What a request shows you

Role managers, leave managers, team managers and org admins see all of this when they open a request they can decide.

Open a request by selecting its dates on Requests, the calendar, or anywhere else leave is listed. At the top are the dates, the total days and when it was asked for. Below is everything you need to say yes with confidence.

Who’s out

The chart has one column per day:

• The bar is how many other team members are on approved leave that day. Pending requests aren’t counted.
• Striped grey on top is team members who don’t work that day.
• Team members in the requester’s own team role are a darker shade and come first, since they’re usually the ones who cover.
• Up to three faces sit on each column, then +N. Hover or tap a face to see who it is.
• The requester’s own face is ringed on the days they’re off.

Whole weeks, Monday to Sunday, are shown either side of the request: one week by default. An org admin can show up to four under Organisation Settings > Leave & Calendar > Request Chart. Days the organisation doesn’t work, like weekends, bank holidays and closures, are narrower columns. The requester’s other leave nearby is outlined and tagged Off, or Pending if it’s still waiting. The Key button explains the colours.

The switch above the chart changes whose leave is drawn. For a request from Sam:

• Everyone
• Same role as Sam, for just the team members who’d cover. It only appears when someone in Sam’s role is off, or not working, somewhere on the chart.
• Sam only, to see just Sam’s own time off around this request.

A tag at the top of a column flags the day:

• No leave: a no-leave date that warns rather than blocks.
• Org or Role: approving would put the day over the limit on how many team members can be off at once, for the organisation or for their team role. It counts team members off on the same leave type as the request only, and hovering the tag says which.

If nobody else is out across the whole chart, it simply says “Everyone else is in on these days.”

Whose names you see

Org admins, leave managers and team managers see everyone’s names. Role managers see the names of team members in their own team role, and anyone else who’s out shows as “Team member”, so you still know a day is thin without seeing who.

Limits

An org admin can cap how many team members are off at once, under Organisation Settings > Leave & Calendar > Max Concurrent Off for everyone and on each team role. In a request, a limit is a warning, never a block:

• It’s counted per leave type, from approved leave only. So three team members off sick won’t put an annual leave request over its limit.
• Only the days the request actually charges are checked. A weekend or bank holiday in the middle can’t breach it.
• A percentage rounds down but never below one team member. 10% of a team of four is one.

Patterns

Sometimes there’s a line under the chart such as “3rd Thursday off in 8 weeks” or “Off part of every week for 4 weeks”. On Pending Requests, the first one also shows as a chip on the row, like “3rd Thursday” or “4 weeks running”.

Folke looks for two shapes:

• The same weekday off three or more times in eight weeks, this request included, on a request of a day or two.
• Short breaks three or more weeks running.

Only annual leave and personal days of three days or fewer count, approved or still waiting. Sick and compassionate leave never do, and a week off is never part of a pattern.

A pattern is about cover, not monitoring. The requester never sees it, and it never blocks a request or sends anything. Regular short breaks can be exactly the right way for someone to rest. If it turns out to be a working arrangement, like every Friday off, it may be worth setting their working days to match.

Projects Pro

If the request lands on a project saved on the Planner, a line under the chart names it, like “Lands on Website refresh (16th - 27th Nov 2026)”. It’s there so you can talk about moving the work or the leave before you decide. It never blocks a request, and the requester doesn’t see it.

Notes

The Requester’s note and the Manager’s note are seen only by the team member and the managers who can open their request. Colleagues looking at the calendar see the dates, never the notes.