Leave Calendar for Teams and Departments

Before approving a week off in peak season, a manager needs to know who else is away. The ZeniaHR leave calendar shows one month as a grid: a row for each person with leave in that month and a column for each day. Approved and pending leave use different tints, half days are half-filled, weekends are shaded and today is marked. HR sees the whole company, and managers see their own team in My Team.

How it works

Open Leave Calendar from the sidebar. It starts on the current month with everyone who has approved or pending leave in it.
Move to the previous or next month, and filter by department to look at one team at a time.
Show or hide pending requests to switch between what is confirmed and what is still waiting for approval.
Each cell shows the leave type code. A half day shows half-filled with a half mark, and a day with two leave types shows 2+.
Point at a cell to read the leave type and status. The calendar shows charged dates, so sandwiched weekends appear as leave too.
Managers open the same grid for their reporting team from My Team, on the web or in the app.

What you can set

Month to view, with previous and next month buttons.
Department filter, built from your employee records.
Show pending requests on or off.
Approved and pending leave in different tints, with a small dot on an approved day that also has a pending request.
Weekends shaded and today marked.
On a phone, names stay pinned on the left while the days scroll sideways.

Why managers need the grid before they approve

Approving leave one request at a time hides the pattern. Three separate approvals, each reasonable on its own, can leave a ward, a store or a dispatch bay short on the same Tuesday. The calendar shows the month at a glance, including pending requests, so the manager can see a clash before it happens and talk to the team while there is still time to shift a date. It also helps HR spot departments where leave is piling into the last quarter.

Worked example: a dispatch team in festival season

A Surat textile unit has 9 people in dispatch. In November 2026 the manager opens the calendar, filters on Dispatch and sees that Tuesday 10 November already has 2 approved leaves and 1 pending request from Imran. Orders peak that week. Before deciding, she hides pending requests and confirms that 2 of 9 people will be away regardless. She calls Imran, who agrees to move his leave to Thursday 12 November, withdraws the pending request and applies again. The grid now shows no day with more than 2 people away.

Getting more from the calendar

Review the next month's grid at the monthly team meeting, not the day before a clash. Keep reporting managers accurate so each manager's calendar shows the right people. Pair the leave calendar with the holiday calendar when planning festival rosters, since a holiday plus a wave of leave on either side can empty a shift.

See leave calendar in a demo

We show it on a video call with your own shifts, leave types and rules. Free for your first 50 employees.

Book a free demo See pricing

Frequently asked questions

Can managers see only their own team's leave?

Yes. In My Team, a manager's leave calendar covers the people who report to them, directly or through their own managers, and nobody else. HR and the company head use the company-wide Leave Calendar with a department filter. Employees see their own leave and balances in My Self-Service.

Does the leave calendar show pending requests?

Yes, in a different tint from approved leave, so a manager can see what is planned and what is only requested. A switch hides pending requests when you want to see confirmed absence only. A small dot marks an approved day that also has a pending request.

How are half days shown on the leave calendar?

A half-day leave fills half the cell and shows a half mark instead of the leave code, so a first-half or second-half absence is clear at a glance. Pointing at the cell shows the leave type, whether it is approved or pending, and that it is a half day.