Who it’s for: Sense HR Administrators and users with permission to manage Event Manager
Platform: Sense HR
Available on: Team / Professional / Elite / Enterprise
Before you begin
☑️ Make sure the Event and rule you want to configure have been created.
☑️ Make sure the rule’s Scope includes the intended people.
☑️ Decide how the Event should be booked, including whether partial-day bookings are needed and whether any booking limits or approval requirements should apply.
For information about planning rules and Scope, see:
For information about who can book, edit or delete Events, see:
About booking behaviour
Booking behaviour is configured separately for each rule, so different groups can have different settings for the same Event.
Depending on the Event category and configuration, you can control:
whether the Part of day Duration mode is available;
the minimum unit available for Part of day bookings;
the maximum number of consecutive full days that can be booked;
the maximum number of bookings allowed per person, per day;
whether bookings require approval; and
whether an Event can be booked outside working hours.
Not all settings are available for every Event category. For example, Sickness has partial-day settings but doesn’t have Booking constraints, Approval or Outside working hours.
Navigation path
From the Sense HR Dashboard, go to:
Settings > Calendar & Planner > Event manager
Click the Event you want to configure, then select the rule from the tabs at the top of the configuration page.
Go to:
Booking behaviour for partial-day options and booking constraints;
Approval to configure approval; or
Outside working hours to control booking outside the employee’s working hours, where available.
Configure partial-day booking options
Available for: Working, Time-off and Sickness Events
Under Booking behaviour, turn Allow partial-day bookings ON to make the Part of day Duration mode available when the Event is booked.
When enabled, select the Minimum booking unit:
Quarter Day
Half Day
The selected unit determines the smallest fraction available when using Part of day.
🖊️ Note: Time-based is a separate Duration mode and may also allow an Event to be booked for less than a full working day. Turning Allow partial-day bookings OFF doesn’t necessarily prevent Time-based bookings.
Set Booking constraints
Available for: Working and Time-off Events
Use Booking constraints to limit the number of consecutive full days or separate bookings allowed.
Max days in a row
Enter the maximum number of consecutive days that can be booked using Full day(s).
Leave this blank if you don’t want to set a maximum.
📖 Example: Set Max days in a row to 5 if a booking using Full day(s) should cover no more than five consecutive days.
Prevent Full day(s) bookings
Set Max days in a row to 0 to prevent the Full day(s) Duration mode from being used.
Part of day and Time-based can still be used where they’re available.
⚠️ Important: If a person’s entitlement is measured in Days and Part of day isn’t enabled, Full day(s) may be their only available Duration mode. Setting Max days in a row to 0 would therefore prevent them from booking the Event.
Max bookings per day
Enter the maximum number of separate bookings each person can have for the Event on the same day.
Leave this blank if you don’t want to set a maximum.
📖 Example: Set Max bookings per day to 2 to allow each person to have up to two separate bookings for that Event on the same day.
Configure Approval
Available for: Working and Time-off Events
Go to Approval and turn the toggle ON where bookings made under the rule require approval before they are confirmed.
When approval is required, Sense HR creates an approval To Do.
Leave Approval OFF where bookings should be confirmed without approval.
Because Approval is configured per rule, the same Event can require approval for one group but not another.
📖 Example: Holiday can require approval for Standard employees while a separate Senior Leadership rule allows Holiday to be confirmed without approval.
Allow booking outside working hours
Available for: Working Events and Time-off Events without Entitlement
Go to Outside working hours and turn Allow booking outside working hours ON where the Event can be booked outside the employee’s configured working hours.
Leave it OFF where bookings should be restricted to their working hours.
📖 Working Event example: Training may sometimes take place outside an employee’s normal working hours. Turn Allow booking outside working hours ON where this should be permitted.
📖 Time-off Event example: An employee’s Bereavement leave starts on Sunday, when they aren’t normally scheduled to work. If Bereavement is configured as a Time-off Event without Entitlement, turn Allow booking outside working hours ON so the Event can be booked from Sunday.
🖊️ Note: For a Time-off rule, Outside working hours is available only when Entitlement is OFF. When Entitlement is enabled, this section isn’t available.
For entitlement-based booking settings, see:
Save your changes
When you’ve finished configuring the rule, click Save changes.
If the Event has multiple rules, configure the required booking behaviour and approval separately for each rule.
Best practice
✔ Set limits only where they’re needed
Leave optional Booking constraints blank where you don’t need a maximum.
✔ Take care when using 0 with Days-based entitlement
Setting Max days in a row to 0 disables Full day(s). A person whose entitlement is measured in Days may therefore be unable to book the Event if no other Duration mode is available.
✔ Use separate rules for different booking requirements
If different groups need different booking limits or approval arrangements, configure separate rules for the same Event.
FAQs
Click for answers to frequently asked questions
Click for answers to frequently asked questions
Q: How do I allow Quarter Day or Half Day Event bookings?
A: To allow Quarter Day or Half Day Event bookings, turn Allow partial-day bookings ON under Booking behaviour, then select the required Minimum booking unit.
This makes the Part of day Duration mode available when the Event is booked.
Q: Does turning Allow partial-day bookings OFF prevent all bookings for less than a full day?
A: No, turning Allow partial-day bookings OFF doesn’t necessarily prevent all bookings for less than a full day.
Time-based is a separate Duration mode and may still allow an Event to be booked for part of a working day. Allow partial-day bookings controls the availability of the Part of day Duration mode and its Quarter Day or Half Day units.
Q: How do I make an Event bookable for part of a day only?
A: To prevent an Event from being booked using Full day(s), set Max days in a row to 0 in the applicable Event Manager rule.
This disables the Full day(s) Duration mode. Other Duration modes, including Time-based where available, may still allow bookings covering different amounts of the working day.
Q: How do I stop an Event being booked using Full day(s)?
A: To stop an Event being booked using Full day(s), set Max days in a row to 0 in the applicable Event Manager rule.
Other Duration modes may still be available depending on the Event configuration.
Q: Why can’t I book an Event after Max days in a row was set to 0?
A: You may be unable to book an Event after Max days in a row is set to 0 because this disables the Full day(s) Duration mode.
If no other Duration mode is available for the person making the booking, the Event can’t be booked. This can affect people whose entitlement is measured in Days.
Change Max days in a row or make another appropriate Duration mode available.
Q: What does Max bookings per day mean in Event Manager?
A: Max bookings per day sets the maximum number of separate bookings each person can have for that Event on the same day.
Leave it blank if you don’t want to set a maximum.
Q: Can the same Event require approval for some employees but not others?
A: Yes. The same Event can require approval for some employees but not others because Approval is configured separately for each Event Manager rule.
Use separate rules for groups that need different approval arrangements.
Q: How do I make Holiday require approval for some employees but not others?
A: To make Holiday require approval for some employees but not others, use separate Holiday rules for the different groups.
Turn Approval ON in the rule for employees whose Holiday requires approval and leave it OFF in the rule for employees whose Holiday should be confirmed without approval.
Make sure each employee is included in only one rule for the Holiday Event.
Q: Can an Event be booked outside an employee’s working hours?
A: An Event can be booked outside an employee’s working hours where Allow booking outside working hours is available and turned ON in the applicable Event Manager rule.
For Time-off Events, this setting is available only when Entitlement is OFF.
Q: Why can’t I see Outside working hours for a Time-off Event?
A: You can’t see Outside working hours for a Time-off Event when Entitlement is ON for the applicable Event Manager rule.
Allow booking outside working hours is available only for Time-off rules without Entitlement.
For entitlement-based booking settings, see: