Version: 1.0
Last updated: December 10, 2025
Welcome to the Calendar Management module! This is your central hub for viewing and managing team schedules, holidays, events, and important dates.
This guide will help you:
A good calendar helps you:
| Task | Purpose | Page |
|---|---|---|
| View Team Calendar | See all events at a glance | Section 4 |
| Check Holidays | Know when company is closed | Section 9 |
| View Team Availability | See who's available for meetings | Section 7 |
| Check Leave Plans | See team members' time off | Section 7 |
| Plan Activities | Schedule team events | Section 10 |
| Monitor Schedules | Track shift patterns | Section 7 |
| Export Calendar | Download calendar data | Section 11 |
| View Multiple Teams | See other team calendars (if permitted) | Section 7 |
Types of events you'll see:
Step 1: Login
Step 2: Navigate to Calendar
Step 3: View Calendar
If you know the web address:
https://[your-domain]/tl/calendar in browser address barDesktop Recommended for full calendar view, but:
When you open Calendar, you see a calendar grid with events marked on specific dates.
╔═══════════════════════════════════════════════════════════════════╗
║ DECEMBER 2025 ║
║ ← Previous [Month/Week/Day] Next → ║
╠═══════════════════════════════════════════════════════════════════╣
║ SUN MON TUE WED THU FRI SAT ║
╠═══════════════════════════════════════════════════════════════════╣
║ 30 1 2 3 4 5 6 ║
║
║
║
║ 7 8 9 10 11 12 13 ║
║ 🔴
║ [Event]
║
║ 14 15 16 17 18 19 20 ║
║ 🔵 [Event] 🟡 [Event] 🟢 [Event] ║
║ [Event] [Event] ║
║
║ 21 22 23 24 25 26 27 ║
║ 🟣 [Holiday - Closed] 🟡 [Leave] ║
║ [Event] [Event] ║
║
║ 28 29 30 31 1 2 3 ║
║ 🟢 [Event] ║
║ [Event] ║
║
╚═══════════════════════════════════════════════════════════════════╝Month/Year Header
Navigation Arrows
View Options
Date Numbers
Event Indicators
What you see:
Best for:
Example:
DECEMBER 2025
┌─────────────────────────────────────────┐
│ SUN MON TUE WED THU FRI SAT │
├─────────────────────────────────────────┤
│ 1 2 3 4 5 6 │
│ 🔴 [Hol] │
│
│ 7 8 9 10 11 12 13 │
│ 🟡 🟢 │
│
│ 14 15 16 17 18 19 20 │
│ 🔵 🟢 │
│
│ 21 22 23 24 25 26 27 │
│ 🟡 [Holiday] 🟡 │
│
│ 28 29 30 31 1 2 3 │
│ 🟢 │
└─────────────────────────────────────────┘How to read:
What you see:
Best for:
Example:
WEEK OF DEC 8-14, 2025
MON 8 TUE 9 WED 10 THU 11
9:00 [Team 9:00 Meeting 9:00 [Shift] 9:00 [Training]
Meeting] with Jane
10:00 10:30 10:00 Jane's
[Jane's Leave] [Event] Leave Starts
2:00 PM 2:00 PM
Dentist Team Lunch
---
FRI 12 SAT 13 SUN 14
[Holiday] [Holiday] (no events)
Company Company
Closed ClosedHow to use:
What you see:
Best for:
Example:
TUESDAY, DECEMBER 10, 2025
8:00 AM ────────────────────────
(no events)
9:00 AM ────────────────────────
📋 Team Meeting
Room: Conference A
Attendees: Whole team
Duration: 1 hour
10:00 AM ────────────────────────
[Free time]
11:00 AM ────────────────────────
[Free time]
12:00 PM ────────────────────────
🍽️ Lunch Break
1:00 PM ────────────────────────
📅 Project Review
With: Jane, Bob, Carol
Duration: 1.5 hours
3:00 PM ────────────────────────
🏀 Office Social Event
Location: Main HallHow to use:
Events are color-coded to help you identify them quickly:
Company Holidays 🟣 Purple/Dark
Team Events 🔵 Blue
Leave/Time Off 🟡 Yellow/Orange
Important Deadlines 🔴 Red
Training/Development 🟢 Green
Special Days 🟠 Orange
When you click on an event, you typically see:
Event Information Card
┌─────────────────────────────────────┐
│ 📅 TEAM MEETING │
├─────────────────────────────────────┤
│ │
│ Date: Tuesday, Dec 10, 2025 │
│ Time: 9:00 AM - 10:00 AM │
│ Duration: 1 hour │
