Making Leave Requests Visual and Manageable
How AirStars helped an international school improve its King of Time workflows with Google Calendar integration
The Administrative Burden
At a large international school in Japan, administrators were overwhelmed by a cluttered, spreadsheet-style interface inside King of Time—the school's timekeeping platform. While technically accurate, the view was hard to interpret, difficult to sort, and almost impossible to use for daily planning.
Staff leave approvals lived in a grid, with minimal visibility. The admin team had to manually export, clean up, and interpret records for operational planning. There was no simple way to answer, "Who's out next week?" at a glance.
The Challenge
Before Integration
- • Cluttered spreadsheet-style interface
- • Manual data export and cleanup
- • No visual planning capability
- • Time-consuming approval tracking
- • Difficult staff coverage planning
Requirements
- • Visual calendar representation
- • Automated data synchronization
- • Color-coded leave categories
- • Multi-campus filtering
- • Integration with existing workflows
Our Integration Solution
AirStars built a Python-based integration that connected securely to the King of Time API and translated approved leave data into clearly labeled, color-coded events on Google Calendar.
Technical Implementation
- Secure API authentication with King of Time
- Automated daily synchronization process
- Google Calendar API integration
- Custom filtering by leave type and campus
- Color-coded event categorization
- Clean formatting with staff names and durations
The end result: A shared calendar that finally made faculty absences visible—where the admin team already worked. No more manual exports, no more spreadsheet confusion.
Real Impact
This was not a front-end refresh—it was a workflow transformation. What was once buried in rows of data is now a clean, visual tool that helps school administrators coordinate coverage, plan ahead, and understand availability instantly.
Phase one rolled out successfully to one campus in spring 2025. Phase two is scheduled for the second campus this September, expanding the solution across the entire school system.
From Spreadsheet Chaos to Visual Clarity
See how leave requests transformed from cluttered data rows into clean, color-coded calendar events that administrators can understand at a glance.
Monthly Overview
Color-coded leave events provide instant visibility into staff availability across the entire month.
Weekly Planning
Detailed weekly view shows exact leave durations and types, making coverage planning effortless.
Event Details
Each event contains staff name, leave type, and duration— all automatically synced from King of Time.
Technology Stack
PythonIntegration Layer
- • Python automation scripts
- • King of Time REST API
- • Google Calendar API
- • Secure credential management
Features
- • Real-time data synchronization
- • Multi-campus filtering
- • Color-coded categorization
- • Automated error handling
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