Who it’s for: Sense HR users with permission to book events
Platform: Sense HR
Available on: Team / Professional / Elite / Enterprise
Before you begin
☑️ The events and booking options available to you depend on how your organisation has configured them.
☑️ To book an event for someone else, you must have permission to access their Planner and make bookings for them.
☑️ If you can’t book an event you need, contact your system administrator. They can check the applicable Event Manager rule and your Access Role permissions.
For more information about how booking options are determined, see:
🖊️ Note: Sickness and Attendance are booked from the same area but have different booking options and processes. For instructions, see:
Open Book event
You can start a booking from a profile Planner or company Calendar.
From profile Planner:
Go to the profile Planner for yourself or the person you want to book for.
Click Book.
Under Event, select the event you want to book.
Click Add.
The full Book event panel opens. Assign to is set to the person whose profile Planner you opened and can’t be changed.
You can change the selected Event in the full booking panel if needed.
From company Calendar:
Go to Calendar.
Click Book.
Under Event, select the event you want to book.
Click Add.
The full Book event panel opens. Under Assign to, select the person you want to book for. The people available depend on your permissions.
You can change the selected Event in the full booking panel if needed.
Book the event:
Under Event, check that the correct Event is selected.
Check the person shown under Assign to.
If you’re booking from company Calendar, select the person you’re booking for.Select the Start Date and End date.
For a one-day event, use the same date for both.Under Duration mode, select from the options available:
• Full day(s) — book complete working days.
• Part of day — book a predefined portion of a working day.
• Time-based — enter specific Start and End times.Complete the additional fields shown for the selected Duration mode.
Add any Notes, if required.
Check the Booking Summary to confirm the booking details and calculated duration.
Click Add.
The event is added to the person’s profile Planner and company Calendar, or submitted for approval, depending on how the event has been configured.
🖊️ Note: Add remains unavailable until the booking is valid. For example, you can’t add the event if the End date is earlier than the Start Date, required times are missing, or the person doesn’t have entitlement set up for an event that requires it.
For more information about Duration modes, partial-day and multi-day bookings, see:
Complete the fields for your Duration mode
Book part of a day
If Part of day is available, select the portion of the working day you want to book.
Depending on the event, options can include:
All day
First half of shift
Second half of shift
Quarter day
Three-quarter day
For a multi-day booking, you can configure the Start date and End date separately. Working days between them are booked as full days.
💡 Tip: Quarter day and Three-quarter day record how much of the working day is booked, but not when within the day it occurs. Add the timing to Notes if this information would be useful.
Book specific times
If Time-based is available, enter the Start and End times for the parts of the booking that don’t cover a full working day.
For a multi-day booking, the Start date and End date are configured separately:
To book a boundary date as a full working day, leave its Start and End times blank. Sense HR uses the working-day duration available for that employee.
To book only part of a boundary date, enter both the Start time and End time for that date.
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Leave a boundary date without times where it should count as a full working day; enter Start and End times where only part of the date is booked. |
Any working days between the Start date and End date are included as full working days.
Sense HR calculates the duration of the Start date, middle working days and End date in the Booking Summary.
🖊️ Note: For full working days, Sense HR uses the employee’s scheduled hours. If there are no scheduled hours to use, it uses the employee-specific Standard working day (Hours) where one is set, or the organisation default.
What happens after you book?
If approval isn’t required, the event is confirmed and added to profile Planner and company Calendar.
If approval is required, the event is submitted as a request and remains pending until it is approved.
🖊️ Note: Bookings made by an Administrator don’t require approval. They are confirmed when the Administrator adds the event.
FAQs
Click here for answers to frequently asked questions
Click here for answers to frequently asked questions
Q: How do I book a holiday for myself in Sense HR?
A: To book a holiday for yourself in Sense HR, open your profile Planner and click Book. Select Holiday, then click Add to open the full booking panel. Enter the dates, choose from the available Duration modes, check the Booking Summary and click Add to complete the booking.
If your Holiday requires approval, the booking is submitted for approval instead of being confirmed immediately. Bookings made by an Administrator skip approval and are confirmed immediately.
Q: How do I book a holiday for someone else in Sense HR?
A: To book a holiday for someone else in Sense HR, you can start from their profile Planner or from company Calendar.
From their profile Planner, click Book, select Holiday and click Add. The person is automatically set under Assign to and can’t be changed.
From company Calendar, click Book, select Holiday and click Add. In the full booking panel, select the person under Assign to.
Complete the dates and other booking details, check the Booking Summary and click Add to complete the booking.
You can only book for people you have permission to access, and the applicable Holiday rule in Event Manager must allow the booking.
If the Holiday requires approval, the booking is submitted for approval instead of being confirmed immediately. Bookings made by an Administrator skip approval and are confirmed immediately.
Q: How do I book a half-day holiday in Sense HR?
A: To book a half-day holiday in Sense HR, go to company Calendar or the relevant profile Planner, click Book, select Holiday, then click Add to open the full booking panel.
Select the dates, then select Part of day under Duration mode. Select First half of shift or Second half of shift, complete the booking and click Add.
The options available depend on the Minimum booking unit in the Holiday Event Manager rule that applies to the employee. If Quarter Day is configured, you may also see Quarter day and Three-quarter day.
If Part of day isn’t available, the applicable Holiday rule doesn’t allow partial-day bookings for that employee.
Q: How do I book several days of holiday in Sense HR?
A: To book several days of holiday in Sense HR, go to company Calendar or the relevant profile Planner, click Book, select Holiday, then click Add to open the full booking panel.
Select the first day under Start Date and the last day under End date. Choose the appropriate Duration mode, complete the booking and click Add.
If the Holiday starts or finishes partway through a working day, use the partial booking option available to you.
Q: Why can’t I see an event when I try to book it in Sense HR?
A: You may not see an event when booking because it isn’t available for the person shown under Assign to. The events available depend on the Event Manager rules configured by your organisation.
Q: Why can’t I book an event for someone else in Sense HR?
A: You can only book an event for someone else if you have permission to access that person and add events to their profile Planner, and the applicable Event Manager rule allows the event to be booked for them by another authorised user.
Administrators can book events for other people regardless of the Allow booking by others setting in Event Manager.
Q: Why don’t I see all the Duration modes when booking an event?
A: You won’t always see Full day(s), Part of day and Time-based together. The options available depend on the event, how it has been configured and, for some Time-off events, whether the person’s entitlement is measured in Days or Hours.
For more information, see:
Q: Why is my event booking waiting for approval?
A: Your event booking is waiting for approval because the applicable Event Manager rule requires approval before the booking is confirmed. Once the required approval is completed, the booking is confirmed.
Bookings made by an Administrator skip approval and are confirmed immediately.