│ Location: Conference Room A │
│ Organizer: John Manager │
│ │
│ Description: │
│ "Q4 progress review and planning │
│ for Q1 initiatives. All team │
│ members required to attend." │
│ │
│ Attendees: (25 people) │
│ ✓ Jane Doe │
│ ✓ Bob Smith │
│ ✓ Carol White │
│ ... and 22 others │
│ │
│ [Close] [Add to My Calendar] │
└─────────────────────────────────────┘| Element | Meaning |
|---|---|
| Title | Name of the event |
| Date | When the event is scheduled |
| Time | Start and end time |
| Duration | How long the event lasts |
| Location | Where event takes place (if applicable) |
| Organizer | Who organized/created the event |
| Description | Details about the event |
| Attendees | Who is invited/expected to attend |
| RSVP Status | Your response (Going, Not Going, Maybe) |
When a date has multiple events:
Visual indicators:
December 12 (Friday)
🟣 🔵 🟡
3 events on this day
Click to see:
1. Company Holiday (12/25 is coming, showing preview)
2. Team Lunch (12:00 PM)
3. Jane's Leave Starts (12/13-12/20)How to view all:
Team Calendar shows:
To see who's available:
Example:
December 10 (Wednesday)
Team Members:
✓ Jane Doe - Available (at work)
✓ Bob Smith - Available (at work)
✓ Carol White - Available (at work)
✗ David Lee - On Leave (unavailable)
✗ Alice Johnson - On Leave (unavailable)
Team Status: 3 of 5 available (60%)To see leave details:
Example leave event:
Jane's Annual Leave
Dec 13 - Dec 20, 2025 (7 days)
Status: Approved ✓
Type: Annual Leave
Submitted by: Jane Doe
Approved by: ManagerQuick team status:
Create mental note:
Example weekly check:
Week of Dec 15-19, 2025
Out this week:
- Jane Doe (Dec 15-20) - Annual Leave
- David Lee (Dec 15-17) - Medical Leave
- Bob Smith (Dec 19) - Personal Day
Available:
- Carol White (all week)
- Alice Johnson (all week)
- Edward Davis (all week)
Coverage: 3 of 5 available (some days only 2)
Action: May need to adjust workload or get temp helpSituation: You need to schedule a team meeting with all 5 team members.
Steps:
Example process:
Week 1 (Dec 8-12):
- Mon: 1 person out → 4 available
- Tue: 2 people out → 3 available
- Wed: 2 people out → 3 available
- Thu: 3 people out → 2 available
- Fri: Holiday (company closed)
Week 2 (Dec 15-19):
- Mon: 2 people out → 3 available
- Tue: 2 people out → 3 available
- Wed: 1 person out → 4 available ← BEST
- Thu: 0 people out → 5 available ✓ BEST
- Fri: 1 person out → 4 availableChoose best day(s): Thursday Dec 12 or Thursday Dec 19
Switch to Day or Week view
Find time slot with no conflicts:
Schedule meeting for that time
Result: Meeting scheduled when everyone available! ✓
Time: 5-10 minutes
Situation: Multiple team members are on leave next week. You need to redistribute work.
Steps:
Example analysis:
Next Week: Dec 15-19, 2025
Leave Schedule:
- Dec 15-20: Jane Doe (Annual Leave)
- Dec 15-17: David Lee (Medical Leave)
- Dec 19: Bob Smith (Personal Day)
Available by day:
- Monday 15: 2 people (Jane, David out)
- Tuesday 16: 2 people (Jane, David out)
- Wednesday 17: 3 people (Jane, David out)
- Thursday 18: 4 people (Jane out)
- Friday 19: 3 people (Jane, Bob out)
Critical issues:
⚠️ Monday-Tuesday: Only 2 people (bare minimum)
⚠️ Project deadline Wed 18: Only 3 people
Actions:
1. Review which work is critical this week
2. Move non-critical work to following week
3. Ask remaining team members to prioritize
4. Consider hiring temp coverage
5. Alert stakeholders about reduced capacityResult: Work properly planned around leaves! ✓
Time: 10-15 minutes
Situation: You're planning a project timeline and need to know about holidays.
