Payroll Admins Team Calendar
Short article description:
Get a visual overview of employees' registrations, work hours, leave, vacation planning, and use group registration directly from the Team Calendar to book fixed closing days for multiple employees at once.
Quick answer:
The Team Calendar in Payroll Admin shows all registrations created for employees in the selected period. It can be used to quickly get a visual overview of work hours, shifts, leave, vacation, registrations with special status, and days where registrations are missing.
Payroll Admin can also use the Team Calendar to create group registrations for multiple employees at once.
Requirements:
You need access to the Payroll Admin role to access the Payroll Admins Team Calendar.
Click: Payroll Admin → Calendar Access → Team Calendar & Group Registration
Step-by-step:
Go to Payroll Admin → Employees → Team Calendar & Group Registration.
Select the period you want to view:
1 day
Week
Month
3 months
Use the calendar to get a visual overview of employees' registrations.
Use free text search or standard filters to narrow down the view.
Click on a registration to see more detailed information.
What can the Team Calendar be used for?
The Team Calendar is ideal for quickly getting an overview of all registrations across employees.
It can be used to:
See which registrations have been created in a selected period
View the timeline of one or more employees
See who has registered work hours
See who is missing work hours registration on a day
Find gaps where neither work hours nor leave are registered
View the vacation plan for a department or group of employees
See registrations pending approval
Approve, reject, and delete registrations
See who has registered vacation and when
Leave such as vacation, sickness, parental leave, and fixed days off
Time registrations with statuses such as working from home, seminar, or travel
Use free text search
You can use the free text field to search for specific registrations in the selected period.
Free text search field
If you search for vacation, the Team Calendar will only show vacation registrations for the selected period.
The search is based on the period you have selected in the calendar, e.g., 1 day, week, month, or 3 months.
Use standard filters
You can also use the standard filters to display specific types of registrations.
At work/shift
Shows time registrations and shifts.
Working elsewhere
Shows time registrations with statuses such as working from home, seminar, or travel.
Absent
Shows leave, e.g., vacation, sick days, parental leave, and fixed day off.
Group Registration
From the Team Calendar, Payroll Admin can create a group registration for multiple employees at once.
Group registration can be used for, for example:
Vacation on fixed company closing days (e.g., between Christmas and New Year)
Company-specific days off
(e.g., local holidays not available on the holiday list)Custom registration types (e.g., team events, shifts)
Registrations for an entire department, policy, country, or company
How to create a group registration:
Open Payroll Admins Team Calendar
Click on Group Registration.
Select registration type:
Vacation
Supplementary balance (e.g., other vacation, OK days)
Custom registration types
Select date or period.
Select filter, e.g., policy or department.
Check that the filter only includes the employees who should receive the registration.
Click Send.
See the result under Booked and Not booked.
Important to know about group registration
When using group registration with a custom registration type, the filter in the group registration determines which employees are booked.
This means that the registration can also be created for employees who do not have access to Custom registration types in their master data, or who are not normally included in the registration type's targeting.
Always check the filter before sending a group registration:
Delete a group registration
If you have created a registration by mistake, you can delete it by clicking on one of the registrations you have created in the Team Calendar.
Here you can choose to delete the entire group registration by clicking Delete group registration. The number in parentheses shows how many registrations you are deleting.
Alternatively, you can delete for a single employee by clicking on the registration for that specific person and then selecting Delete.
Troubleshooting a group registration
If an employee is not booked in a group registration, you can see the reason under the Not booked tab.
This could be because:
The employee already has a registration on that day
The employee does not have enough balance
The employee does not match the selected policy or department
You can export a log via Export log if you need to follow up on employees who were not booked.
FAQ
Why were some employees not booked in the group registration?
Why were some employees not booked in the group registration?
This is typically because:
The employee already has a registration on that day
The employee does not have sufficient balance
The registration is not relevant for the employee, as they are not included in the policy/department the registration is created for
When the registration is created, you can view the Not booked tab to see the reason for employees who were not booked.
