 Click: Setup Admin -> Modules -> Notifications and Rules > Team Calendar

Team Calendar

From the Team Calendar page, you control what is displayed in the company's shared Team Calendar, including absences, presence status, birthdays, and anniversaries.

The Team Calendar gives you a single overview for planning:

In the Team Calendar, you can control:

who can see which employees, down to the individual employee level
which information is displayed (e.g. absence reasons or anonymous status)
whether standard hours, breaks, and birthdays are shown

The Team Calendar does not control:

the employee's own balances (e.g. other vacation, vacation, or other balances)
whether an employee has access to or can see a balance

The Team Calendar comes in 3 versions, and the employee's role determines whether they have access to more Team Calendars than just the Shared Team Calendar:

Shared Team Calendar shown to all employees regardless of role
👉 This article
Approver's Team Calendar, only visible under the Approver role
Payroll Admin's Team Calendar, only visible under the Payroll Admin role

How to set up the Shared Team Calendar

Click: Setup Admin -> Modules -> Notifications and Rules > Team Calendar

Select the default rules that should apply to your Shared Team Calendar:

Team Calendar Access
1. Determines whether the default setting is for your employees to see all departments or only their own department.
2. Calendar groups (tags)
  Further restricts the view, e.g. by location, country, or subsidiary.
Compliance Settings (GDPR)
1. Should absence reasons be shared or anonymized.
2. Should absence reasons be shared retroactively or only from today and forward.
HR Settings
1. Should birthdays be shared (this setting applies to both the Team Calendar and the People page)
2. Should anniversaries be shared in the Team Calendar
Work Hours Settings
1. Should work hours and breaks be shown in the Team Calendar

👉 The Approver's and Payroll Admin's Team Calendars are not affected by these settings.

1. Team Calendar Access

The default setting determines what access new employees automatically get to the team calendar:

See all departments in the company
See only own department

These settings can be changed for each employee on their profile card under the Team Calendar tab.

⚠️ If the default settings, which are global, are changed, the change only applies to future new employees who are created. The change does not overwrite existing/historical access for your current employees.

Calendar Groups

A calendar group is used to control which employees are shown in the team calendar and acts as an extra filter on top of the default settings (see own or all departments).

You can use 3 tags for calendar groups to restrict access:

Office location (e.g. Copenhagen, Aarhus)
Country/region (e.g. Denmark, Sweden)
Subsidiary (e.g. Nordic A/S, Global ApS)

Examples

1) The employee has the default setting "See all departments" and is tagged with office location “Copenhagen”
→ The employee can see all colleagues who are tagged with "Copenhagen" – across the entire company.

2) The employee has the default setting "See only own department" and is tagged with office location “Copenhagen”
→ The employee can only see colleagues who are in the same department as themselves and who are also tagged with "Copenhagen". Colleagues from other departments with the "Copenhagen" tag are not shown.

How to set up calendar groups

Open the employee's profile card
Setup admin → Employees → Create / edit employees → Click Edit on the relevant employee
Tag the employee
Under "Tags and location" you can tag the employee with relevant information for Office location, Country/region/calendar groups, or Subsidiary.
Assign access to the Team Calendar
Under "Team Calendar" you can set the employee to "Show all departments" or "Show only own department".
This is also where you select which tags the employee's team calendar is filtered by.

💡 Calendar groups can also be created automatically via integration with Microsoft Entra ID. Read more about the integration here.

2. Compliance Settings (GDPR)

Display

You can choose how registration reasons and events are displayed in the shared Team Calendar.

Anonymization is typically used in organizations where employees are not allowed to see each other's absence reasons. The selected GDPR setting only affects the shared team calendar. Approver and Payroll Admin are never affected by the GDPR setting and will always see absence reasons and event names in their calendar.

The anonymization setting can be found under:
Setup admin → Modules → Notifications and Rules → Team Calendar → Compliance Settings

Select "Save setting" after making changes

In the compliance settings, you have the following options:

Show absence reason and event names (both past and future)
Show absence reason and event names (from today and forward)
Anonymize reasons – Absence reason is instead shown as status:
- Vacation, sick days, etc. → Absent
- Meeting, etc. → Busy
- Working from home, seminar, etc. → Working elsewhere
- Shift, support, etc. → At work/on shift

Examples with/without anonymization

1) Absence reason and event names are shown for everyone

2) Absence reason and event names are anonymized for everyone except approver and payroll admin

3. HR Settings

If the display of special days is enabled, they are marked as all-day events in the Team Calendar and can be seen by everyone.

Birthdays and anniversaries are only shown in the current calendar year, and anniversaries are displayed in 5-year intervals (at 5, 10, 15 years, etc.).

