings, see:
Edit an Event’s details
You can change an existing Event’s name, icon or colour.
Open the Event from the Manage events page.
Click Edit details.
Change the Event name, icon or colour.
Click Save changes.
Update the Event’s name or appearance.
🖊️ Note: You can’t change the Event category after the Event has been created.
Understand what happens when you rename an Event
Renaming an Event updates its name everywhere it appears.
This includes:
existing booked Events;
historical records; and
reports covering periods before the Event was renamed.
⚠️ Important: Renaming doesn’t create a new Event. Historical bookings continue to use the same underlying Event but display its current Event name.
Delete an Event
From the Manage events page:
Find the Event.
Click More actions (…).
Click Delete.
Confirm the deletion.
Delete an Event where no protected records prevent deletion.
If you can’t delete an Event
You can’t delete an Event with linked Planner transactions or system records.
Some supplied system Events are also protected.
Holiday, Maternity and Paternity can’t be deleted because they are referenced by the default Access Roles. This protection applies to the underlying system Event, so renaming one of these Events doesn’t make it deletable.
The system Sickness Event also can’t be deleted.
💡 Tip: If you can’t delete an Event you no longer use, change its rules to prevent further bookings. For example, restrict booking to Administrator and Limited admin roles.
You can also rename the Event to make its status clear, but remember that renaming updates its name on existing and historical records.
Can I copy an Event?
You can’t copy an Event in Event Manager.
If you need a different Event, create one and configure its rules.
If the Event itself is the same but different groups need different settings, add another rule to the existing Event instead.
Best practice
✔ Choose the Event category carefully
You can’t change Working to Time off, or Time off to Working, after creation.
✔ Use recognisable Event names
Use terminology employees and managers will understand when booking and viewing Events.
✔ Use rules instead of duplicate Events
If the Event itself is the same but different groups need different configuration, use separate rules.
✔ Keep new rules restricted while configuring them
New rules are restricted to Administrator and Limited admin roles by default. Leave this setting ON while configuring the rule unless broader booking access is already intended.
✔ Use clear rule names
Name rules according to their audience or purpose so administrators can understand the configuration later.
✔ Be cautious when changing Events already in use
Renaming an Event updates its name on existing and historical records. Rule changes don’t update existing bookings automatically, but the current rule applies if a booking is later edited.
FAQs
Click for answers to frequently asked questions
Click for answers to frequently asked questions
Q: How do I create a Working Event in Event Manager?
A: To create a Working Event, go to Settings > Calendar & Planner > Event manager and click Create. Select Working, enter the Event name, choose its icon and colour, then click Create and configure.
Sense HR creates the Event and its first rule so you can configure who it applies to and how it can be booked.
Q: How do I create a Time-off Event in Event Manager?
A: To create a Time-off Event, go to Settings > Calendar & Planner > Event manager and click Create. Select Time off, enter the Event name, choose its icon and colour, then click Create and configure.
After creating it, configure its rule and enable Entitlement if the Event should use an entitlement balance.
Q: Can I change a Working Event to a Time-off Event after creating it?
A: No. You can’t change an Event’s Event category after it has been created.
Create a new Event if you selected the wrong category.
Q: Why does my new Event already have an Everyone rule?
A: Sense HR automatically creates the first rule when you create a Working or Time-off Event.
The initial rule is assigned to the Everyone Smart filter. Configure its Scope if the Event shouldn’t use the same rule for everyone.
Q: Why is Save changes unavailable immediately after I create an Event?
A: The Event and its first rule are created when you click Create and configure, so there are no unsaved changes when the configuration page first opens.
Save changes becomes available after you change the rule.
Q: Can an Event have more than one rule in Event Manager?
A: Yes. Add another rule where different groups need different configuration for the same Event.
Each person should be covered by only one rule for that Event.
For guidance, see:
Q: Can I copy an Event in Event Manager?
A: No. Event Manager doesn’t currently provide an option to copy an Event.
Create a new Event where you need a different Event, or add another rule where the same Event needs different configuration for another group.
Q: Can I rename an Event in Event Manager?
A: Yes. Open the Event and click Edit details to change its Event name.
Renaming updates the Event name wherever it appears, including existing booked Events, historical records and reports.
Q: Why can’t I delete an Event in Event Manager?
A: You can’t delete an Event if Planner transactions or system records are linked to it.
The supplied Holiday, Maternity and Paternity Events are also protected because they’re referenced by the default Access Roles. The system Sickness Event can’t be deleted.
Q: If I rename Holiday, Maternity or Paternity, can I then delete it?
A: No. Delete protection applies to the underlying system Event, not its current name.
Renaming a protected Event doesn’t make it deletable.
Q: Why can’t I find Attendance in Event Manager?
A: You can’t find Attendance in Event Manager because Attendance is a special system Event and isn’t configured through Event Manager.
Don’t create a separate Attendance Event in Event Manager. Access to add and edit Attendance records is controlled separately through Access Roles.
Q: How do I stop people booking an Event that I can’t delete?
A: To stop people booking an Event that can’t be deleted, update its Event Manager rules so it is no longer available to the relevant users.
For example, use Restrict to admin roles only where the Event should no longer be bookable by employees or other authorised users.
If you rename the Event to show that it is no longer used, remember that the new name also appears on existing and historical records.