Users' roles in Calamari Time Off

In this article you'll find out what are administrator's, manager's and user's privilages in the Calamari Time Off module.

Agata Skowrońska avatar
Written by Agata Skowrońska
Updated over a week ago


In the "Apply" tab, regular user is allowed to:

  • apply for all types of absences that they're entitled to,

  • add comments to their existing requests regardless of the status of the request,

  • cancel their existing request,

  • verify request history, comments and information about users absent at the same time (in line with permissions granted),

  • download PDF confirmation of the requests.

In the "Calendar" tab, regular user is allowed to:

  • verify and filter their existing requests, including information about the status (waiting for approval, approved) in line with permissions granted (visibility of the requests may be restricted to all users or only from the teams that the user belongs to),

  • read through birthdays and public holidays throughout the organization,

  • filter/search information after employee, team, position, absence type, and category.

In the "Entitlement" tab, regular user is allowed to:

  • check the list of all absence types that they're entitled to with their individually calculated allowance within each absence type (counted in hours or days) or with the information about unlimited/undefined balance,

  • verify the number of hours/days that are currently pending for approval, accrued until today, carried over from the previous year, manually edited, requested, and transferred to the following year.

Moreover, the regular user can manage basic account settings regarding the application language, date format, time zone, and calendar preferences.

They also have access to personally adjust notifications about requests' statuses, approvals, or being assigned as a substitute.


All three of below mentioned managerial roles have all permissions of the regular user and dedicated, special privileges attributable to a specific role.

DIRECT MANAGER is allowed to:

  • accept requests of their direct subordinates (APPROVAL),

  • check the entitlement balance of their direct subordinates (ENTITLEMENT),

  • apply for absences on behalf of their direct subordinates (APPLY),

  • check the reports in relation to their direct subordinates (REPORTS).

TEAM MANAGER is allowed to:

  • accept requests of their team members (APPROVAL),

  • check the entitlement balances of their team members (ENTITLEMENT)

  • apply for absences on behalf of their team members (APPLY),

  • check the reports in relation to their team members (REPORTS).


  • check the entitlement of all the employees from the whole organization (ENTITLEMENT),

  • apply for absences on behalf of everyone from the organization (APPLY),

  • and check the reports of all users from the organization (REPORTS).


The user with this role has the permissions of the regular user, and all managerial roles (except for approval flows). This means that they have access to all the information regarding users and all reports.

The administrator is the only role that has access to the configuration panel in Calamari.

He/she's granted with permission to:

  • create new profiles, edit users' data,

  • manage absence types and accruing rules,

  • create teams, positions, contract types, work schedules and assign them to certain users,

  • manage group recurring notifications,

  • defines approval flows,

  • configure and edit public holidays and other days off,

  • manage permissions of managers and regular users,

  • grant users a managerial or administrative role,

  • import data to the system (employees, balances, requests),

  • turn on/off the integrations between Calamari and external tools and systems,

  • manage the subscription, payment methods, billing periods, and update billing information,

  • only the Administrator has full support and assistance regarding the configuration changes within the account (regular users/managers will be fully supported according to their role).

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