Who it’s for: All users
Platform: Sense HR
Available on: All plans
🖊️ Plan availability note
Everyone with access to the Company Calendar can use it, but some of the administrator configuration described in this article—such as configuring Calendar permissions through Access Role Management—is only available on Professional, Elite and Enterprise plans.
Before you begin
Make sure you’ve:
☑️ Logged in
☑️ Been given access to the Calendar through your assigned access role
☑️ Understood that what you see may differ from other users, depending on your permissions
Overview
The Company Calendar brings together events for the people you are allowed to see in Sense HR.
Depending on your access, you may use it to:
view your own events
check team or company availability
compare schedules
review sickness, time off, working events or attendance
book events for yourself or other people
open a person’s profile
identify overlaps or gaps in team coverage
The Calendar has three layouts:
People
Calendar
List
Each layout shows the same underlying event data in a different way.
You can also use system views, filters and personal saved views to focus on the people and events relevant to you.
🖊️ Important note:
The Calendar does not decide what you are allowed to see.
Your access role controls:
whether you can open the Calendar
which people you can see
which event types you can see (alongside event rules)
whether sickness reasons are visible
whether attendance records are visible
Filters and saved views only narrow the information already available to you. They never give you access to additional people or event details.
Navigation path
HR Dashboard > Calendar
If Calendar does not appear in the main navigation, the View calendar permission may be turned off for your access role.
Company Calendar showing the view selector, People/Calendar/List tabs and Filters control.
Company Calendar and Profile Planner
The Company Calendar and Profile Planner both display events, but they serve different purposes.
Company Calendar
The Company Calendar is designed for viewing events across multiple people.
Depending on your permissions, it may show:
your own events
your team’s events
direct or indirect reports
people in a department, location or subcompany
specifically included people
everyone you are permitted to access
Use the Company Calendar when you need to compare schedules, review availability or look at events across a wider group.
Profile Planner
A Profile Planner belongs to one person.
You can open it from:
HR Dashboard > People > [select profile] > Planner
For your own Planner, you can also use:
Name/avatar menu > Manage profile > Planner
The Planner is where a person’s individual events, entitlement, working pattern and Planner settings are brought together.
Depending on permissions, users can:
view their own bookings
book events
check entitlement
see working and non-working days
review attendance
update Planner settings, where permitted
Access to Planner actions is controlled separately from access to the Company Calendar. For example, a role may be able to view someone in the Company Calendar without being able to edit their past events or manage their Planner Settings.
Calendar layouts
You can move between People, Calendar and List without changing the underlying data.
Your selected view and filters remain relevant across the layouts.
People layout
People layout displays people in rows across a date-based timeline.
Use it to:
compare several people side by side
check team coverage
identify overlapping events
review direct or indirect reports
jump to a person’s profile
This is usually the most useful layout for resourcing and availability checks.
Calendar layout
Calendar layout displays events within a traditional date grid.
Depending on the available controls, you can view different periods such as a week, month or longer calendar range.
Use it to:
scan events by date
identify busy or quiet periods
view upcoming events visually
move between date ranges
List layout
List layout displays event records in a structured chronological list.
Use it to:
review event details
check statuses
scan events for particular people
find events that may need follow-up
open an individual event
Calendar views
A Calendar view is a saved combination used to focus the Calendar on a particular group or type of information.
There are two main types:
System views
Personal saved views
System views
System views are supplied by Sense.
They:
are available automatically where relevant to the user’s role
cannot be edited or deleted
act as starting points for additional filtering
continue to respect Calendar permissions
Available system views can include:
My Events
My Team Events
All Events
Direct Reports
Indirect Reports
Who’s Unavailable
Time Off
Sickness
Working
Not every user receives every system view. Some views are intended for manager, limited-admin or administrator roles.
Personal saved views
A personal saved view can store:
people filters
organisational filters
included and excluded people
whether to show only people with activity
selected event categories
selected event types
whether attendance records are shown
Calendar date mode, such as Week or Month
Personal saved views are stored against your own user account.
They do not change the Calendar for anyone else, and they do not increase your permissions.
Open Calendar view selector showing protected system views and a personal saved view.
For full instructions, see:
What controls Calendar visibility
Calendar visibility is controlled by your assigned access role.
On Professional, Elite and Enterprise plans, administrators can configure Company Calendar permissions under:
HR Dashboard > Settings > Access roles > [select role] > Permissions > Features > Company Calendar
On the Team plan, Calendar access follows the system’s default role behaviour and is not configurable through Access Role Management.
There are several separate layers of access.
Whether the user can open Calendar
The View calendar permission controls whether the Calendar appears in the main navigation.
Without this permission, the user may still have a personal Planner but cannot open the Company Calendar.
Which people the user can see
An access role can be given Calendar access to groups such as:
• everyone
• their team
• their department
• their location
• their subcompany
Administrators can also include or exclude specific people or groups.
Which bookable events the user can see
Access roles can specify which bookable events are visible in the Company Calendar.
For example, a role may be allowed to see:
• Holiday
• Working from home
• Training
• Maternity
• Company events
but not other bookable events.
The events filter in the Calendar can then hide or show items from within that permitted set. It cannot reveal event types excluded by the access role.
What sickness information the user can see
Sickness visibility can be configured in different ways.
A role may see:
• the sickness event and its reason
• the sickness event without the reason
• only that the person is unavailable
This means two users looking at the same date may see different levels of detail.
