Approving holiday and calendar categories
Approve or decline holiday requests, add training and absences to the calendar, and set up your own calendar categories.
Updated 24 October 2026
Owners and admins decide holiday requests and manage the calendar's categories.
Holiday requests
When an engineer requests time off you get an email and a push notification, and a badge appears on Holiday in the sidebar with the number waiting.
Open Holiday to see each request with the engineer, the dates and their note.
- Approve blocks the dates out on the calendar and tells the engineer.
- Decline asks for an optional reason, which the engineer sees, then tells them.
If approving would overlap a job the engineer is already booked on, you are shown the clash first ("Dave is on ACME-00012 Boiler service 22 to 26 Sept") and asked whether to approve anyway. Approve and move the work, or decline the request.
Two admins cannot both decide the same request. The second decision is refused with "already been decided".
Upcoming approved absences at the bottom of the page lists everyone's approved time off from today onwards.
The clash warning on jobs
When you schedule a job over an engineer's approved holiday, the job form shows an amber warning that reads as a holiday: "Dave is on approved Holiday 22 to 26 Sept". It is a warning, not a block. Jobs already booked clash the same way they did before.
Adding entries yourself
On Calendar, click + Add entry to put training, a company closure or holiday on an engineer's behalf straight onto the calendar. Entries you add are approved immediately. Pick Whole company as the engineer for something that applies to everyone.
Click an entry on the calendar to see its details, edit it or delete it. Entries drag and resize like jobs.
Filtering the calendar
The chips above the calendar turn categories on and off. The selection is kept in the page address, so you can send a colleague a link to, say, holiday only.
Pending requests show outlined and hatched in the category colour. Declined and withdrawn requests do not show on the calendar.
Calendar categories
Go to Settings → Calendar. Every company starts with three categories:
| Category | Engineers see it | Needs approval | Blocks scheduling |
|---|---|---|---|
| Work | Yes | No | No |
| Holiday | Only their own | Yes | Yes |
| Training | Yes | No | Yes |
Work is where jobs appear. It is fixed and coloured by job status.
Add your own categories (sick leave, on call, vehicle off road) with a name, a colour and three switches:
- Visible to engineers: off means engineers only ever see their own entries in it.
- Needs approval: engineers can request it, and you approve or decline.
- Blocks scheduling: approved entries warn when a job is booked over them.
The colour picker warns when a colour sits too close to one of the job status colours, so entries and jobs do not blur together on the grid. Use the arrows to reorder categories; the order sets the chip order on both calendars.
Archive removes a category from pickers and chips. Existing entries keep it, and you can restore it later. Work cannot be archived.