You can import and track your team's time off in your Surfboard schedule by linking your team's time off calendar.
How does time off work in Surfboard?
To view your team's time off in Surfboard all you need to do is add an iCal link to Surfboard. Then, Surfboard will automatically check for new and updated time off bookings every 20 minutes. Any time there is an update your schedule will automatically update.
💡 If you need help finding or adding your iCal to your Surfboard account, read our guide
Do you show pending time off or only approved?
Surfboard only shows approved time off bookings
Why is my team's time off not showing up?
Surfboard matches time off booking to surfers by name. If a surfer's name in the calendar or HR system does not match the name in Surfboard exactly then we won't always be able to match up the bookings.
If a surfer's time off isn't showing, we recommend checking that the names match exactly. This includes:
Spelling (e.g. Amie, not Amy)
Hyphens (e.g. Tom Smith-Brown, not Tom Smith Brown)
Accents (e.g. Raúl, not Raul)
Punctuation (e.g. Jess L'heude, not Jess L Heude)
Can I hide or remove time off?
Updated bookings
Surfboard automatically syncs your team's time off into your schedule. If a surfer cancels their time off or changes the dates, this will update your schedule.
Hiding time off
Sometimes, the data in calendars can be incorrect which has an impact on your scheduling. An example of this is when multiple functions share the same HR tool; the rest of the company gets public holidays off work, but not customer support.
If a surfer’s time off isn’t right you can hide it from your schedule. Simply, select any time off block in the schedule and hit ‘hide time off’. The time off will then be hidden and any previous shifts restored.
Why am I seeing a conflict on a time off booking?
If a surfer was scheduled on a shift that now overlaps with a time off booking or time off in lieu, it will show up as a conflict so you are aware your coverage will be lower and you can find suitable cover.
A conflict in the schedule will show as a red dot in the corner of the shift. When you select a shift, you'll be able to view the shift that was previously scheduled. You can then dismiss the conflict when you're ready.
Why is a half-day booking showing up as a full-day?
Depending on your HR or calendar client, sometimes the data available to Surfboard isn't granular enough to show as a specific half-day booking, making half-day bookings appear as full days. Our team are working hard to improve this data.
What happens if time off and a shift are on the same day?
Any time off pulled from your HR calendar will overwrite any overlapping shifts. To see time off and a shift on the same day, you'll need to edit the shift on the week view, to either start after the time off or end before it.
What happens if someone cancels their time off?
If a shift was previously scheduled, it will be restored after the time-off booking is cancelled. If no shifts were scheduled previously, there will be a space in the schedule.
Do I have to publish time off?
Time off is published automatically, so you don't need to worry about it.