If you need to control who appears in team calendars or approval views, you can manage this using chosen colleagues, relationships, and sync settings. This helps ensure managers only see the users relevant to them.
📌 Note: You need HR Admin permissions to update system-wide settings such as Outlook integration and group refresh.
Fix a user missing from team view
If a manager can’t see someone they manage:
Add the user to their chosen colleagues list.
Check that calendar sync or integration is enabled if used.
Manage chosen colleagues
You can control who appears in personal calendar views.
Click My Admin, then click Calendar.
Select the users you want to include.
Click Submit changes.
📌 Note: You can only select users who share a non-private group.
Control team view during approvals
You can choose which users appear when approving leave.
Click My Admin, then click Relationships.
Select options under When approving leave requests, I want to see.
Click Submit changes.
Available options may include:
Your chosen colleagues.
Your direct reports.
Your groups.
Yourself.
Your own chosen colleagues.
Enable or check calendar synchronisation
If you use Outlook integration, ensure it is enabled.
Click HR Admin, then click Setup.
Click User Preferences.
Set Is Outlook Calendar Synchronization enabled to Yes.
If sync fails multiple times, the system may set this to disabled. In this case, check Outlook configuration with your IT team.
Fix incorrect users showing in approval views
If users appear unexpectedly:
Review chosen colleagues.
Review relationship settings.
Check group membership.
Then refresh the system:
Click HR Admin, then click Setup.
Click Tidy who sees who (based on group membership).
Click Click here to confirm the tidy.
Leavers still visible in calendars
Leavers may still appear temporarily after updates.
Wait for the system to refresh.
Check again later to confirm the user has been removed.