What are absence requests?

The Absence & Vacation section allows employees to request leave for vacations, medical reasons, personal days and other purposes.

Each request must be categorised to streamline approval and ensure accurate payroll processing.

Understanding how the absence module works helps administrators manage requests clearly and ensures all requirements are met.

Key concepts and workflow

1. Categories and sub‑categories

   • Absences are grouped into categories such as Vacation, Medical and Other. Each can contain detailed sub‑categories like Medical appointment or Emergency.

   • Administrators can add, rename or disable sub‑categories via the Settings window.
     
     

2. Request form

   • Employees create a new request using the New Request button in the portal or mobile app.

   • The form asks for dates or start/end times, category and sub‑category, and may include Attachments and Comments based on preferences.

   • Required fields are highlighted; the system displays validation messages if they’re left blank.
     
     

3. Submission and status

   • After submission, the request is marked Pending and appears in the list with filters by employee, date, category and status.

   • Once all approval steps are complete, the status changes to Approved; if rejected, it becomes Declined.

   • Employees can only cancel while the request is pending.
     
     

4. Approval flow

   • Each sub‑category has a defined approval path. Approvers review the details, attachments and comments before deciding.

   • Approvers can approve, decline or cancel (if allowed). Declining requires providing a reason to guide the employee.
     
     

5. Visibility and reporting

   • The absence list has filters for employee, period, category and status and can be exported for payroll calculations.

   • Employees track the request’s progress via the app or portal and see whether it’s pending, approved or declined.
     
     

Tips and troubleshooting

• If a category isn’t visible, check that it’s enabled in Settings.

• Requests remaining in pending status may indicate that the approver assignment is missing; review the approval chain.

• Always include a reason when declining to help employees adjust future requests.

• The Cancel button disappears once the request is approved or declined; a new request must be created to make changes.

Best practices

• Use descriptive category and sub‑category names to improve filtering and reporting.

• Require attachments only when truly necessary (for example, medical absences) to avoid discouraging employees.

• Review approval flows regularly as organisational structures change.

• Encourage employees to submit requests through the mobile app to speed up submission and notification.

Frequently asked questions

• Who can submit a request? Any employee with access to the app or portal whose permission group is enabled for that category.

• Can I edit a request after submitting? No. The employee must cancel (if pending) and create a new request.

• What happens if no one approves the request? It remains pending; ensure the correct approvers are assigned.

• Are all absences paid? Not necessarily; whether an absence is paid depends on the Hours calculation setting chosen for the category.

• How can I export absence reports? Use the export option in the list view to download requests filtered by period and category.