Illizeo gives you two ways to follow your schedule: the Calendar menu, which shows attendance and absences in the application, and syncing with your Google or Outlook work calendar, where Illizeo adds what concerns you. This article describes both. It is for all users.
Before you start #
- The entries of the Calendar menu follow your permissions (Company calendar section of the role matrix, Access level): View the attendance calendar (by default Administrator, HR Manager and All employees), View the absence calendar (team) (all roles except Accounting, with the Absence management module active) and View alerts and notifications for Alerts and anomalies.
- Connecting your calendar requires the Connect and disconnect one’s own calendar (Google / Outlook) permission (Integrations section, Execute level), which All employees holds by default. Without it, the My calendars tab does not appear.
- What is sent to calendars also depends on your company’s settings, chosen by the administrator on the calendar connectors.
The Calendar menu #
Hover over Calendar in the sidebar: the second column offers up to three entries.
| Entry | What it shows | Find out more |
|---|---|---|
| Attendance calendar | Hours worked day by day: your own row, and your colleagues’ rows if your role holds View colleagues’ attendance. | Approving attendance and following the team |
| Absence calendar | Who is absent and when, according to what your role lets you see of others. | The absence calendar |
| Alerts and anomalies | The report of clocking alerts and data-entry anomalies for the population you can see, ranked by severity, with the filters and exports of system reports. | System reports |
When you have access to both calendars, the Presence and Absences tabs switch from one to the other on the same page.
Connecting your Google or Outlook calendar #
- Open Personal Settings from your account menu, then the My calendars tab.
- On the Google Agenda or Microsoft Outlook card, click Connect.
- Sign in to your work account and accept the access requested.
- You return to the tab: the message “Calendar connected.” appears and the card shows Connected.
Illizeo creates a separate calendar called “illizeo” in your account and adds what concerns you to it: your own appointments stay in your usual calendar. The card can show four states:
| State | Meaning | What to do |
|---|---|---|
| Connected | The account is connected and the “illizeo” calendar exists. | Nothing. |
| Not connected | No account is connected. | Connect. |
| Calendar not created | The account is connected, but the “illizeo” calendar could not be created. | Disconnect, then Connect again. |
| To reconnect | The authorisation was withdrawn or has expired: nothing arrives any more. | Connect again. |
What arrives in your calendar #
Your administrator chooses, for Google and for Microsoft, what is sent. Depending on those choices:
- Your absences (Sync absences setting): the event is created when the absence receives its final approval, updated if it changes, and removed if it is refused, cancelled, deleted or put back to pending. Only your own absences appear. For Outlook, only the absence types the administrator sends to Outlook are included (see Configuring absence types and their policies).
- Your shifts (Sync shifts setting): your published and confirmed shifts from the Scheduling module.
- Your Flex Office bookings (Sync Flex Office setting): desk, remote work, rooms, parking space, meal and visits, according to the types you ticked in the calendar preferences of the Flex Office calendar (see Flex Office calendar).
Disconnecting your calendar #
In My calendars, click Disconnect under the account concerned. The message “Calendar disconnected.” confirms it: the “illizeo” calendar is deleted from your account, along with everything Illizeo had added to it.
Subscribing to the calendar from a calendar app #
Separately from this sync, the Sync button of the absence calendar creates a subscription link to add to any calendar (Outlook, Google, Apple), or an .ics file to download. This subscription follows your visibility permissions: it is described in The absence calendar.
Good to know #
- The access tokens for your calendar are encrypted; they are never displayed or exported.
- You can connect a Google account and a Microsoft account at the same time.
- If your company writes directly to its employees’ Outlook calendars, that channel takes precedence for absences and Flex Office: you have nothing to connect to receive them in Outlook.
- An absence event deleted by hand in your calendar is recreated the next time the absence changes.
FAQ #
My approved absence does not appear in my calendar. #
Check in My calendars that the card shows Connected. If it does, your company may not send absences, or not this type of absence: contact your administrator. An absence still awaiting approval is not sent.
I no longer want to see these events. #
Click Disconnect: the “illizeo” calendar disappears from your account. You can also simply hide that calendar in your calendar app.
