How to use the AI-powered Vacation Calendar
Visualizing team vacations in a list can be confusing. Who leaves when? Will there be overlap? Will the team be short-handed?
To answer these questions in a visual and simple way, Pontotel created the Vacation Calendar . An interactive tool that allows you to plan, approve, and manage absences on a smart timeline.
💎 Exclusive Feature : The tools presented in this article are part of the " Vacation Management " add-on module. If your company does not yet have this module, please fill out this form to speak with our team.
How to access the Vacation Calendar
- In the left-hand menu, click on Planning . Then select the Vacation Calendar .
- Upon entering the screen, the first action is to define who and when you want to view it.
- Filter by Employee: At the top of the screen, use the filter to select the specific employees you want to analyze (maximum of 20 at a time to ensure good screen visibility).
- Period: Define the start and end for the calendar view, with a maximum of one year (e.g., view the plan for an entire year, from 11/2025 to 11/2026).
- Search: Click the Search to load the data.
Management Indicators (Quantitative)
Just below the filters, you'll find a quick summary of your team's situation through three colored cards (KPIs):
🔴 Vacation days due: Number of employees with vacation days due in the next 3 months. Pay close attention here to avoid penalties .
🟡 Pending Requests: Number of employees who have submitted requests and are awaiting approval.
🔵 Scheduled Vacations: Number of employees who already have approved and scheduled vacations for the selected period.
Timeline (View by day or month)
The central part of the screen is the timeline. Here you can see graphically when each collaborator will be away, making it easier to identify scheduling conflicts.
You can switch between two views:
- Monthly View: Ideal for macro-level planning. Shows vacation days distributed throughout the months of the year.
- Day View: Ideal for details. Shows who will be present or absent each day, making it easier to manage schedules.
Understanding the colors of the bars:
- Blue Bar: Represents Scheduled Vacation (already approved).
- Yellow Bar: Represents Pending Requests (that require your review).
AI-powered Planning Assistant
To make your management even more strategic and secure, the module includes a Planning Assistant integrated with the calendar.
Often, when only looking at the dates, it's difficult to see if approving vacations for multiple people at the same time will negatively impact the team's performance. This is where Pontotel's Artificial Intelligence comes in.
How can AI help you?
The assistant cross-references complex data in seconds, such as schedules, work locations, vacation rules, and labor laws, in order to identify potential conflicts.
You can ask questions like:
- "Please analyze and tell me which pending requests I can approve.".
- "What other requests can I approve without compromising Team X?".
Does AI make decisions on its own?
No. It's crucial to clarify that AI never makes decisions on its own. It doesn't automatically approve or reject vacations.
The assistant's role is solely to analyze and suggest . They will present the scenario (e.g., "Roberto and Maria's requests can be approved as they do not conflict with the limit of 3 absentees" ) and offer quick action buttons, but the final approval click is always your responsibility .
This ensures that technology works in favor of your management , without taking away the autonomy and human sensitivity from the process.
The Vacation Calendar centralizes all the necessary information so you can move away from spreadsheets and, with the support of the Assistant, create a strategic, visual, and secure plan for your team's absences.
Want to learn more about Vacation Management ? Check out the complete guide .
If you still have questions or need assistance, contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp !
Updated on: November 25, 2025
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