Who it’s for: All users with access to the Company Calendar
Platform: Sense HR
Available on: All plans
Before you begin
Make sure you’ve:
☑️ Logged in
☑️ Been given access to the Company Calendar through your assigned access role
☑️ Understood that the views available to you may differ depending on your role and people access
Overview
The Company Calendar uses views to help you focus on a particular group of people or type of event.
There are two main types of view:
System views — supplied by Sense and available automatically where relevant
Personal saved views — created and managed by you
System views give you useful starting points, such as your own events, your team’s events, sickness or time off.
You can then apply your own people, Planner event and attendance filters and save the result as a personal view.
🖊️ Important note:
Views do not change your permissions.
A view only organises the people, event types and details your access role already allows you to see.
Navigation path
HR Dashboard > Calendar
The active view appears in the view selector near the top of the Calendar.
Company Calendar header showing the current view selector and the Filters control.
Understand system views
System views are predefined views supplied by Sense.
They:
are available automatically where relevant to your role
cannot be renamed
cannot be deleted
cannot be overwritten
act as starting points for your own filters
continue to respect your Calendar permissions
System views are identified by a padlock icon 
in the view selector dropdown.
Available system views
Depending on your role and access, available system views can include:
My Events
Shows events assigned to you.
Use this view when you only need to review your own Calendar records.
My Team Events
Shows events for your wider team context.
This can include:
you
your line manager
your peers
your direct reports
Exactly who appears still depends on your Calendar and people permissions.
All Events
Shows events for all people you are currently permitted to see.
All Events does not necessarily mean everyone in the organisation. It means all accessible people within your role’s permissions.
Direct Reports
Shows events for people who report directly to you.
This view is generally intended for manager, limited-admin and administrator roles.
Indirect Reports
Shows events for people who report through the management structure beneath your direct reports.
This view is generally intended for roles with indirect-report access.
Who’s Unavailable
Shows people with events in the Time Off or Sickness categories.
Use this view for a quick operational check of who is unavailable.
Time Off
Shows events in the Time Off category.
This may include event types such as holiday, unpaid leave or other absence types, depending on how your organisation has configured Event Manager.
Sickness
Shows sickness events for people you are allowed to see.
What is displayed depends on your role’s sickness visibility settings. You may see:
the sickness reason
sickness without the reason
only that the person is unavailable.
Working
Shows events in the Working category.
This may include events such as training, meetings, working from home or other working events configured by your organisation.
🖊️ Note:
Not every role receives every system view.
The current role design makes My Events, My Team Events and All Events broadly available, while views such as Direct Reports, Indirect Reports, Who’s Unavailable, Time Off, Sickness and Working are intended for advanced manager, limited-admin and administrator roles.
Open Calendar view selector showing system views with padlock icons and a personal saved view without a padlock.
Apply a system view
To apply a system view:
Go to HR Dashboard > Calendar.
Open the view selector.
Use Search views or scroll through the list.
Select the system view you need.
✅ The Calendar updates using the predefined filters associated with that view.
You can still apply additional filters on top of the selected system view.
Search for a Calendar view
If the view list contains many options, use Search views rather than scrolling through the full list.
To search:
Open the Calendar view selector.
Enter part or all of the view name in Search views.
Select the matching result.
This can be useful when your account has several personal saved views as well as the available system views.
Create a personal saved view
Create a personal saved view when you want to return to the same Calendar setup regularly.
A personal saved view can store:
people filters
organisational attributes
individually selected people
excluded people
selected event categories
selected event types
attendance selections
Personal views are saved against your own user account only. They do not appear for other users.
Create a new personal view
Go to HR Dashboard > Calendar.
(Optional) Select a system view or existing personal view as your starting point.
Select Filters.
Choose the people, Planner event and attendance filters you want to apply.
Select Apply.
Choose the Calendar date mode you want to retain, such as Week or Month.
Select Save view.
Enter a unique name.
Click Create view
✅ The new personal view appears in the view selector.
🖊️ Note:
If you started from an existing personal view, the Save View window asks whether you want to:
Update existing view — replace the settings stored against the current view
Save as new view — create a separate personal view and leave the original unchanged
See Save changes to an existing personal view for the update process.
