Holidays, Leaves & Overlap Checking

Z-Calendar brings holiday management and personal leave tracking directly into your calendar, eliminating the need for separate HR tools. It also helps you avoid scheduling overlaps when creating events with attendees.

Why This Matters

Unlike general-purpose calendar tools like Google Calendar or Microsoft Outlook, Z-Calendar is purpose-built for workplace scheduling with three standout capabilities:

• Integrated Holiday Management — Most calendar apps require subscribing to external holiday calendars. Z-Calendar lets your admin manage holidays directly — seed from built-in country templates, add custom holidays, and have them appear for everyone automatically.
• Built-in Leave Management — Instead of tracking leaves in a separate HR system, Z-Calendar integrates it directly — create leaves, choose full-day or half-day, and let your team see everyone's availability at a glance.
• Smart 3-Level Overlap Detection — When scheduling meetings, Z-Calendar checks three types of overlaps simultaneously: holidays (red), leaves (purple), and busy events (amber) — giving organizers full context about why someone is unavailable, not just that they are.

Public Holidays

Public holidays are displayed on the calendar as red-colored entries. These are tenant-wide holidays managed by your organization's admin.

Viewing Holidays

• Holidays appear in all calendar views (month, week, day) as all-day events.
• They are read-only — you cannot edit or delete them from the calendar view.
• Holidays are color-coded in red to distinguish them from regular events and leaves.

Supported Country Templates

Your admin can quickly set up holidays by seeding from built-in country templates. This saves time compared to manually entering each holiday:

Custom & Recurring Holidays

• After seeding country templates, admins can add custom holidays for company-specific events (e.g., Company Anniversary, Team Building Day).
• Holidays can be marked as recurring, so they automatically repeat every year without re-entry.
• Admins can edit or remove any holiday at any time.

Personal Leaves

Personal leaves from team members are displayed on the calendar as purple-colored entries. Unlike traditional setups where leave management lives in a separate HR system, Z-Calendar integrates it directly so your team can see availability at a glance.

Managing Your Leaves

To manage your leaves, click the My Leaves button in the toolbar. A panel opens on the right side where you can:

1. View all your leaves sorted by date.
2. Create a new leave by clicking New Leave and filling in:
   • Title — A brief description (e.g., "Family vacation", "Doctor appointment").
   • Start date and End date — The leave period.
   • Leave type — Select from Annual, Sick, Personal, Maternity, or Other.
   • Leave period — Choose Full Day, Morning only, or Afternoon only.
   • Note — An optional comment with additional details.
3. Edit an existing leave by clicking on it in the list.
4. Delete a leave you no longer need.

Leave Types

Half-Day Leaves

Z-Calendar supports half-day leaves, allowing you to take just the morning or afternoon off. This is useful when you only need part of the day — for example, a morning doctor visit or an afternoon school event.

When creating a leave, select:

• Full Day — Entire day off.
• Morning — Off in the morning, available in the afternoon.
• Afternoon — Available in the morning, off in the afternoon.

Viewing Team Leaves on Calendar

• Leaves appear in all calendar views as all-day events spanning the leave period.
• They are read-only on the calendar — to manage your own leaves, use the My Leaves panel.
• Leaves are color-coded in purple to distinguish them from regular events (various colors) and holidays (red).
• Multi-day leaves display as continuous bars across the date range.
• Each leave shows the owner's name and leave title for easy identification.

Leave Status

Each leave has a status indicated by a colored badge:

Overlap Checking

When you create an event and add attendees, Z-Calendar automatically checks for scheduling overlaps before saving. It checks three types of overlaps simultaneously, giving you full context about why someone might be unavailable.

How It Works

1. Create an event and add attendees.
2. Click Create or Save.
3. If any attendee has an overlap, a warning panel appears showing each affected attendee with their specific overlap:
   • Holiday overlaps (red dot) — An attendee has a public holiday on that date. The holiday name is displayed (e.g., "National Day").
   • Leave overlaps (purple dot) — An attendee is on personal leave during that time. The leave title and type are shown (e.g., "On Leave: Family Vacation").
   • Busy overlaps (amber dot) — An attendee already has another event at the same time. The overlapping event name is shown (e.g., "Busy: Team Standup").
4. You can choose to:
   • Adjust — Go back and change the event time or attendees to resolve the overlaps.
   • Add Anyway — Create the event despite the overlaps. The event will still be created and attendees will receive invitations.

When Overlaps Are Checked

Overlap checking is triggered when:

• Creating a new event with one or more attendees.
• Editing an existing event and changing the time or attendees.

Tip: Use overlap checking to find the best meeting time for your team. If multiple attendees have overlaps, consider adjusting the event time to improve attendance.