iOi · CharlieHR

1 Overview

CharlieHR is the HR platform iOi uses for everything related to people and time off: booking annual leave, logging sick days, recording working-from-home days, and seeing what the rest of the team is up to. It also holds key company documents.

2 Navigation

Accessing CharlieHR

The interface

The left-hand menu has four sections:

The CharlieHR left-hand menu — The left-hand menu.

Home

An at-a-glance view of the working week: who is in, off, or working from home, your pending leave requests, and upcoming birthdays and anniversaries.

People

A staff directory. Click anyone’s name to see their contact details, team, and working pattern.

Company

A snapshot of the organisation — iOi’s contact details, office locations, employee perks, and the Staff Handbook download.

Time

The team leave calendar and your time-off overview. This is where you book and manage all leave requests.

Quick actions: two icons in the top-right corner let you book time off (suitcase icon) or log sick leave (bandage icon) without navigating away.

Note: the Calendar only shows information entered directly into CharlieHR. It does not pull in data from Outlook, though you can sync CharlieHR data into Outlook (see Syncing with Outlook).

3 Quick Guide

Booking time off

Go to Time > Calendar or Time > Overview and click Book time off. In the pop-up, select the time-off type, the date(s), and whether it is a full day, AM only, or PM only. The form shows who will be notified of your request.

Time-off types include Holiday, Sick leave, WFH, and Toil leave. Additional types may appear in the dropdown.

Approvals: only holiday requests require approval. Sick leave and WFH are auto-approved.

Downloading the Staff Handbook

Go to Company > Overview, scroll to the Documents section, and click the Staff Handbook to open and download it.

Syncing CharlieHR with Outlook

Once set up, approved time off from CharlieHR appears automatically in your Outlook calendar. You only need to do this once.

Step 1 — Get the calendar link

Log in to CharlieHR and go to Time > Calendar.
Click Sync calendar in the top-right corner.
Copy the URL from the Everyone’s Time box.

Step 2 — Add the calendar to Outlook

Important: this step must be done in Outlook on the web, not the desktop app.

Open Outlook in a browser at outlook.office.com and go to your calendar.
Click Add calendar, then Import calendar, then From web.
Paste the CharlieHR link into the Link to the calendar field.
Give the calendar a name (e.g. CharlieHR — Time Off) and click Import.

Step 3 — Check it appears in the desktop app

Open the Outlook desktop app and go to your calendar.
Find the CharlieHR calendar in the left-hand panel and make sure the checkbox is ticked.

If it hasn’t appeared, restart the desktop app. On Mac, hold Ctrl, click the Outlook icon in the dock, and select Quit. On Windows, close Outlook from the taskbar. Reopen and check again.

Once set up, approved time off entered in CharlieHR will appear at the top of your Outlook calendar under the date, alongside other all-day events.