How to create and view Absences in Shift Management

Managing absences directly in the schedule allows precise team planning, prevents operational issues and keeps absence requests transparent.

Requests may originate from employees, managers or planners depending on permission settings.

When you log absences on the schedule, you can track vacations, medical leaves and other reasons without leaving the planning screen.

Key actions or configuration

1. Open the appropriate schedule
   • Click Shifts from the left‑hand menu. Choose the planning space containing the employee and dates for the absence.
   • Click the cell corresponding to the employee and day.
     • In the shift window, click the Requests icon (next to the “x” to close).
     • The New Request panel opens on the right.
       
       
2. Select a category and duration
   • Choose the absence category such as Health, Vacation or Other.
     • If the absence covers a Full day, enable the Full day option and include the relevant break.
     • For partial‑day absences, clear Full day and enter Start time and End time.
     • For overnight shifts, use Night Shift to link the absence to the day the shift started.
     • Select a Sub‑category according to your company’s policy.
     • Add Comments explaining the reason and attach documents if necessary.
   • Click Confirm to save the request.
     
     
3. Approve, cancel or reject
   • The request appears on the schedule with a clock icon indicating it’s pending.
   • To approve, click the cell and choose Approve.
   • To cancel or reject, click the request and select Cancel request or Reject. Both options remove the request; rejection prompts a reason and logs it differently.
     
     

Tips or troubleshooting

• Ensure you have the proper permission to submit requests directly on the schedule.
• Use Night Shift for shifts that cross midnight.
• When in doubt about sub‑categories, check with your HR department.

Best practices

• Record absences as soon as they are known to keep the schedule accurate.
• Provide clear comments and attachments (if needed) to speed up approval.
• Review pending requests regularly and approve or reject them before publishing the schedule.

Frequently asked questions

1. Who can submit an absence directly on the schedule?
   Users with planning permission can record absences for team members. Employees and managers may submit requests via the computer or mobile app.
2. Can I edit a request after confirming it?
   No. You must cancel the request and create a new one with the correct information.
3. How do I see if a request is pending approval?
   A clock icon appears on the cell. Clicking it shows options to approve, cancel or reject the request.
4. Are absences included in weekly hour totals?
   No. Absences are not counted toward weekly hours and are not stored in templates.