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. ESS leave requests grids will display 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.

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

Video Demonstration

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.

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• 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.

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• 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 District Manager or Admin role the ability to view all initiated, approved, and exported leave requests for all district staff. Leave requests are displayed alphabetically by last name, first name, middle initial. When clicking on a leave entry, it will display the full leave request details.

• 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, first name, 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.

• 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 based on the calendar view selected. The date picker allows a 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 for Supervisor Leave Calendar and District Leave Calendar menu options. 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: creates a CSV with columns for the title, start date/time, and end date/time

• Print Monthly Calendar to PDF (or Print Weekly Calendar to PDF): creates PDF format of the calendar selected.

  • Printer Friendly (Black and White) is an additional option displayed after choosing a PDF option. If unselected, it will produce a color-coded version of the calendar in PDF. If selected, it will produce a black and white version of the calendar in 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 via Leave Calendars>District Leave Calendar option. NOTE: The examples displayed below include the specified role only (i.e. Leave Calendar by Building). If you have multiple roles or a higher-level role (i.e. District Manager, Admin), you may see additional filter options in the filter window. [ESS-952 (2024.16.0) will allow district filters to be remembered].

Leave Calendar by Building

Video Demonstration

Role: Leave Calendar by Building

By default the calendar will be empty with the exception of blackout dates noted. A is required to be selected in order to view leave requests on the calendar. Filter options include Building Codes and/or Leave Request Types. With this role, you can filter to view staff leave requests within the same building(s) as your position(s).

• For example, if I have two position records, depending on the job status configured for the district (i.e. active and inactive), I can only filter on building codes related to my positions.

  Once the desired building code(s) have been applied, it will display all staff leave requests on the calendar for employees whose leave requests related position have the same building codes.

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

Leave Calendar by Department Code

Video Demonstration

Role: Leave Calendar by Department Code

By default the calendar will be empty with the exception of blackout dates noted. A is required to be selected in order to view leave requests on the calendar. With this role, you can filter to view staff leave requests on one or more district department codes and/or leave request types.

• For example, if I filter on the 300 department code, once applied, it will display all staff leave requests on the calendar whose leave requests related position has the 300 department code.

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

Leave Calendar by District Building

Video Demonstration

Role: Leave Calendar by District Building

• By default the calendar will be empty with the exception of blackout dates noted. Ais required to be selected in order to view leave requests on the calendar. With this role, you can filter leave requests to view one or more district building codes and/or leave request types.

• For example, if I filter on 100 building code, once applied, it will display all staff leave requests on the calendar whose leave requests related positions has the 100 building code.

Example: Superintendent and/or Superintendent’s Secretary needs ability to display all staff leave requests for one or more buildings.

Leave Calendar by Pay Group

Video Demonstration

Role: Leave Calendar By Pay Group

• By default the calendar will be empty with the exception of blackout dates noted. Ais required to be selected in order to view leave requests on the calendar. With this role, you can filter on one or more district pay groups and/or leave request types.

• For example, if I filter on ‘Bus Drivers’ pay group, once applied, it will display all staff leave requests on the calendar whose leave requests related positions is tied to the Bus Drivers pay group.

Example: Transportation Director needs ability to view all bus drivers staff leave requests on his calendar.

Leave Calendar for District Staff

Video Demonstration

Role: Leave Calendar for District Staff

• By default, the calendar displays all staff leave requests. Selectto filter one or more leave request types and/or employees in order to display only those leave requests that match your filtered data.

For example: If I want to filter my calendar to view employees with professional leave requests only:

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