--- title: "VirtoSoftware Attendance Management Software" description: "See shifts, leave and absences from every department on one Microsoft 365 calendar with Virto Calendar App. Attendance records stay in your HR system." url: https://www.virtosoftware.com/use-cases/attendance-management/ language: en-US last_modified: 2026-10-23T00:00:00+02:00 translations: de: https://www.virtosoftware.com/de/use-cases/attendance-management/index.md --- # VirtoSoftware Attendance Management Software See who is in and who is away: Virto Calendar App puts shifts, leave and absences from every department on one Microsoft 365 calendar. Attendance itself is recorded in your HR or time-and-attendance system; the calendar shows the schedule around it. Available at: SharePoint Microsoft Teams Microsoft Azure ![Attendance Management Software](https://www.virtosoftware.com/images/use-cases/attendance-management-hero.webp) Trusted by Industry Leaders Warner Bros. Disney Sony UC Berkeley Motorola Teck Resources US Treasury University of Pittsburgh NASA Stockholms Stad FedEx Zespri and over 8,000 businesses worldwide 40% fewer 'where is everyone?' moments ## Building an Attendance Management System That Respects Your Intelligence Virto Calendar App lays the shift lists, leave calendars and absence records you already keep in Microsoft 365 on one calendar, so everyone can see who is in, who is away and where cover is needed. Recording hours and attendance stays in the system that does it today. The screens show a warehouse and customer-service rota with leave and cross-team projects on a demo calendar in our own tenant. ### Advanced coordination for sophisticated needs [Virto Calendar App M365](https://www.virtosoftware.com/microsoft-365/virto-calendar-overlay-app/) Shift lists from every department, the leave calendar and public holiday feeds are overlaid in one colour-coded view, with filters by department or team. Attendance records, hours worked and payroll reports stay in your HR or time-and-attendance system. ![Virto Calendar App, Month view of the Operations rota (demo) calendar for three weeks from 26 October to 15 November 2026: warehouse shifts in orange (Early shift · W1, Late shift · W2, Saturday picking · W3), customer service shifts in blue (CS morning · C1, CS evening · C2, Weekend chat · C3), the leave calendar coloured by type, vacation in purple (Vacation · A. Kim (W1), Vacation · D. Ross (C2)), sick days in red (Sick · M. Ortega (W2), Sick · P. Novak (C1)) and training in teal (Training · forklift (W2)), cross-team projects in green (Peak season prep, Stocktake · all teams, New returns process · rollout) and US holidays in grey](https://www.virtosoftware.com/images/use-cases/attendance-management/calendar-month.webp) Two departments' shifts, the leave calendar and cross-team projects in one view, each from its own SharePoint list. ### Collaboration that connects the right people at the right time [Virto Calendar App M365](https://www.virtosoftware.com/microsoft-365/virto-calendar-overlay-app/) Colour each department's shifts and lay cross-team projects next to the rota. Contractors join as guests of the SharePoint site, and everyone reads shifts in their own local time, the time zone of their browser. Overlapping shifts are drawn side by side, so a double booking stands out; the calendar shows it, it does not block it. ![Virto Calendar App, Day view of Wednesday 4 November 2026 in the Operations rota (demo) calendar from 6:00 AM to 10:00 PM: Peak season prep across the day in green, Early shift · W1 and Late shift · W2 in orange, CS morning · C1 in blue drawn side by side with Sick · P. Novak (C1) in red, and CS evening · C2 in blue](https://www.virtosoftware.com/images/use-cases/attendance-management/day-view.webp) P. Novak's sick day sits next to the morning shift it leaves uncovered, so the gap is plain to see. ### Updates that keep pace with reality [Virto Calendar App M365](https://www.virtosoftware.com/microsoft-365/virto-calendar-overlay-app/) When someone calls in sick, the change is made once, in the leave list or the Outlook calendar, and everyone who opens Virto Calendar App in Teams or SharePoint sees it. A shift can be moved to another day or time by drag and drop. [Virto Alerts & Reminder App](https://www.virtosoftware.com/microsoft-365/virto-alerts-and-reminders-app/) Virto Alerts & Reminder App tells the people concerned by email or in Teams when an item in the shift or leave list changes, and reminds them before the date. Virto Calendar App itself sends no notifications. ![Virto Calendar App, the card of Sick · P. Novak (C1) on 11/04/2026, 8:00 AM to 4:00 PM, with Type: Sick and the buttons Edit and Delete, opened on the month view of the Operations rota (demo) calendar](https://www.virtosoftware.com/images/use-cases/attendance-management/sick-day-card.webp) The sick day entered once in the leave list: everyone who opens the rota sees it, with its type. ## Key benefits ### All your schedules in one place Shifts, leave, absences and holidays already live in