The display in the calendar is enabled at:

Setup admin → Modules → Notifications and Rules → Team Calendar → HR Settings
Select "Save setting" after making changes

4. Work Hours Settings

You can choose to display employees' work schedules including fixed breaks in the Team Calendar. The requirement for this is that work hours must be set up with a start and end time.

If work hours are only specified as net hours, they cannot be placed in the calendar and will therefore never be shown – regardless of calendar.

If the display of work hours is turned off in the shared team calendar, work hours will still be shown in the Approver's and Payroll Admin's team calendars. Only if they include a start and end time

Display of work hours in the shared team calendar can be turned on and off at:
Setup admin → Modules → Notifications and Rules → Team Calendar → Work Hours Settings
Select "Save setting" after making changes

Display of registration types in the Team Calendar

Registration type	Shared Team Calendar	Approver and Payroll Admins Team Calendars
Leave: vacation additional balance (e.g. other vacation) sick days child sick other leave time off day bank days	✅ Shown	✅ Shown
Custom registration types (e.g. working from home, shift)	✅ Shown	✅ Shown
Time registrations / flex time (only when "checked in")	✅ Shown	✅ Shown
Time registrations (full overview)	❌ No	✅ Yes
Overtime	❌ No	✅ Yes
Flex time registrations	❌ No	✅ Yes
Work hours (standard hours with start and end time) + breaks)	⚙️ Shown if enabled in settings	✅ Always shown if created
Birthdays and anniversaries	⚙️ Shown if enabled in settings	✅ Always shown if created
Ability to approve and delete registrations	❌ No	✅ Yes

⚙️ In the shared Team Calendar, the display of work hours and birthdays is controlled by the company's settings.

Display of notes added to registrations

Registration type	Shown in Shared Team Calendar	Shown in Approver and Payroll Admins Team Calendars
Notes linked to leave registrations: vacation additional balance (e.g. other vacation) other leave time off	❌ No	✅ Shown
Notes for sickness	❌ No	❌ No
Notes for child sick	❌ No	❌ No
Notes for custom registration types, e.g. working from home or shift	⚙️ Shown if enabled on the registration type	✅ Shown
Notes for custom registration types used for private appointment or doctor visit	⚠️ Should not be shared	✅ Shown

⚙️ For custom registration types, you can choose whether notes should be shown in the shared Team Calendar and thus be visible to everyone.

⚠️ Custom registration types used for private appointments or doctor visits: Do not share the note, as it may contain sensitive personal information.

Filters and search in the team calendar

With filters and the search field, it's easy to find specific employees and registrations in the team calendar.

Default filter for presence status display

All registrations in BitaBIZ are saved with a presence status, which controls how they are shown in the calendar.

Default presence status

Time registrations (incl. overtime) → At work
Day bank
- Plus days → At work
- Minus days → Absent
Leave (vacation, other vacation, time off, sick leave, parental leave) → Absent

Examples of custom registration types where presence status is chosen when created:

On-call shift / evening shift / support shift → At work
Working from home → Working elsewhere
Internal seminar/meeting → Busy
Fixed day off → Absent

Filter options in the team calendar

No registrations
At work / shift
Working elsewhere
Busy
Absent

👉 With one click, you can see: who is on shift, who is working elsewhere, who is busy, and who is absent.

Free text search in the team calendar

The free text search field allows for further filtering:

Search for a registration type (e.g. vacation) → shows only employees who have this registration in the period.
Search for a department (e.g. IT department) → shows only employees from that department.
Search for an employee tag (e.g. Copenhagen) → shows only employees with that tag.

👉 The search field can be combined with the presence status filter, so you quickly get exactly the overview you need.

Weekends

By default, weekends are set as days off on Saturdays and Sundays and are therefore greyed out in the team calendar.

This can be changed if an employee has work hours on the weekend, so these count towards the vacation balance. Read more about setting up weekends here.

FAQ

Access and visibility in the team calendar

Why can I see fewer employees than my colleague?

This is due to differences in calendar access, calendar groups, or role.

The view in the team calendar depends on:

whether the employee has access to all departments or only their own department
whether a calendar group (tag) is linked, which limits the view
which calendar is being used (shared team calendar vs. Approver/Payroll admin)

So, two colleagues can both have access to the team calendar but see different employees.

We have employees who shouldn't be able to see others in the team calendar. Can this be set up?

Yes, you can use one or more of the 3 tags under the "Calendar Groups" section to filter employee access in the team calendar.

Create one or more tags that are unique to each employee and then filter team calendar access based on these tags.