Choose a useful view name
Use a name that describes the purpose of the view.
For example:
Customer Support – Manchester
Direct Reports – Time Off
Managers – Working Events
Operations – Unavailable
London Team – Monthly View
You cannot save a personal view using the name of a protected system view.
When creating a completely new personal view
If you create a new personal view and enter the name of an existing personal view, Sense updates or replaces the existing view with that name rather than creating a duplicate.
⚠️ Caution
When creating a new personal view, check the name carefully. Reusing the name of an existing personal view may replace the filters and date mode stored against that view.
When starting from an existing personal view
If you begin from an existing personal view and select Save view, the Save View window asks whether you want to:
Update existing view
Save as new view
This gives you an explicit choice between replacing the current view or keeping it and creating another one. See Save changes to an existing personal view
Apply a personal saved view
To apply a personal view:
Open HR Dashboard > Calendar.
Open the view selector.
Use Search views or scroll through the list.
Select the personal view.
✅ Sense restores the saved filters and Calendar date mode.
The view uses the current Calendar date rather than returning to the date on which it was created.
Personal views do not store a fixed date.
Save changes to an existing personal view
To change a personal saved view:
Apply the personal view.
Select Filters.
Change the people, Planner event or attendance filters.
Select Apply.
Change the Calendar date mode, if required.
Select Save view.
Select Update existing view
Click Update view
✅ The existing personal view is updated with the new settings.
🖊️ Note:
To create a separate view instead, select Save as new view, enter a new name, and select Create View. See Create a new view from an existing personal view.
Create a new view from an existing personal view
You can use one of your personal views as the starting point for a separate saved view.
For example:
Apply a saved personal view.
Select Filters.
Choose the required event categories or event types.
Select Apply.
Choose the required Calendar date mode.
Select Save view.
Enter a new view name
Select Save as new view
Click Create view
✅ A separate personal view is created, while the original view remains unchanged.
🖊️ Note:
You can also use a system view as a starting point.
System views are read-only and are identified by a padlock icon in the view selector. Applying filters does not change the system view itself. Select Save view, enter a new name and select Create View to keep the filtered setup as a new personal view.
Delete a personal saved view
You can delete views that you created.
You cannot delete system views.
To delete a personal view:
Open the Calendar view selector.
Find the personal view.
Select the bin icon
beside it.Confirm the deletion.
✅ The personal view is removed from the view selector.
System views show a padlock icon instead of a bin icon and cannot be deleted.
Deleting a personal view removes only the saved view configuration. It does not delete any Calendar events or change permissions.
View selector showing a bin icon beside a user-created view and a padlock icon beside a system view.
What a personal saved view stores
A personal saved view can store:
included people
excluded people
departments
locations
job titles
contract or employment attributes
direct or indirect report filters
event categories
individual event types
attendance selections
Calendar date mode, such as Week or Month
Saved filters apply consistently when viewing Calendar information through the available layouts.
What a personal saved view does not store
A personal saved view does not store:
a fixed Calendar date
access to people outside your permissions
event types excluded by your access role
sickness detail your role is not allowed to see
attendance data without the relevant permission
changes for other users
For example, if you create a Month view while looking at July, applying that view later restores Month mode but opens around the current date rather than returning to July.
Use saved views across Calendar layouts
Saved filters work consistently across:
People
Calendar
List
This allows you to inspect the same group or event selection in different ways.
For example, you could:
apply Who’s Unavailable
review team coverage in People
switch to List to inspect individual event records
switch to Calendar for a date-based overview
Changing layout does not give access to any additional people or events.
Opening and returning from a profile
From People layout, you may be able to click someone's name to open a their profile, depending on your permissions.
When you return to the Calendar, the previously selected view and its associated filters remain applied rather than resetting to All Events.
This allows you to investigate an employee record without rebuilding your Calendar view afterwards.
Views and permissions
Applying or saving a view never overrides access-role permissions.
Your access role still controls:
whether you can open Calendar
which people you can see
which sickness details are visible
whether attendance is visible
which event types are available.
