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      Calendar Events

      Calendar Events can be added to the Cezanne Calendar to display individual events related to:

      • Employees (e.g. Working from Office)
      • Org Units (e.g. Team Meeting)
      • Company Locations (e.g. London Kick Off Meeting)
      • Company-wide Events (e.g. Company AGM).

      This article explains how to add Person, Org Unit and Company / Company Location Calendar Events. It contains the following sections:

      1. Person Calendar Events
      2. Company / Company Location Calendar Events
      3. Org Unit Calendar Events
      4. Calendar Configuration
      5. Line Manager / Self Service Security Role Permissions

      1. Person Calendar Events 

      The Person Calendar Events screen is used to add an event (such as Working from Home or a Meeting) to an employee's individual calendar and annual overview. Depending on the calendar configuration, other employees are then able to view this event using their own Cezanne calendar.

      Adding a Person Calendar Event

      To add a new Person Calendar Event:

      Navigate to: People >> Select Person >> Additional Information >> Calendar Events.

      1. Select Add New.
      1. Select Event Type (this is displayed on the Calendar).
      2. (Optional) Enter a Description (this is displayed on the Calendar).
      3. Select Effective From and Effective To.
      4. Choose whether this is an All Day event. If this option is unticked, the Start Time and End Time fields will need to be filled in.
      5. (Optional) Enter any relevant Comments.
      6. Click Save and Close.

      Note:

      • By default, Person Calendar Events can be added by HR Professionals and Restricted HR Professionals. To enable Self Service and Line Manager users to add their own Calendar Events, see the Line Manager / Self Service Security Role Permissions section below.
      • It is possible to add a Person Calendar Event that clashes with an Absence Event, Development Activity, Public Holiday, Company Calendar Event, another Person Calendar Event or falls on a Non-Working Day.
      • Person Calendar Events do not appear on the Mobile App or in any Analytics.

      Configuring Person Event Types

      HR Professionals are able to configure and customise Person Events by:

      • Adding new Event Types.
      • Changing the Code, Description and Sort Order of an existing Event Type.
      • Customising the colours associated with each Event Type.

      To make these changes:

      Navigate to: Administration >> Other >> Picklists >> People >> Additional Information >> Calendar Event Types.

      1. To edit an Event Type, click the pencil symbol and the following editable fields will open:
        • The Code field is a shortened name for the Person Event Type which will not show up to users on the system.
        • The Description field will show up on Calendar screens and in the picklist when selecting a Person Event Type for an employee.
        • The Sort Order field determines the order that each Event Type is listed in the picklist (if no order is set, they will order alphabetically).
        • The Colour of each Event Type can be customised and will appear in the calendar and annual overview. You can select the colour manually or insert a specific HEX code into the colour editing window.
      2. To save any changes made for an Event Type row, click the tick on the left, closing the fields.
      3. To delete an Event Type, click on the bin symbol.
        • This can be reversed by clicking the 'undelete' arrow button before saving your changes:

      Calendar Events Approval Requests

      To allow an employee to enter a Calendar Event in the system, a HR Professional user will need to setup an Approval Requests Process for the relevant screen.

      For more information, please see: Approval Requests Process.

      2. Company / Company Location Calendar Events

      The Company Calendar Events screen is used to add an event (such as a Company Meeting or Social Event) to users' calendars and annual overviews. Depending on calendar configuration, the event will be visible to either all users or just users within that company.

      To add a new Company Calendar Event:

      Navigate to: Administration >> Organisation >> Companies >> Select Company >> Calendar Events

      1. Select Add New.
      2. Enter a Title (this is displayed on the Calendar).
      3. Select a Location Name if this is event is just for one Company Location.
      4. Select Effective From and Effective To Dates.
      5. Choose whether this is an All Day event. If this option is unticked, the Start Time and End Time fields will need to be filled in.
      6. Choose whether to Prevent Absence Booking. If this option is ticked, all absences that employees try to book under a plan which doesn't allow absences to overlap will be prevented. For more information, see: Absence Can Overlap Mandatory Calendar Events.
      7. Use the colour picker to choose the Colour you want your event to display as on the calendar.
      8. (Optional) Enter any relevant Comments (comments can only be seen from this screen by HR Professionals and Restricted HR Professionals).
      9. Click Save and Close.

      Note:

      • Company Calendar Events can only be added by HR Professionals and Restricted HR Professionals.
      • It is possible to add a Company Calendar Event on any day regardless of whether it clashes with any Absence Events, Development Activities, Public Holidays, Person Calendar Events or another Company Calendar Event.
      • Company Calendar Events do not appear on the Mobile App or in any Analytics.

      3. Org Unit Calendar Events

      The Org Unit Calendar Events screen is used to add an event (such as a Team Meeting or Social Team Event) to users' calendars and annual overviews. Depending on calendar configuration, the event will be visible to either all users or just users within that org unit.

      To add a new Org Unit Calendar Event:

      Navigate to: Administration >> Organisation >> Org Units >> Select Org Unit >> Calendar Events

      1. Select Add New.
      2. Enter a Title (this is displayed on the Calendar).
      3. Select Effective From and Effective To Dates.
      4. Choose whether this is an All Day event. If this option is unticked, the Start Time and End Time fields will need to be filled in.
      5. Choose whether to Prevent Absence Booking. If this option is ticked, all absences that employees try to book under a plan which doesn't allow absences to overlap will be prevented. 
      6. Use the colour picker to choose the Colour you want your event to display as on the calendar.
      7. (Optional) Enter any relevant Comments (comments can only be seen from this screen by HR Professionals and Restricted HR Professionals).
      8. Click Save and Close.

      Note:

      • Org Unit Calendar Events can only be added by HR Professionals and Restricted HR Professionals.
      • It is possible to add an Org Unit Calendar Event on any day regardless of whether it clashes with any Absence Events, Development Activities, Public Holidays, Person Calendar Events or another Org Unit Calendar Event.
      • Org Unit Calendar Events do not appear on the Mobile App or in any Analytics.

      4. Calendar Configuration

      The visibility of Person, Org Unit, Company Location and Company Calendar Events on the Calendar and Annual Overview can be configured using the Calendar Configuration screen. For more information, see: Calendar Configuration.

      5. Line Manager / Self Service Security Role Permissions

      By default, the Person Calendar Events screen is turned OFF for Line Manager and Self Service users. To make this screen available for these user roles:

      Navigate to: Administration >>  Security Roles >> Select Security Role >> Security Role Permissions.

      1. Open the following folders depending on the security role to find Calendar Events:
        • HR / Restricted HR Professional: People >> Additional Information.
        • Line Manager: Myself or My Team
        • Self Service: Myself.

      2. Turn ON the Calendar Events screen.

      3. Click Save.