Kala makes it easy for employees to request vacation or parental leave. These requests are sent directly to the employee’s approver and, upon approval, are displayed on the employee’s timeline in the Planning section.

Requesting Vacation

1. Access the Vacation Section by going to Vacation in the left-hand menu
   • View Vacation Requests:
     • Under “My Vacation Requests,” you can see an overview of your past and upcoming requests.
   • Submit a New Request:
     • To create a new request, click New Request.
   • Show Vacation Schedule
     • To see the vacation schedule, click Show Vacation Schedule

Approve or Reject a Request

• Pending Approvals:
  • When a manager or approver has vacation requests awaiting their approval, these will appear on their Kala dashboard under Vacation Pending Approval.
• Review the Request:
  • Open the request to view its details.
• Approve or Reject:
  • If approved, the vacation is added to the system.
  • If rejected, the approver must provide a reason for the rejection, which will be sent to the employee.

Bind Vacation to a Project and Automatically Add Vacation to Planning

Approved vacation can be automatically added to the employee’s timeline in the Planning section.

To achieve this, approved Vacation must be tied to a specific project. Say you want all Vacation logged to a project called Vacation.

1. Create an internal project and name it Vacation.
2. Once the project is created, note the KA-number for the project (this is visible on top of the page, as well as in your browser’s URL (e.g. https://app.kala.dk/app/#/project/KA-9) (in this case the KA-number = KA-9, but yours might differ).

After this, navigate to the following setting:

1. Navigate to Settings > Advanced Settings
2. Find the setting: Automatically add vacation to planning upon approval; specify vacation project with KA-number
3. Enter the Vacation Project’s KA-number.

Hereafter, approved Vacation will be added to Planning for an easy overview of your team’s availability.

You can also automatically have Requested Vacation added to the planner. To do this, follow steps 1-3 again, but with the following setting: