How to Configure and Use the Who's Away Calendar for Employee Leave Management

Audience & Scope

Audience: HR Admin, Manager

Module: Leave

Country: Global

Pre-requisites: Admin User Permission & any user with Permission to view Who's Away calendar

Introduction

The Who’s Away Calendar in BrioHR is a valuable tool for HR Admins and team managers to monitor employee leave and ensure seamless workforce planning. This guide outlines how to configure user permissions and use the calendar to manage leave visibility efficiently.

Steps to Enable the User Group Permissions For The Who's Away Calendar

1.    Login to BrioHR and click into Settings > User Group

2.   At the Manager User Group, click on the Edit icon.

3.   Click on "Page Access" and tick the following settings configurations that apply:

• Who's Away: Tick this checkbox to allow the user to view Who's Away information from the Home dashboard.
• View employees within their office: Tick this checkbox to restrict the user to view leave information only for their office.
• View employees within their department: Tick this checkbox to restrict the user to view leave information only for their department.
• View everyone's: Tick this checkbox to allow the user to view leave information of all employees from any office/department.
• Includes leave requests that are pending approval: Tick this checkbox to include information on leave requests pending approval. (If this setting is not enabled, the Who's Away calendar will only display approved leave requests.)

4.    Click the "Save" button to apply the changes

Steps to View Information On The Who's Away Calendar

1.    Access the "Who's Away" calendar from the Home dashboard.

2.    You can perform the following actions:

• Filter leave by department or office: Select options from the dropdown menu to filter.

• View dates for public holidays and leave applications: Click on dates to view details for the selected period. Use the "<" or ">" icons to navigate between months and years.

• Indication for half-day leave applications: A red circle indicates a half-day leave application. (Hover over the circle to see if the half-day leave is for AM or PM.)
  
  

• View more leave application details: Click on "See details" to filter leave information by:

• Employee name/ID
• Department
• Office

By following these steps, you can efficiently manage and view employee leave information using the Who's Away calendar.

How to Sync Your BrioHR Leave Calendar with Google Calendar

Follow these simple steps to view your team’s leave schedule directly in Google Calendar:

1. Go to Home > Who’s Away in BrioHR
   
2. Click on Sync
   
3. Select the year (e.g., 2026)
   
4. Choose the appropriate calendar URL (e.g., Get Office Calendar URL)
   
5. Copy the URL provided
   

      6. Next, open your Google Calendar and click on the '+' button on the Other Calendars

      7. Choose the 'From URL' option

     8. Paste the copied URL to subscribe to the calendar, then click Add Calendar

     9. You will now be able to view the leaves applied appearing in your calendar.

👉 Feel free to refer to this guide for detailed steps on adding the URL to Google Calendar.

Ownership

By: Arveena