Learn more about the menu option Vacation and absence in this post. You can get insights on the following:
What is the vacation and absence tab?
You can use the vacation and absence tab to manage absence during the employment. This new tab allows you to get an easy overview of all the different absence types, vacations and the like.
Vacation and absence is accessible through the menu on the left. You can choose between several different calendar displays depending on your preferences. In the top of the calendar you can switch between Gantt chart, list viewing and calendar. Choosing the calendar display allows you to decide between month, week or day viewing.
How to use vacation and absence
Vacation and absence can be used to keep track of the employees’ absence. This function makes it easier to approve or reject absence requests, which leaves you more time for other important HR responsibilities.
Additionally, it makes it easier for the managers to get an idea of the total absence in their individual department. The integrated widget gives you an easy overview of all the absences.
How to create an absence type
HR-ON Staff takes into account that employees can be absent from work for numerous reasons. That is why you have the option of creating different absence types such as child's first sick day, maternity/paternity leave, vacation, business trip, seminars and more.
To create a new absence type open the tab Absence types that you can find on the left side of the calendar. On the bottom you will find the button Add a new type. Click on this and assign a suitable name for the type of absence you wish to create. You can adjust the color of the absence type on the right side of the title.
If the absence needs to be approved, you can choose who should approve it by activating the slider Absence must be approved. Next, from the dropdown list you choose who should approve of the absence.
Additionally, you have the option of creating notifications depending on your needs. For example a notification alerting you that a new type of absence has been created or that another type has been deleted. Learn more about this in the guide on setting up notifications.
Complete by clicking Save and close.
You can control the access to the specific absence types and thus control which types colleagues can see on each other. It makes sense for colleagues to be able to access each other's vacation, but maybe not sick days. You can set this up in the permissions. Read more about permissions here.
How to approve absence
If there is absence that needs to be approved, you can do so by following these steps:
- Go to Approvals in the sidebar
- Check to see if the status has been sorted after Pending
- Tick off the box next to the employees whose absence you wish to approve and then click on the bottom menu with selected and choose Approve.
- You also have the option of rejecting and deleting the absence request. You reject it the same way you approve it - the only difference is you click on Reject instead of Approve. You delete the request by clicking on the three dots in the column on the right, and then choosing delete vacation/absence.
- You can sort the absence overview by Approved absence or Rejected absence.
Select and deselected departments
You can easily get an overview of the absence of each department. Go to the menu option departments on the left side of the calendar and select or deselect departments. Hover over a department and click on the three dots on the right.
This lets you choose between show all, show only this, show all but this and invert selection.
Two ways of assigning absence
You can assign absence to an employee in two ways. The first one is by clicking on assign absence in the upper right corner of the calendar. Then choose absence type, period, the employee or employees the absence concerns and add a short note if needed. Conclude by clicking save and close.
You can also assign absence by clicking on the tab employees. Search for the employee in question and click on their employee data card. Proceed by clicking on the calendar icon by their name. After this you simply follow the instructions from the paragraph above.
Nice to know:
You have the option of registrering half days. Below Absence type you will find a button you can activate or deactivate. If this is deactivated, the absence applies to the entire day. If it is activated you can add a time from which the absence is valid.
If you add a note, this note will be visible in the overview.
Settings: Expand calendar contents
The menu option settings presents you with different options. You can setup the calendar to include different types of international holidays, week numbers as well as a short snippet of the coming month.
Add a vacation and absence widget to your dashboard, and get an overview of the absence of the upcoming 7 days. Head to the bottom of the dashboard, click on the big blue add-button and choose Absence and Vacation.
Export to Excel
If you want to export the absence data to Excel, click on the export to Excel, which you will find in the bottom right corner. Choose the period of data that you want to export and then select the filters, if any, you want to apply to the data, and whether you would like to include weekends or holidays. When you conclude by clicking save and close the download will begin.
This entry has gone over the functions of the Vacation and Absence menu item. We have described its basic functions as well as how you can modify it to accomodate your needs by creating new absence types, how you sort through departments, assign absence and how you export the file.
Should you have any questions you can always reach out to HR-ON Support via e-mail or phone. Find our contact informations here.