For example, one user may see Sickness – Cold, while another sees only Unavailable.
Whether attendance is visible
The Attendance data permission controls whether the role can see attendance events in the Company Calendar for the people it can access.
Attendance permissions for adding or editing records are managed separately under Planner actions.
Company Calendar permissions expanded in Access Role Management, showing people access, sickness, attendance and event visibility controls.
Filters do not change permissions
Calendar filters help you reduce the amount of information on screen.
You may be able to filter by:
named people
departments
locations
job titles
contract or employment attributes
direct or indirect reports
event categories
individual event types
attendance
Filters only work within the people and events your role already allows you to see.
For example:
filtering for a department does not reveal employees outside your access
selecting Sickness does not show sickness if the role cannot view it
selecting Attendance does not display attendance without the relevant permission
removing all event types may leave the Calendar visible but empty
These rules apply consistently across People, Calendar and List layouts.
For detailed steps, see:
Viewing and managing events are different permissions
Being able to see an event does not always mean you can edit, delete or approve it.
What you can do depends on:
your access role
your access to the person
the event type
whether the event is in the past
the event’s current status
Event Manager rules
any approval workflow connected to the event
Planner action permissions include:
Manage Planner settings
Edit past events
Delete past events
Add own sickness
Add attendance
Edit attendance.
You may therefore be able to open an event but not see an Edit or Delete action.
Booking an event does not always add it immediately
Some events are added to the Calendar as soon as they are booked.
Other events require approval or acknowledgement.
For example:
a holiday request may need manager approval
a sickness notification may need a manager to acknowledge or add it to the Planner
another event may be automatically approved
When approval is required, Sense creates a linked To Do for the appropriate approver.
The approver completes the action by approving, declining or acknowledging the linked request.
Once the linked action is completed, the related Calendar event and To Do update accordingly.
Why the same Calendar can look different for different users
Two users may open the Company Calendar and see different information because they have different:
Access Roles
people access
event-type permissions
sickness settings
attendance permissions
selected system views
personal saved views
active filters
This is expected behaviour.
A user may, for example:
see someone’s Holiday but not their Sickness
see that someone is unavailable but not why
see a person in the Calendar but not be able to open their profile
see an event without being able to edit it
see fewer system views than a manager or administrator
see no results because their saved view or filters are too restrictive
Administrator guidance
When investigating a visibility issue, check settings in this order:
Confirm that View calendar is enabled.
Check which people or groups the role can see.
Check any specific included or excluded people.
Review sickness, attendance and event-type visibility.
Ask the user to clear or change their current Calendar filters.
Check the selected saved view.
Review the event’s rules in Event Manager.
Check Planner action permissions if the issue relates to editing or deleting.
💡 Tip:
Use a test profile assigned to the relevant access role to confirm exactly what the user can see and do before changing permissions for live users.
Summary
The Company Calendar provides a shared view of events across the people you are allowed to access.
Remember:
the Company Calendar and Profile Planner are separate areas
People, Calendar and List are different layouts of the same data
system views are supplied by Sense and cannot be edited
personal saved views belong only to the user who creates them
filters narrow results but never increase access
access roles control people, event types, sickness details and attendance visibility
viewing an event does not automatically allow editing, deletion or approval
approval events create linked To Dos for the relevant approver
FAQs
Click to see answers to frequently asked questions
Click to see answers to frequently asked questions
Q: Why can’t I see Calendar in the main navigation?
A: You may not be able to see Calendar in the main navigation because View calendar is turned off for your access role.
On Professional, Elite and Enterprise plans, administrators can configure Company Calendar permissions under:
Settings > Access roles > [select role] > Permissions > Features > Company Calendar
Q: Why can I see a person in Calendar but not open their profile?
A: You may be able to see a person in Calendar but not open their profile because Calendar access and profile access are related but separate permissions.
Your role may allow you to see the person’s events without giving you access to their full employee profile.
Q: Why can I see an event but not its details?
A: You may be able to see an event but not its details because your role allows you to know that the event exists while restricting the information attached to it.
This is particularly common with sickness, where you may see the person as sick or unavailable while the sickness reason remains hidden.
Q: Why can another user see more events than I can?
A: Another user may be able to see more events than you because they have a different access role, wider people access, or permission to view additional event types, attendance records or sickness details.
You may also be using different filters or a different saved view.
Q: Why can I see an event but not edit or delete it?
A: You may be able to see an event but not edit or delete it because viewing and managing events are controlled separately.
You may be missing a Planner action permission, such as Edit past events or Delete past events, or the event may be restricted by its rules, status or workflow.
Q: Why is my Calendar empty?
A: Your Calendar may be empty because your selected saved view, filters or displayed date range exclude all available results.
Check:
the selected saved view
people filters
event categories
event types
attendance filters
the displayed date range
If all visible event types are hidden, the Calendar remains open but shows no events.
Q: Why can’t I see a particular system view?
A: You may not be able to see a particular system view because some system views are only available to manager, limited-admin or administrator roles.
Your access role and people access determine which system views are available and relevant to you.
Q: Do saved views give me access to more people?
A: Saved views do not give you access to more people.
A saved view only restores filters and display settings for information you already have permission to see.
Q: Why did a Calendar booking create a To Do?
A: A Calendar booking may have created a To Do because the event requires approval, acknowledgement or another linked action.
The To Do is completed by carrying out the Calendar-related action, such as approving or declining the request.