Sync absences with external calendars

Table of contents:

When to use this feature
How to generate and sync your absence calendar link
Subscribe to the ICS link in your external calendar
Edit or delete your ICS link
What absences are included in the sync
Important information

Keep track of team absences directly in your preferred calendar application by syncing approved absences from Leapsome with external calendars such as Google Calendar, Outlook, and Apple Calendar. This integration ensures that absence data is always up-to-date and easily accessible, eliminating the need for manual data entry.

When to use this feature

Use this feature to:

• View approved team absences directly in your external calendar
• Avoid scheduling conflicts by seeing when colleagues are out of office
• Share absence information with your team through a shared calendar
• Filter absences based on specific teams, locations, or absence types
• Keep your personal calendar synchronized with approved absences

How to generate and sync your absence calendar link

Generate your ICS link

1. Navigate to 'Absences' > 'Calendar'
2. Apply any filters you want to include in your calendar sync (e.g., specific teams, locations, direct reports, absence types)
3. Click 'Sync with external calendar'
4. In the modal that appears, review the currently applied filters
5. Click 'Generate link'
6. The link will be automatically copied to your clipboard

Please note: You can only create one ICS link per employee. The link will include all employees according to the filtered view of the absence calendar.

Subscribe to the ICS link in your external calendar

Once you have generated your ICS link, paste it into your preferred calendar application:

Google Calendar: Follow Google's instructions to subscribe to a calendar using a URL

Outlook: Follow Microsoft's instructions to import or subscribe to a calendar

Apple Calendar: Follow Apple's instructions to subscribe to a calendar

Edit or delete your ICS link

If you already have an ICS link:

• Copy link: Click the copy button to copy your existing link to your clipboard
• Re-generate link: If you want to change your filters, update the filters in the absence calendar view and click 'Re-generate' to update your link based on the new filters
• Delete link: Click the delete button to remove your ICS link

Tech note: When you update your filters and re-generate your link, the same URL is maintained, so you don't need to re-subscribe in your external calendar. The updated filters will automatically apply to your existing subscription.

What absences are included in the sync

Absence visibility

Absences are included in the calendar sync based on the absence policy visibility settings:

Who can see that the employee is absent?

• If 'Everyone' is selected → the absence is included in the calendar sync
• If 'Everyone' is not selected → the absence is excluded from the calendar sync

Who can see the type of absence?

• If 'Everyone' is selected → the absence displays as 'Employee name: Absence type'
• If 'Everyone' is not selected → the absence displays as 'Employee name: OOO'

Approval status

Only approved absences are included in the calendar sync. Pending or rejected absences will not appear in your external calendar.

Absence duration

Absences appear in your external calendar from the absence start date to the absence end date.

Important information

Sync frequency: The calendar updates every 12 hours. For the most recent changes, check Leapsome directly.

One-way sync: All changes must be made in Leapsome. Changes made in your external calendar will not sync back to Leapsome.

Filter-based sync: The ICS link includes all employees according to the filters you applied in the absence calendar view when generating the link.

Link management: Each employee is limited to one ICS link. To update which absences are included, modify your filters and re-generate the link.