Table of contents
- Company calendar
- Telephone directory
- Attendance overview
- Absences overview
- Team calendar
- Abscence year overview
1. Company calendar
The company calendar is also known as the absence overview and is always displayed under the ‘Company overview’ menu. Depending on the activated authorisation, this can be called up according to the categories ‘This week’, ‘By organizational units’, ‘By superior’, ‘By permanent establishment’, ‘Individual group selection’ or ‘Individual person selection’.
Note: A customised calendar view can now be created by adding or removing people in the ‘Individual person selection’. The settings made are saved automatically.
You can also create your own groups of people under ‘Individual group selection’. Up to 12 groups can be created.
The absence overview shows who is absent or not on site on which days.
If you are allowed to view details of the absences, you also have the option of filtering the company calendar according to the different absence types and only displaying the selected absence types. To do this, you will find the legend at the bottom of the company calendar. To make a selection, simply click on the ‘Key’ button, whereupon a drop-down menu with the various absence types opens. You can also easily reduce the displayed absence types by clicking on the ‘X symbol’ next to the absence type.
If you want to print the calendar view, click on the print icon in the top right-hand corner.
The display of the calendar in the print view may vary depending on the browser used and may differ from the actual print results. For best results, we recommend Google Chrome.
Activating the calendar for the employee
Open the respective person via the admin menu ‘People/Persons’ and go to ‘Master data/Roles and authorizations to the Tab “Roles” in the section “Employees” in the employee menu. Here you can decide which categories of the company calendar are available for the employee. If none of the categories are activated, the ‘Company calendar’ function is deactivated for the person.
Basic settings
In the Admin menu under ‘Time management/Absences/Settings/Tab “Absence overview for employees”, you can manage the basic settings for the calendar and the associated telephone directory.
Show details of trips: More detailed information about a trip is also displayed when it is called up in the company calendar.
Show all organisational units and the entire organisational structure: If this checkbox is activated, all employees can view absences of all organisational units in the company calendar. If this checkbox is deactivated, only the assigned organisational unit can be called up.
Note: If absences and illness types are not ticked ‘Public’, they are only displayed in the calendar as ‘Absent’. Reasons for absence cannot then be viewed.
Show all permanent establishments: In addition to your own assigned business premises, all other available business premises are displayed in the company calendar.
Show age when displaying birthday: If activated, the age of the respective employee is also displayed in the hover text on their birthday.
Show birthdays, anniversaries, end of probationary for employees: Here you decide whether the three events should be displayed in the company calendar or not.
Use data from time recording to show wether a person is present in the employee directory: If employees use time recording and are currently clocked in, they are displayed as ‘Present’.
In the ‘Colors of absences’ tab, you define the colour codes for the respective absences, events, etc. for the company calendar.
2. Telephone directory
Employees can also find the telephone directory within the ‘Company overview’.
How much information is displayed in the telephone directory depends on the settings of the respective employee's master data and the company calendar in the admin menu ‘Time management/Absences/Settings/Tab “Absence overview for employees”.
Settings Master data
If the following fields are maintained in the ‘Master data/Master data’ employee menu, they are displayed in the telephone directory:
- Profile picture
- First name, surname
- User ID (in brackets after the name within the search)
- e-mail address
- Work telephone number
- position
- organisational unit
The private e-mail address and telephone number are also displayed (if maintained in the master data). In the employee menu ‘Master data/Mail settings/Tab “As employee”/Tab “General” in the field “Access to private e-mail address/telephone number” you can edit who has access to this in the telephone directory.
Settings ‘Absence overview for employees’
Show all organisational units and the entire organisational structure: If this checkbox is activated, all employees can view the contact details of all organisational units in the telephone directory. If this checkbox is deactivated, only the assigned organisational unit can be called up.
Use data from time recording to display attendance in the employee directory: If employees use time recording and are currently clocked in, they are displayed as ‘Present’.
Note: Free fields from the ‘Persons’ area can also be displayed in the telephone directory. You can find out how to create free fields here.
3. Attendance overview
In contrast to the absence overview, the attendance overview is a view of availability on the current day. It shows you who is available for the current day. The view is opened via ‘Company overview/Company calendar/Attendance overview’.
Activate the view for the employee
Open the respective person via the admin menu ‘Persons/Persons’ and go to ‘Master data/Roles and authorisations/Tab “Authorisations”/section “Basics” in the employee menu. Activate the authorisation ‘Can see attendance overview (as user)’.
This allows you to view the data that you can also view in the telephone directory when you call up a person.
With the extended authorisation ‘Is allowed to see working time details in attendance overview’, additional details on the clock-in and clock-out times of people who record their working times in HRWorks are displayed. The ‘Is allowed to see working time details in attendance overview’ authorisation only applies if the ‘Can see attendance overview (as user)’ authorisation has also been granted.
4. Absences overview
You can call up details on absences, trips and public holidays in an overview within the detailed absence overview or 'absence overview - by period'. This view can also be found under Company overview/Company calendar/Absence overview - By period.
In contrast to the regular company calendar, this absence overview can only be assigned for viewing specific organisational units (Employee menu/Master data/Roles and authorisations/Roles tab/‘Employees’ section).
5. Team calendar
In addition to the company calendar, there is an absence overview for supervisors and approvers for their own team (‘My team/team calendar’). The view is similar to the absence overview by week, except that it is limited to your own team. The details of the absences for the respective manager are also displayed here.
The calendar is assigned automatically when a supervisor or approval assignment is received in the system. No further settings can be made for this.
6. Abscence year overview
For your own annual planning, you can call up the ‘Annual overview’ menu in the employee menu under Time management. Here you can view your own appointments and absences. You can also enter a new absence, home office or travel expense report by clicking on the relevant date. 
The annual overview is automatically available for employees. No further settings can be made for this.