Example:

Using "Subsidiary"

The subsidiary is tagged with the employee's payroll number on the master data card, as this is unique to each employee.

Team calendar access is then filtered by "Subsidiary".

This way, the employee will only be able to see employees created with the same "Subsidiary" tag in the team calendar. Since the tag is the employee's payroll number and therefore unique, the employee will only see themselves in the team calendar.

What happens if an employee doesn't have a calendar group tag?

If the employee doesn't have a calendar group tag, only the default setting applies (see all departments or see own department) for that employee.

Can an employee be in multiple calendar groups?

No. An employee can only be assigned one calendar group tag and therefore can only be part of one calendar group.

What is the difference between departments and calendar groups?

Departments are the company's basic structure in BitaBIZ.
All employees must be linked to a department, and departments are used for organization, reporting, and standard access to the team calendar (e.g. see all departments or see only own department).

Calendar groups (tags), on the other hand, are an extra filter you can use to control who is shown in the team calendar – across departments.
Calendar groups can, for example, be based on:

office location
country/region
subsidiary

In short:

Departments = the fixed organizational division
Calendar groups = flexible grouping that can be used to limit visibility in the team calendar

A typical example is that employees should only be able to see colleagues from the same office – even if they are in different departments.

Differences between calendars and roles

What is the difference between the shared team calendar and the Approver/Payroll Admin calendar?

There are several team calendars in BitaBIZ, and they don't necessarily show the same employees, so there may be differences depending on which calendar you are looking at.

Shared team calendar (Calendar → Team calendar)

Shows employees based on your calendar access (e.g. department and calendar groups)
Can therefore be limited to, for example, one department

Approver's team calendar (Approve & post-register → Team calendar)

Always shows the employees you are approver for
Shows an overview of time registrations, leave, etc., and allows you to approve and delete registrations
Is not limited by your calendar access

Payroll admin's team calendar (Payroll admin → Team calendar)

Shows all employees
Shows an overview of time registrations, leave, etc., and allows you to approve and delete registrations
Is also not limited by calendar access

If you can only see one department, it's often because you're looking at the shared team calendar, where your access is limited.

Even if you have a role with access to more employees, this access only applies in the approver or payroll admin calendar – not in the shared team calendar.

Why are work hours shown in the Approver/Payroll Admin calendar but not in the shared team calendar?

In the shared team calendar, the display is controlled by the company's settings.
In the Approver and Payroll Admin calendars, work hours are always shown if they are created.

An employee with the Setup admin role can change this setting under:
Setup admin → Modules → Notifications and rules → Team Calendar

Why can I see absence titles in the Approver calendar, but not in the shared team calendar?

This is due to GDPR settings.

The GDPR settings only affect the shared team calendar, where absence reasons can:

be shown with names
be shown anonymously as status

Approvers' and Payroll admins' team calendars always show absence reasons and event names—both past and future—regardless of the GDPR setting.

Calendar content display

Why can't I see work hours in the team calendar?

Work hours in the team calendar are only shown if displaying work hours is enabled in your company's team calendar settings, and the work hours are created with a start and end time.
Work hours created with net hours cannot be placed in the calendar and therefore are never shown.

Why aren't birthdays shown in the team calendar?

Birthdays are only shown in the team calendar if displaying special occasions is enabled in the HR settings.

Additionally:

Birthdays are shown as all-day events
They are only shown in the current calendar year

What can I see in the Team Calendar—and what can't I see?

The Team Calendar shows:

other employees in the company (depending on your access)
registrations such as vacation, absence, and custom registration types
presence status (e.g., absent, busy, working from home)

The Team Calendar does not show:

your own balances (e.g., other vacation, vacation, or other balances)
how many days you have left or have earned
boxes or statistics on the right side of your own calendar

If you are missing balance information in your own calendar, it is not due to the Team Calendar setup, but rather the setup of the relevant policy.

Can an approver get access to see employees from other departments they are not an approver for?

This depends on the setup of team calendar access and the use of tags.

By default, an approver will only see the employees they are responsible for in their own team calendar.
If you want an overview across departments in the shared team calendar, the following is required:

Access to all departments
The employee must have access to view all departments in the shared team calendar.
Use of employee tags
Employees can be assigned tags (e.g., departments, functions, or groups) on their profile under “Tags and location”.
Searching by tags in the team calendar
By searching for a tag in the team calendar, you can display relevant employees across departments.

This solution is typically used for planning (e.g., vacation), where you need an overview of specific employee groups without changing approver roles.

The approver role should only be used for approvals—not for providing an overview across departments. For planning, use team calendar access and tags instead.