Absences: How to track requests?

The Absence & Vacation menu in Day.io centralizes all employee absence and vacation requests. Managers can approve, reject, or monitor requests such as health-related absences, schedule extensions, time bank conversion, and other company-defined categories.

Each request shows employee, request date, creation date, category, subcategory, and current status. 

Key actions or configuration

1. Filter and find requests
   • Use the Employees field to search by part of the name or employee ID.
   • Click the date range to choose the period.
     • Combine filters for Category and Status to refine the search.
       
       
2. Customize the view
   • Click the columns icon.
   • Select which fields appear in the grid.
   • Available fields may include Employee ID, Supervisor, Date, Created, Category, Subcategory, Approval flow, and Status.
     
     
3. Export information
   • Click the download icon.
   • Export the currently displayed requests in XLSX or PDF.
   • Use exports to share reports or keep an external history.
     
     
4. Approve or reject requests
   • Select one or more rows using the checkbox.
   • Use the bottom bar to click Reject or Approve.
   • For individual approval, use the action buttons at the end of each row.
   • After approval, the system shows a success message and changes the status to Approved.
     
     

Tips or Troubleshooting

• If you cannot find an employee, check the spelling or search by employee ID.
• If requests do not appear, expand the date range.
• Use individual actions for a few requests and bulk actions for larger volumes.
• If the Approval flow column does not appear, scroll horizontally after enabling it.

Best Practices

• Review category settings regularly.
• Check filters before exporting reports.
• Confirm that required documents are attached before approving health or schedule requests.

Frequently Asked Questions

1. Can I approve a request for a future date?
   Yes. Once approved, the status changes to Approved, and the employee is notified according to company settings.

2. What is the Approval flow?
   It shows how many hierarchy levels have already reviewed the request when more than one approver is configured.

3. What happens if a user has super approver permission?
   A single approval can complete the approval flow.