FAQs About Calendars in Zenefits

Administrators can create time off calendar feeds for all workers, or groups of workers at particular work location, department or both. 

  1. From the Time Off app, click on the Calendar tab.
  2. Check all the locations and departments for which you'd like to have a feed.
  3. Scroll down and select from Apple Calendar, Microsoft Outlook, or Google Calendar.
  4. Instructions on how to install the feed will populate dependent on your selection.
  5. You may use the Subscription URL to invite your workforce to the calendar feed.

Managers can view a calendar feed of scheduled time off for their direct reports.

People who are no longer employed with the company will disappear from Zenefits calendar feeds once the application (Apple Calendar, Outlook, etc.) service rereads the termination in the feed.

  • The timeline for removal is dependent on when the application or service rereads the calendar feed, and cannot be controlled in Zenefits.
  • To hasten the removal of departed individuals from a calendar feed, refresh the application, or delete the feed and add it again.

Sure! If you've already created the policy, just edit its holiday schedule, and make sure the policy is assigned to only those who are that work location. If you want to create a new policy, see these instructions.

At the moment, Zenefits automatically adds US Federal holidays to the holiday calendar for each Time Off policy when the policy is created. Administrators can manually remove these holidays and add new ones, e.g., for specific countries. However, anyone who is assigned to a particular policy will have its holiday calendar, regardless of their actual work or home location. You may follow the steps here to edit the holiday calendar. 

Holiday calendars do not roll over, so they must be completed every year.

If you're an administrator, click here and choose one of your company's Time Off policies to edit that policy's holiday schedule. You may want to keep the following in mind when making edits:

  • Since holidays are defined separately for each Time Off policy, removing or adding a holiday to one policy's list will not affect other policies' lists.
  • Each policy has a separate holiday calendar for each year. These calendars are also independent -- removing or adding a holiday in the current year's calendar will not affect the calendars for the next year, and vice versa.

To add a Zenefits calendar in Apple Calendar:

  1. Open Apple Calendar and press Option-S or select New Calendar Subscription from the File menu.
  2. Paste the calendar feed URL and click Subscribe.
  3. In the next info dialog box, in the Auto-refresh dropdown menu, select Every Hour in order to keep the calendar current.

To open a Zenefits calendar in Google Calendar:

  1. Click the plus sign next to Other Calendars.
  2. Select From URL from the menu.
  3. Paste the calendar feed URL and click Add calendar.
To obtain a calendar feed URL take the following steps:
  1. Go to the Time Off app from your Zenefits admin dashboard
  2. Click on the Calendar tab from the top of the page
  3. Check the box for the location(s) and/or department(s) you'd like added and the URL will be generated at the bottom of the page.

To open a Zenefits calendar in the Outlook.com web application (not the desktop application):

  1. Go to outlook.com calendar and log into an account.
  2. Click Import at the top of the window
  3. Choose Subscribe from the left sidebar
  4. Paste the calendar URL into the Calendar URL box and enter a name for the calendar in the Calendar Name box.
  5. Click Subscribe.

To open a Zenefits calendar in Outlook 365:

  1. Sign in to Office365.
  2. Click on the Other Calendars menu, and choose Open Calendar.
  3. Enter the Zenefits calendar feed URL into the Internet Calendar field and click Open.

To share a calendar feed, simply copy the feed URL and provide it by email or other means.

The Google Calendar URLs provided by Zenefits can be opened in Google Calendar, Apple Calendar, and Outlook.

Once a time off request is approved, it will sync with the Time Off calendar feed in Google Calendar, iCal, and/or Outlook. The approved time off hours will show up in the calendar via the time off feed depending on how often the server is updated.

A PTO request on the calendar will show the dates of the request and a brief description that was entered through the flow in Zenefits.

Anyone with a time off policy (limited or unlimited) can see the company holiday schedule that's defined for their policy.

Managers and individual workers can follow these instructions:

If on a desktop or laptop:
  1. Click into the Time Off app after logging into your Zenefits account.
  2. The holiday calendar will be displayed in the upper right corner of the Overview page.
If on a mobile device:
  1. Click on the Time Off tab in your Zenefits app.
  2. Click the Holiday Calendar link.

Administrators can follow these instructions:

  1. Click into the Time Off app after logging into your Zenefits admin account.
  2. Click on Settings.
  3. If not already selected, click the Holidays tab from the left hand menu.
  4. Click View or Edit Holidays for the policy you'd like the view.

Once you've set up and connected a calendar feed from Zenefits, you'll need to delete the feed from within the calendar app directly.

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