Steps:
Example:
December 2025 Holidays:
🟣 Dec 25 (Wed) - Christmas
Company Closed - No work
🟣 Dec 26 (Thu) - Christmas Holiday Observed
Company Closed - No work
January 2025 Holidays:
🟣 Jan 1 (Wed) - New Year's Day
Company Closed - No work
Upcoming holidays affecting project:
- Christmas (Dec 25-26): 2 days lost
- New Year (Jan 1): 1 day lost
- Total: 3 days of project time
Impact on timeline:
- Adjust deadlines 3 days later
- Plan work to end before Dec 25
- Plan to resume Jan 2Result: Holiday schedule understood! ✓
Time: 5 minutes
Situation: You notice absence discrepancies. Want to cross-check with calendar.
Steps:
Example:
Attendance check:
Jane Doe - Dec 5: Absent (no notes)
Calendar check:
Dec 5: No leave event showing for Jane
Action: Follow up with Jane
"I see you were absent Dec 5, but no leave showing.
What happened that day?"This helps you:
Time: 5-10 minutes
Situation: You want to understand your team's calendar patterns to plan projects better.
Steps:
Example analysis:
Q4 2025 Calendar Scan:
October:
- Most people working
- No major holidays
- Capacity: HIGH ✓
November:
- Thanksgiving (Nov 27)
- Reduced capacity Thanksgiving week
- Capacity: MEDIUM
December:
- Dec 25-26: Christmas (company closed)
- Multiple employee leaves
- Year-end busy period
- Capacity: LOW ⚠️
Planning recommendations:
1. Launch major projects in October
2. Smaller projects or maintenance in November
3. Wrap-up and planning in December
4. Don't schedule critical deadlines near holidaysResult: Better project planning! ✓
Time: 10-15 minutes
Situation: You're organizing a team off-site and need to find best date.
Steps:
Example:
Finding team off-site date:
Criteria:
- Need all team members available
- Avoid holidays
- Avoid project deadlines
- Pick ideal season (not too hot/cold)
Scanning October-November:
October 15-17:
✓ No holidays
✓ No deadlines
✓ Everyone available
✓ Good weather
✓ RECOMMENDED
October 22-24:
⚠️ Halloween (minor)
✓ Everyone available
✓ OKAY
November 3-5:
✓ No holidays
✓ Everyone available
✓ OKAY
November 24-26:
✗ Thanksgiving prep
✗ People on leave
✗ AVOID
Decision: October 15-17 is best optionResult: Team event scheduled at best time! ✓
Time: 10 minutes
Situation: New holiday or deadline added to calendar. You need to inform team.
Steps:
See new event on calendar
Gather details:
Compose communication:
Example email:
Subject: Important: New Holiday Added to Calendar
Hi Team,
I wanted to let you know that a new holiday has been added
to our calendar:
📅 Founder's Day - Friday, December 19, 2025
Company will be CLOSED
This is a paid holiday
What this means for you:
- No work scheduled this day
- You will be paid as if working
- No need to submit leave request
- Resume normal work Monday, Dec 22
Please update your calendars and let me know if you have
any conflicts or questions.
Thanks,
[Your name]Result: Team informed of changes! ✓
Time: 5-10 minutes
Company Holidays are days when the company is officially closed.
