Leave Calendars allows users to view leave requests in a calendar view format. You will be able to view your existing leave requests and other staff’s leave requests depending on the role(s) that have been assigned to your user account.

The various leave requests workflow status is denoted by a specific color:

Leave requests shaded blue signify they are initiated or in progress (aka outstanding)
Leave requests shaded green signify they are (fully) approved
Leave requests shaded red signify they are rejected or cancelled
Leave requests shaded soft black signify they are exported
Dates on the calendar shaded black signify district blackout dates

My Leave Calendar

Role: For users with User role

Allows each user the ability to view their existing leave requests via calendar format. When clicking on a leave entry, it will display the full leave request details.

Canceled leave requests are only displayed on the ‘my leave’ calendar. They will not be displayed on the Supervisor or District Leave Calendars

Create New Leave Request: Allows user to create a new leave request directly from their calendar.
Filters: Allows user to filter their calendar for leave requests for one (or more) of their positions or leave request types.
Print Calendar: Each calendar view contains a Print Calendar option. Please refer to the ‘Calendar View Print options’ under More Information for further details.
allows user to click forward and backwards depending on the calendar view selected. The date picker allow user to select a specific day.
will display the current date.
allows user to pick from several calendar view formats. Default view is ‘Monthly Calendar’ but user has option to select a different view format (i.e. weekly, daily, etc).

District Leave Calendar

Role: For users with District Manager or Admin role (NOTE: Please refer to ‘Roles Related to Calendars’ in the More Information section regarding the availability of the District Leave Calendar for users with a ‘Leave Calendar By…’ role.)

Allows users the ability to view all initiated, approved, and exported leave requests for all district staff. Leave requests are displayed alphabetically by last name, firstname, middle initial. When clicking on a leave entry, it will display the full leave request details.

Canceled leave requests are only displayed on the ‘my leave’ calendar. They will not be displayed on the Supervisor or District Leave Calendars

Filters: Allows District Manager or Admin user ability to filter staff leave requests by one or more pay groups, department codes, buildings codes, leave request type or employees.

Print Calendar: Each calendar view contains a Print Calendar option. Please refer to the ‘Calendar View Print options’ under More Information for further details.
allows user to click forward and backwards depending on the calendar view selected. The date picker allow user to select a specific day.
will display the current date.
allows user to pick from several calendar view formats. Default view is ‘Monthly Calendar’ but user has option to select a different view format (i.e. weekly, daily, etc).
only available when either the Monthly Calendar or Weekly Calendar view is selected. Click on ‘custom start’ to select a beginning date and ‘custom stop’ to select an ending date (NOTE: both start and stop dates are required). Next, click on ‘submit custom dates’ to update your view to include the dates within your range. To remove your filters, click ‘Clear Custom Dates’.
- NOTE: You may use ‘Print Calendar’ to generate a CSV or PDF version of your custom date range.

Supervisor Leave Calendar

Role: For users with Leave Supervisor for Staff role.

Allows supervisors the ability to view all initiated, approved and exported leave requests for their staff. Leave requests are displayed alphabetically by last name, firstname, middle initial. When clicking on a leave entry, it will display the full leave request details. NOTE: Supervisors will also be able to see their own leave requests under the supervisor calendar.

Canceled leave requests are only displayed on the ‘my leave’ calendar. They will not be displayed on the Supervisor or District Leave Calendars

Filters: Allows supervisor to filter their staff leave requests by one or more department codes, buildings codes, leave requests types or employees.

Print Calendar: Each calendar view contains a Print Calendar option. Please refer to the ‘Calendar View Print options’ under More Information for further details.
allows user to click forward and backwards depending on the calendar view selected. The date picker allow user to select a specific day.
will display the current date.
allows user to pick from several calendar view formats. Default view is ‘Monthly Calendar’ but user has option to select a different view format (i.e. weekly, daily, etc).
only available when either the Monthly Calendar or Weekly Calendar view is selected. Click on ‘custom start’ to select a beginning date and ‘custom stop’ to select an ending date (NOTE: both start and stop dates are required). Next, click on ‘submit custom dates’ to update your view to include the dates within your range. To remove your filters, click ‘Clear Custom Dates’.
- NOTE: You may use ‘Print Calendar’ to generate a CSV or PDF version of your custom date range.