This means a saved view may show fewer results later if:
your access role changes
your people access changes
an event type is removed from your role
an employee moves outside your accessible group
your organisation changes its Calendar configuration
The saved view remains, but it only displays results you still have permission to access.
When to use a system view or personal view
Use a system view when:
the predefined group already meets your needs
you want a quick one-off check
you want a reliable starting point
you do not need to preserve additional filters
Use a personal saved view when:
you repeatedly filter to the same department, location or group
you regularly show/hide the same event types
you use a particular Calendar date mode
you need an operational view not covered by the system options
you want to return to the same setup without rebuilding it
Summary
Calendar views help you focus the Company Calendar without changing the underlying event data or permissions.
Remember:
system views are supplied by Sense
system views are identified by a padlock icon
system views cannot be renamed, overwritten or deleted
not every role receives every system view
you can apply additional filters to a system view
personal views belong only to the user who creates them
a personal view stores filters and Calendar date mode
a personal view does not store a fixed date
selecting Create view with the same personal-view name of another view updates the existing view
selecting Create view with a new name creates a separate view
personal views show a bin icon and can be deleted
deleting a personal view does not remove any Calendar events
views never override access-role permissions
FAQs
Click to see answers to frequently asked questions
Click to see answers to frequently asked questions
Q: What is the difference between a system view and a personal saved view?
A: The difference between a system view and a personal saved view is that a system view is supplied and protected by Sense, while a personal saved view is created and managed by you.
System views show a padlock icon and cannot be renamed or deleted. Personal views can be updated or deleted by the user who created them.
Q: How can I identify a system view?
A: You can identify a system view by the padlock icon shown beside it in the view selector dropdown.
The padlock indicates that the view is protected and read-only.
Q: Why can’t I edit or delete a system view?
A: You cannot edit or delete a system view because system views are protected, read-only starting points supplied by Sense.
You can apply additional filters to a system view and select Save view to create your own personal version.
Q: Why can’t I see all of the system views?
A: You may not be able to see all of the system views because some views are intended only for manager, limited-admin or administrator roles.
The available views also depend on your people access and Calendar permissions.
Q: Does All Events show every employee in the organisation?
A: All Events does not necessarily show every employee in the organisation.
It shows all events for the people your access role currently allows you to see.
Q: Why can’t I save a personal view using a system-view name?
A: You cannot save a personal view using a system-view name because system-view names are protected.
Choose a different name that describes the purpose of your personal view.
Q: Why did creating a view change an existing personal view?
A: Creating a view may have changed an existing personal view because you saved it using the same name as one of your current personal views.
Using an existing personal-view name updates that view instead of creating a duplicate.
Q: How do I update a personal saved view without creating another one?
A: To update a personal saved view without creating another one, apply the view, change its filters, select Apply, then select Save view and select Update existing view.
Q: How do I create a new view using an existing personal view as a starting point without changing the current one?
A: To create a new view using an existing personal view as a starting point, without changing the current one, apply the filters you want, select Save view, enter a new name, and select Save as new view.
Q: Why does my saved view open on a different date?
A: Your saved view may open on a different date because personal saved views do not store a fixed Calendar date.
They restore your filters and date mode around the current date.
Q: Why does my saved view now show fewer people or events?
A: Your saved view may now show fewer people or events because your access role, people access or event visibility has changed.
Saved views do not preserve access that you no longer have.
Q: Can other users see my personal saved views?
A: Other users cannot see your personal saved views because personal views are stored against the logged-in user only.
Q: How do I delete a personal saved view?
A: To delete a personal saved view, open the view selector and select the bin icon beside the view.
System views cannot be deleted and show a padlock icon instead.
Q: Does deleting a personal view delete any Calendar events?
A: Deleting a personal view does not delete any Calendar events.
It removes only your saved combination of filters and Calendar settings.
Q: Why did my selected view remain applied after I returned from a profile?
A: Your selected view remained applied after you returned from a profile because the Calendar preserves the active view and its associated filters when you jump to a profile and then return.
Q: Can a saved view show people I do not normally have access to?
A: A saved view cannot show people you do not normally have access to.
Views only organise information already available through your access role and never override permissions.