What you need to know:
Types of holidays:
Calendar year holidays:
January:
- New Year's Day (Jan 1) - Most countries
February:
- Presidents' Day (US) - 3rd Monday
- Valentine's Day (Feb 14) - Not usually a holiday
March:
- St. Patrick's Day (March 17) - Some locations
- Daylight Saving (2nd Sunday) - Time change
April:
- Easter (varies yearly, usually April)
- Earth Day (April 22)
May:
- Memorial Day (US) - Last Monday
- Mother's Day (varies by country)
June:
- Father's Day (varies by country)
July:
- Independence Day (US) - July 4
- Canada Day (Canada) - July 1
August:
- Usually no major holidays
- Summer vacation period
September:
- Labor Day (US, Canada) - 1st Monday
- Back to school
October:
- Columbus Day (US) - 2nd Monday
- Halloween (Oct 31) - Not usually holiday
November:
- Thanksgiving (US) - 4th Thursday
- Thanksgiving (Canada) - 2nd Monday
December:
- Christmas (Dec 25) - Major holiday
- Boxing Day (Dec 26) - Some countries
- New Year's Eve (Dec 31) - Some close earlyWhen planning projects:
Example timeline adjustment:
Original timeline:
Start: Dec 1
Deadline: Dec 31
Days available: 31 days
With holidays (Christmas Dec 25-26):
Effective days: 29 days (2 days lost)
New deadline: Jan 2 (to account for lost days)
Communication to stakeholders:
"Project deadline adjusted to Jan 2 due to
2-day company closure for Christmas."In addition to holidays, track:
Step 1: Identify Key Dates
Step 2: Account for Holidays
Project Timeline: Jan 1 - Feb 28
Holidays in period: 0 (Jan 1 is holiday though)
Actual working days: 58 days (excluding weekends & holidays)
Milestone dates:
- Jan 2: Project kick-off (first working day)
- Jan 31: Phase 1 complete
- Feb 15: Phase 2 midpoint
- Feb 28: Final deliveryStep 3: Account for Leaves
Team: 5 people
High leave periods:
- Jan 20-24: 2 people out (40% capacity)
- Feb 14-21: 3 people out (60% capacity)
Action: Schedule light work during these periods
Schedule critical work when full team availableStep 4: Finalize Timeline
Final Project Timeline:
- Jan 2: Kick-off (full team)
- Jan 6-14: Phase 1 development (full team available)
- Jan 20-24: Phase 1 testing (reduced team)
- Jan 27-Feb 13: Phase 2 development (full team)
- Feb 14-21: Phase 2 review (reduced team, but lighter work)
- Feb 24-28: Final delivery (full team)Use calendar to understand:
Example:
Capacity Analysis Q1 2025:
January:
- Holidays: 1 day
- Team leaves: 5 days
- Project deadlines: 2
Capacity: 80% ✓ GOOD
February:
- Holidays: 0 days
- Team leaves: 8 days
- Project deadlines: 3
Capacity: 70% MEDIUM
March:
- Holidays: 0 days
- Team leaves: 3 days
- Project deadlines: 1
Capacity: 90% ✓ EXCELLENT
Recommendations:
1. Take on major projects in January and March
2. Plan lighter work for February
3. Front-load critical work early in quarterFor scheduling meetings:
Best practices:
Reasons to export:
Step 1: Open Calendar
Step 2: Click Export
Step 3: Choose Format
Available formats:
CSV (Comma-Separated Values)
PDF (Portable Document Format)
ICS (iCalendar format)
Recommendation: PDF for sharing, CSV for analysis, ICS for importing
Step 4: File Downloads
Step 5: Open and Review
Via Email:
Example:
To: team@company.com
Subject: December Calendar - Team Planning
Hi Team,
Please find attached the December calendar with all team
events, holidays, and important dates.
Key dates to note:
- Dec 25-26: Company Closed (Christmas)
- Dec 19: Team Off-Site
- Dec 15-20: Jane on Annual Leave
- Dec 10: Team Meeting 9:00 AM
Please update your personal calendars and let me know
if you have any questions.