More Information on Leave Calendars

Calendar View Print Options

The data is being pulled directly from the calendars so the exports will contain any entries for the given time span as well as any filters that are applied to the calendar.
Based on the Calendar View selected, your options will be as follows

CSV Calendar Entry Export: creates a CSV with columns for the title, start date/time, and end date/time

Print Monthly Calendar to PDF: creates a monthly calendar in PDF format that mimics the monthly grid calendar. NOTE: If the Weekly Calendar view is selected, the export method will be updated to ‘Print Weekly Calendar to PDF’.
- If Black and White? is checked, it will produce a black and white version of the Print Monthly Calendar to PDF. If the weekly calendar view is selected, it will produce a black and white version of the Print Weekly Calendar to PDF.
- If Black and White? is not checked, it will produce a color version of the Print Monthly Calendar to PDF. If the weekly calendar view is selected, it will produce a color version of the Print Weekly Calendar to PDF.

Job Status Configuration

ESS grids will display all leave requests regardless of the requests associated position’s status (active, inactive, etc). However, leave calendars abide by what is checked in the System>Configuration>Job Status Configuration. For example, if ‘show active’ is the only status checked, then only leave requests associated with an active position status will display on the leave calendars.

Roles related to calendars

The following calendar-related roles will allow users to view leave requests based on:

Leave Calendar by Building

Role: Leave Calendar by Building

This role will display ‘District Leave Calendar’ under the ‘Leave Calendars’ menu. The calendar will currently be blank.

In order to display staff leave requests on the district calendar, click ‘Filters’ on the calendar. It will include all available building codes based on your position(s) and job status for each of those positions. For example, if your district is configured to include both active and inactive job status on positions in ESS, and you have both active and inactive positions for building codes 100, 300 and 510, those will be the only building codes displayed that you can filter on.

The available job statuses are configured under System>Configuration>Job Status Configuration.

Once you select the desired building code(s), click ‘Apply Filters’ and it will display all staff leave requests on the district calendar for employees who have active or inactive positions containing the filtered building code.

Example: Building Principal and/or Secretary needs ability to display all staff leave requests for their building.

Leave Calendar by Department Code

Role: Leave Calendar by Department Code

Example: Food Service Director needs ability to see all cafeteria staff leave requests

Leave Calendar by District Building

Role: Leave Calendar by District Building

This role will display ‘District Leave Calendar’ under the ‘Leave Calendars’ menu. By default, the calendar will be blank.

In order to display staff leave requests on the district calendar, click ‘Filters’ on the calendar. It will include all available building codes for the district. Once you select the desired building code(s), click ‘Apply Filters’ and it will display all staff leave requests on the district calendar for employees containing the filtered building code(s).

Example: Superintendent and/or Superintendent’s Secretary needs ability to display all staff leave requests for the district.

Leave Calendar by Pay Group

Roles Required:

Displays all district leave requests for the same pay group your position(s) is assigned to in USPS>Position record.

Example: Maintenance Director needs ability to see all custodial staff leave requests.

Leave Calendar for District Staff

Roles Required:

Displays the ‘District Leave Calendar’ under Leave Calendar in order to see all district staff’s leave requests.

Example: Superintendent needs ability to view all staff’s leave requests.

NOTE:: The ability to filter on specific area may differ based on the user’s additional roles (i.e. District Manager, Leave Manager, etc).

NOTE: Should only include positions based on the job statuses selected under System>Configuration>Job Status Configuration (i.e. active, inactive, etc) ESS-865