Can I target the registration to multiple groups at the same time?
Can I target the registration to multiple groups at the same time?
Yes, you can select multiple policies or departments at the same time for the group registration.
However, it is not possible to target both by policy and department together. You must choose one of the options.
Does the targeting on a custom registration type also apply to group registration?
Does the targeting on a custom registration type also apply to group registration?
No. If a custom registration type is normally targeted to specific policies, this restriction is not applied in the same way for group registration.
When Payroll Admin creates the group registration, the registration is instead assigned to all employees matching the selected filter — even if the registration type is normally only targeted to specific policies.
Can I get a visual overview of employees' vacation as Payroll Admin?
Can I get a visual overview of employees' vacation as Payroll Admin?
Yes. As Payroll Admin, you can use the Payroll Admins Team Calendar to get a visual overview of employees' vacation in a selected period.
Go to Payroll Admin → Employees → Team Calendar & Group Registration.
Here you can select a period, e.g., 1 day, week, month, or 3 months, and see vacation registrations across employees. The Team Calendar is therefore ideal for getting an overview of the vacation plan, e.g., who is on vacation and when.
To only see vacation, you can use the free text search and search for vacation. The Team Calendar will then show vacation registrations for the selected period.
You can also use the Absent filter, which shows leave such as vacation, sick days, parental leave, and fixed day off.
How do I get an overview of who is missing vacation or work hours registration?
How do I get an overview of who is missing vacation or work hours registration?
As Payroll Admin, you can use the Team Calendar to get a visual overview of employees' registrations in a selected period.
Go to Payroll Admin → Employees → Team Calendar & Group Registration.
Here you can select a period, e.g., 1 day, week, month, or 3 months, and see employees' registrations across the team.
The Team Calendar can help you find days where registrations are missing. For example:
days without registered work hours
days without registered vacation or other leave
gaps in an employee's timeline
employees with no registration for a day
You can use the filters to narrow down the overview:
At work/shift shows time registrations and shifts
Absent shows leave, e.g., vacation, sickness, parental leave, and fixed day off
Working elsewhere shows time registrations with statuses such as working from home, seminar, or travel
If you want to specifically check vacation, you can search for vacation in the free text field. The Team Calendar will then show vacation registrations for the selected period.
Important:
The Team Calendar shows the registrations that have been created. If there is a gap in the calendar, it may indicate that the employee is missing a registration for work hours, vacation, or other leave. Always check the employee's work hours setup and the specific day before concluding that a registration is missing.
When should I use the Team calendar, the employee's calendar, or the Report Library?
When should I use the Team calendar, the employee's calendar, or the Report Library?
It depends on what you want to look into.
Use the Team calendar for a quick overview
Use Payroll Admin → Team calendar when you want a user-friendly and visual overview of whether employees have created registrations in a selected period.
The Team calendar is ideal when you want to see:
who has registered vacation
who is on vacation and when
who has registered work hours
who still needs to register work hours, vacation, or other leave
gaps in an employee's timeline
registrations for one employee, a department, or multiple employees
The Team calendar is therefore the best choice when you need a visual overview and want to quickly see what registrations have been created.
Use the employee's calendar to see balances and details for one employee
If your question is about an employee's balance, you should open the employee's calendar.
Here you can see the employee's registrations, balance, and history for that individual employee.
Use the Report Library when you need to work with data
Use the Report Library when you need to check, export, or document registrations in report form.
The Report Library is ideal when you need to:
export data
perform checks
review registrations for a period
work further with data in Excel
find sums, totals, or report lines
document data
get key figures
A report can contain a lot of data, but doesn't necessarily provide the easiest visual overview. If your main goal is to see whether employees have created registrations, the Team calendar is often the best place to start.
Rule of thumb
Use the Team calendar when you want to see registrations visually and get a quick overview.
Use the employee's calendar when you want to see the balance and details for one employee.
Use the Report Library when you need to export, check, document, or work further with data.