Best regards,
[Your name]Via Shared Drive:
Printing:
Why: Avoid conflicts and ensure maximum attendance
How:
Time: 2-3 minutes per meeting
Benefit: ✓ Well-attended meetings, ✓ Fewer conflicts, ✓ Higher participation
Why: Ensure calendar accuracy
How:
Tip: Use ICS export to import calendar into Outlook/Google Calendar
Why: Avoid deadline disasters
How:
Example:
❌ DON'T DO:
"Deadline is Dec 30"
(after Christmas, reduced staff)
✅ DO THIS:
"Deadline is Dec 20"
(before Christmas, full team)Why: Better resource management
How:
Benefits:
Why: Keep team informed and aligned
When to communicate:
How to communicate:
Why: Stay on top of upcoming events
Schedule:
What to check:
Why: Keep everyone informed
Communicate:
Formats:
Why: Efficiency and consistency
Recurring events to set up:
Benefit: Automatic blocking of time, consistent scheduling, less confusion
Why: Ensure nothing falls through cracks
Document:
Use: Keep "Calendar Notes" file with details for reference
Why: Verify consistency between systems
Check:
Benefit: Catch discrepancies early, ensure data accuracy
A: As a Team Lead, you typically cannot create calendar events. Only admins and HR can add events. If you need an event added:
A: Possible reasons:
Solution:
A: Depends on system permissions. Usually:
Alternative: View calendar in Month/Week/Day view, take screenshots of relevant dates
A: If two events are on same time:
Solution: Check calendar BEFORE scheduling anything
A: If you supervise multiple teams:
If not available: Contact admin to enable multi-team view
A: Yes, multiple ways:
Option 1: Browser Print
Option 2: Export to PDF
Best results: Export to PDF, then print from PDF
A: Possible reasons:
Solution: Contact HR to confirm holiday status
A: Yes! Most calendars offer:
How to change:
A: This may be normal or a display issue:
A: Depending on system:
How:
| View | Best For | Shows | Details |
|---|---|---|---|
| Month | Overview | Full month, all dates | Multiple events as dots |
| Week | Planning | 7 days, time slots | Time-specific events |
| Day | Details | Single day, hourly | Hour-by-hour breakdown |
| List | Scanning | Events in order | Date, time, description |
| Color | Type | Meaning |
|---|---|---|
| 🟣 Purple | Holiday | Company closed |
| 🔵 Blue | Team Event | Team meeting/activity |
| 🟡 Yellow | Leave | Time off/absence |
| 🔴 Red | Deadline | Project due date |
| 🟢 Green | Training | Development/learning |
| 🟠 Orange | Special | Birthday, anniversary |
| Action | Do This |
|---|---|
| Next month | Click right arrow (→) |
| Previous month | Click left arrow (←) |
| Today | Click "Today" button |
| Switch to week | Click "Week" button |
| Switch to day | Click "Day" button |
| Search event | Ctrl+F (find on page) |
| Print calendar | Ctrl+P |
| Export calendar | Click "Export" button |
Mark these in your own calendar:
✓ First Time Using Calendar:
✓ Week 1:
✓ Week 2-4:
✓ Ongoing:
✅ Calendar is essential for team planning and scheduling
✅ Check before scheduling anything — avoid conflicts
✅ Plan around holidays — Account for company closures
✅ Account for team leaves — Adjust workload accordingly
✅ Communicate changes — Keep team informed
✅ Use for capacity planning — Realistic timelines
✅ Export regularly — Keep backups and records
✅ Cross-reference — Verify against other systems
✅ Plan proactively — Don't wait for crises
✅ Keep updated — Regularly review upcoming events
| Fact | Impact |
|---|---|
| Plan 3 months ahead | Better preparation |
| Account for all holidays | Accurate timelines |
| Update leaves monthly | Current info always |
| Export monthly | Record keeping |
| Communicate early | Team prepared |
| Check weekly | Stay on track |
| Use for planning | Better decisions |
What typically shows:
DO:
DON'T:
Congratulations! You now have a complete guide to using Calendar Management effectively.
Next steps:
Questions? Reach out to your manager, HR, or IT department.
Document version: 1.0
For: Team Leads, Supervisors, Managers
Last updated: December 10, 2025
Feedback: Contact your HR department
January 2025:
☐ Jan 1: New Year's Day
February 2025:
☐ Feb 17: Presidents' Day (US)
March 2025:
☐ Mar 23: Easter (varies yearly)
May 2025:
☐ May 26: Memorial Day (US)
June 2025:
☐ Jun 19: Juneteenth (US)
July 2025:
☐ Jul 4: Independence Day (US)
September 2025:
☐ Sep 1: Labor Day (US)
November 2025:
☐ Nov 27: Thanksgiving (US)
December 2025:
☐ Dec 25: Christmas
☐ Dec 26: Boxing Day (some regions)
Total: 9 company holidays (typical)Print this out and mark your physical calendar!