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Creating custom whereabouts

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Who can do this: Company admins. Plan: All plans.

You can create custom whereabouts in the settings section of Team Today. This is particularly useful when you or your team have regular locations you are visiting. HR teams can even use it to help manage absences or extended leave.

Create custom whereabouts page with a whereabouts name entered and an icon being chosen

How many custom whereabouts you can add depends on your plan. The Free plan includes 1 custom whereabouts and the Professional plan includes up to 6.

How to create a custom whereabouts

  1. In Team Today go to Settings > Custom whereabouts.
  2. Tap Add custom whereabouts below the list of whereabouts.
  3. Under 1. Whereabouts name, enter a name for your new whereabouts.
  4. Under 2. Choose an icon, choose an icon from the options available.
  5. Under 3. Show availability on Outlook or Google calendar as:, choose how this whereabouts shows in calendars. The options are explained below.
  6. Under Final set up, choose any extra settings you need. These are also explained below.
  7. Tap Save to save your changes.
  8. Now when you set your whereabouts this option is available for you to choose.
  9. If you made it a leave option, it will also add the information to the Leave Planner, and any approvals can be found there as well.

Availability options

The availability you choose sets how the day shows in Outlook or Google calendars. It also sets the colour of the whereabouts in Team Today.

  • Free: shows as Free in the calendar. Shown in green.
  • Partial: shows as Tentative. Shown in yellow.
  • Not available: shows as Busy. Shown in grey.
  • Working elsewhere: shows as Working elsewhere (Outlook only). Shown in yellow.
  • Out of office: shows as Out of Office (Outlook only). Shown in grey. A holiday, for example, would be Out of office.

Final set up options

  • Categorise as a leave option: turn this on if the whereabouts is used to manage leave, such as "Sickness". Leave options are grouped together in the menu. When it is on, two more settings appear:
    • Requires approval?: the request needs approving by the person's line manager or a Company admin.
    • Is Private?: the whereabouts shows as "Non working day" to everyone except the person, their line manager and Company admins.
  • Enable day notes: adds a free text note to the whereabouts. See Adding notes to whereabouts.
  • Give users a list of options to pick from: when someone chooses this whereabouts, they pick from a list you set up. Turn on Allow free text to let them type their own answer too. Option lists are available on the Premium and Enterprise plans (and free trials).
  • Enable Schengen Tracking: days with this whereabouts count towards a Schengen day. Schengen counts show when Schengen Tracking is turned on in Settings > Company settings > Other.

How to edit a custom whereabouts

  1. In Team Today go to Settings > Custom whereabouts.
  2. Tap the pencil icon next to the whereabouts you want to edit.
  3. Make your changes.
  4. Tap Save to save your changes.
  5. Don't forget you can turn custom whereabouts on and off with the switch next to each one in the list. For example, you may decide to enable a Christmas party option for a short period of time.

Editing the default whereabouts

The default whereabouts Office, Working from home and Non working day are marked Default in the list. You can edit them with the pencil icon in the same way, for example to change the icon, the calendar availability or to turn on day notes. They can't be turned off, made into leave options or used for Schengen tracking.

How to delete a custom whereabouts

  1. In Team Today go to Settings > Custom whereabouts.
  2. Tap the pencil icon next to the whereabouts you want to delete.
  3. Tap Delete This Whereabouts at the bottom of the page.

How to manage leave as a HR manager

Leave options will be grouped together in the Team View. You can also book leave via the Team View. If you made the whereabouts private then the only people who can see this information are the person, their line manager and Company admins. This is the same for reports.

Adding notes to days

You can also let people add notes to days. Our guide shows you how.