Microsoft 365, in SharePoint lists, Outlook and group calendars. Virto Calendar App lays them on one calendar, so nobody digs through email chains or hunts down the latest version of a spreadsheet. The records stay where they are, in your tenant. ### Records stay where they belong Virto Calendar App shows schedules; it does not produce audit reports or check labour-law rules. Attendance records and the reports an auditor asks for stay in your HR or time-and-attendance system, and the calendar content stays in your Microsoft 365 tenant under the permissions it already has. ### Coordination that prevents the usual disasters Overlapping shifts sit side by side on the shared calendar, so a double booking stands out before it turns into a gap. Fewer 'wait, who's supposed to be here?' moments, and smoother operations where people show up when and where they're needed. ### Start simple, add sources later Start with one shift list and a leave calendar. Add more departments, room mailboxes, Planner plans or public holiday feeds when you need them, each with its own colour and filter. ### Get your time back from administrative tasks Stop copying shifts and absences into a separate spreadsheet: the calendar reads the lists and calendars where they are already kept, so there is one schedule to update instead of three. Less time on paperwork, more on the work that actually moves your business forward. ### See the pattern before you plan Year Quarter and Flat Year views show months of shifts and leave at once, so busy seasons and thin weeks are visible when you plan the next rota. Virto Calendar App shows the schedule; attendance statistics come from your HR or time-and-attendance system. ## When Virto Calendar App fits — and when it does not | Real-life scenario | Best fit | Why it works | | --- | --- | --- | | Who is in and who is away, across departments — Each department keeps its shifts in a SharePoint list, and leave is approved in an HR list or a shared Outlook calendar. | Virto Calendar App M365 | The shift lists and the leave calendar are overlaid in one view with a colour per department, so a manager sees gaps in cover before the day starts. | | Approving time-off requests — Requests are items in a SharePoint list with content approval turned on. | Virto Calendar App M365 | Managers approve or reject each request in the calendar, and every item is coloured by its approval status, so pending leave sits right next to the rota. | | Contractors and freelancers who need to see the rota | Virto Calendar App M365 | People outside the organisation see the calendar as guests of the SharePoint site, under the permissions the site gives them. There are no anonymous share links. | | A reminder before a shift, or when leave is approved | Virto Alerts & Reminder App | Virto Alerts & Reminder App sends email and Teams reminders on the dates in your SharePoint shift or leave list, and alerts people when an item changes. | | Clocking in, hours worked, attendance reports and payroll | A time-and-attendance or HR system | Virto Calendar App shows who is scheduled and who is away. It does not record attendance or working hours and produces no reports; those stay in the system that records them. | ## Related products Explore how our set of productivity tools can transform your task management - [Virto Shared Calendar](https://www.virtosoftware.com/microsoft-teams/virto-teams-shared-calendar/): Virto Shared Calendar is a standalone web app and Microsoft Teams-integrated solution designed for simple event management with tagging, color-coding, and anonymous sharing. - [Virto Calendar App](https://www.virtosoftware.com/microsoft-teams/virto-calendar-app/): Maximize efficiency with this calendar app, featuring comprehensive scheduling and customizable views. - [Virto Notifications & Reminders App](https://www.virtosoftware.com/microsoft-teams/virto-notifications-reminders-app/): Elevate Microsoft Teams with an app for direct notifications and reminders, ensuring team alignment. ## Related use cases Discover our range of use cases to take your planning and coordination to another level ![Availability Calendar](https://www.virtosoftware.com/images/use-cases/availability-calendar.webp) ### Availability Calendar Virto Calendar App draws every team member's calendar in one Outlook view — busy time, vacations and shared meetings, under the permissions each source already has. ![Sprint Calendar](https://www.virtosoftware.com/images/use-cases/sprint-calendar.webp) ### Sprint Calendar Stay in sync and sprint with style: planning, stand-ups, reviews and retros in one shared sprint calendar, color-coded, in a browser or in Microsoft Teams, and shared by link with the whole team. ![Customer Support Schedule](https://www.virtosoftware.com/images/use-cases/customer-support-schedule.webp) ### Customer Support Schedule One shared rota for on-call shifts, PTO and night rotations, tagged by tier. Agents check it in Teams or on a phone, and part-timers or partners open it from a link, no Microsoft account needed.