The Whole Year. One Page.
A wall planner that fills itself in. Staff holidays, events and, if you want it, the rota, a month to a row with the weekdays lined up in columns. Open it on screen, share a link, or print it for the office wall.
The Planner
Every Month in One View
Weekends are shaded, today is highlighted, and the busier a day is, the more strongly it is shaded. Coloured dots are people who are away. Squares are events.
The Yearly Calendar for a real company, 2026. Click any day to see the full list of who is away, which events are on and who is working.
Already in Your Platform
Built From What You Already Record
Nobody types anything into the planner. It reads the holidays, sickness, events and rota your platform already holds.
from approved holiday requests, for every member of staff, EPOS users and PMS staff together.
from the platform's sickness records, and only ever labelled as sickness for a logged-in administrator or manager.
one-off events on their date, and recurring events, such as a weekly quiz night, on the right weekdays.
who is on shift each day, with their times, whenever you switch the On shift layer on.
What It Shows
Show What You Need, Hide the Rest
Show everything, or just the one thing you need to plan around.
Planned staff holidays
Approved holiday requests from every member of staff appear on their dates, EPOS users and PMS staff together, so one look tells you who is off and when.
Sickness, kept private
Sickness comes from the platform's sickness records. A logged-in administrator or manager sees it labelled as sickness. Everyone else sees plain "Away", with no reason.
Event dates
One-off events sit on their date. Recurring events, for example a weekly quiz night, appear on the right weekdays, shown as paler squares.
Events colour coded by places left
Green for plenty of places, amber for filling up, red for almost full, and purple for events with no booking limit, so you can see which nights need pushing.
The rota, on request
Switch on the On shift layer and each day shows who is working, with their times. It is off until you turn it on, so the planner stays clear.
Busy days stand out
The more people are away on a day, the more strongly it is shaded, so a thin week jumps out before it becomes a problem. Weekends are shaded and today is highlighted.
How It Works
Open. Filter. Click or Print.
Three things you will do with it.
Open it
Choose Yearly Calendar from the main menu, or send people the calendar's address. The whole year opens on one page, and the arrows at the top move to the year before or after.
Choose your layers
Switches at the top show or hide the layers: away days, events and the rota. Managers can also switch sickness and unapproved holiday requests on and off separately. A "today" summary says how many are away and how many events are on.
Click a day, or print it
Click any day for the full list of who is away, which events are on and who is working. Or press Print for a landscape wall planner.
Privacy by Design
Share the Plan, Not the Private Details
The planner is built so that a shared link never shows health information, and shows as little about a person as it needs to.
| What is shown | On the shared link | Logged in as administrator or manager |
|---|---|---|
| Staff names | First name and the first letter of the surname | Full name |
| Sickness | Plain "Away", with no reason | Labelled as sickness, with its own switch |
| Holiday requests not yet approved | ✕ Not shown | ✓ Shown, in a different style, with its own switch |
| Approved holidays, events and the rota | ✓ Shown | ✓ Shown |
Health information is never shown publicly. Anyone who opens the shared link sees sickness as "Away", the same as any other absence.
Made for the Office Wall
Print It. Share It. Carry It.
A real wall planner
The Print button lays the year out for a landscape page, ready to pin up in the office or the staff room.
A shareable address
Copy the calendar's address from your browser and send it to anyone who needs to plan around the dates. They do not need to log in, names are shortened and sickness is never labelled for them.
Works on a phone
Check the year from wherever you are, without a separate app to install.
Year to year
Step back or forward a year with the arrows at the top, to plan ahead or look back.
Pricing
Included, at No Extra Cost
| What you get | Price |
|---|---|
| The Yearly Calendar, with holidays, sickness, events and the rota layers | Included |
| The shareable link and the printed wall planner | Included |
| Staff Hours & Rotas, which records holidays, sickness and the rota | See Staff Hours & Rotas |
There is no extra cost. An administrator or manager switches the Yearly Calendar on in Settings, then Modules.
Works With
Reads From Your Other Modules
The planner shows what your platform already knows.
Staff Hours & Rotas
Rotas, holiday requests, sickness tracking and clock-in and clock-out, the records behind the holidays, sickness and rota layers.
View Staff Hours & Rotas ›All modules
See every HDS Cloud Apps module, including Event Management, and how they fit together.
View all modules ›Frequently Asked Questions
Yearly Calendar Questions Answered
The Basics
What is the Yearly Calendar?
A wall planner that shows the whole year on one page, one month to a row with the weekdays lined up in columns. It shows staff holidays, sickness, events and, if you switch it on, the rota. It can be printed as a wall planner.
How do I open it?
A manager opens it from the Yearly Calendar entry in the main menu, which appears once the module is switched on in Settings, then Modules. It opens in a new tab. To share it, copy the address from the browser's address bar and send it on. Anyone with that address can open the calendar without logging in and sees the public version. The same address with /2027 on the end opens another year.
Does it cost extra?
No. The Yearly Calendar is included at no extra cost. An administrator or manager switches it on in Settings, then Modules.
What appears on the calendar?
Approved staff holidays from every member of staff, EPOS users and PMS staff together. Sickness from the platform's sickness records. Event dates, both one-off events and recurring events. And the rota, showing who is on shift each day with their times, when the On shift layer is switched on.
Privacy
Is sickness shown publicly?
No. Sickness is only labelled as sickness for a logged-in administrator or manager. Everyone else, including anyone who opens the shared link, sees it as plain Away, with no reason, so health information is never shown publicly.
How are staff names shown?
On the shared link, staff are shown by first name and the first letter of their surname. Full names are shown only when a manager is logged in.
Can managers see holiday requests that are not approved yet?
Yes. A logged-in administrator or manager also sees holiday requests that are not yet approved, shown differently from approved holidays, and can switch them on and off separately. They are not shown on the shared link.
Using the Planner
How are events shown?
Events appear as squares on their date. One-off events sit on their date, and recurring events, for example a weekly quiz night, appear on the right weekdays as paler squares. Events are colour coded by how many places are left: plenty, filling up or almost full, with a separate colour for events that have no booking limit.
How do I see who is working?
Switch on the On shift layer and each day shows who is on shift, with their times. It is off until you switch it on, and you can also click any day to see who is working.
Can I see details for one day?
Yes. Click any day for the full list of who is away, which events are on and who is working.
Are there different switches for managers?
Yes. A logged-in administrator or manager sees five layer switches: Holiday, Requested for holiday requests not yet approved, Sickness, Events and On shift. Everyone else, including anyone using the shared address, sees three: Away, Events and On shift, because sickness is folded into Away and never labelled.
Can I print it?
Yes. The Print button lays the planner out for a landscape wall planner. You can move to another year with the arrows at the top before printing.
Does it work on a phone?
Yes. The Yearly Calendar works on a phone as well as on a computer or tablet.
Ready to See the Whole Year at a Glance?
Book a free demo and see the Yearly Calendar on a real system, with holidays, events and the rota on one page. No obligation, no sales pressure.