Creating and editing absence types
absentify allows you to customize exactly which leave types are available to your staff to make absence planning fit your companies needs.
There are 5 pre-installed absence reasons: Holiday, Unpaid leave, Sick leave, Maternity and Paternity. However, you can easily add or delete absence types at any time.
To add an Absence Type, go to Settings > Leave Types > Add a new leave type
This will automatically open up a window where you can fill in the details of the new absence type. You will have to specify the following:
Name: This is what will be displayed in user's calendar who requested the leave type
Minimum daily absence unit: Here you can choose between a half day or a full day
Outlook Calendar entry show as: Here you can specify how the absence will be shown in the Outlook Calendar (e.g. free, busy, out of office, tentative, working elsewhere). However, the absence will only be visible in your users' Microsoft Calendars if Microsoft Calendar Sync is activated. Click here to learn more about how to enable this feature.
Event's subject: If you have decided to enable the Privacy feature for this leave type, all other normal users - meaning non managers, approvers or admins - will see what you enter here in their co-workers' calendars instead of the actual reason for their absence. Keep reading to leave more about the privacy settings per leave type where this feature will be explained further.
Before you can finalize the leave type, decide which privacy features you'd like to activate. You can choose from the following:
Deduct from allowance: If enabled, the days taken will be deducted from the employee's allowance. Decide which allowance dedutible this specific leave type should deduct from. For more info on adding allowances, click here.
Requires approval: If enabled, the absence request will have to be approved by an approver. Otherwise, the absence request will be approved directly.
Absence reason required: Enable this toggle to mandate filling out the absence reason field when requesting this leave type. You'll also have the option to add a prompt text to give your users an idea of how to construct their reason for absence.
Include in maximum absent: In the departments, you can maintain the maximum number of persons who may be absent at the same time. If it is enabled, it means that this absence ensures that no more people are absent than is configured in the department.
Privacy: If you enable the privacy setting, only the approver and administrator will be able to see the name of the leave type. For example, others will not be able to see that someone is absent due to illness, but they will be able to see if the user is working from home.
After you have specified everything to your liking, click Save to add the new leave type.
If you need to change anything, not to worry; you can edit leave types anytime!
To edit an absence type, go to Settings > Leave types and click on the pencil icon next to the leave type that you want to edit.
This will bring up the same window as when the leave type was created. You can change any of the settings that were originally specified while adding the leave type.
Don't forget this hit Save to save your changes!
To change the color of an absence type, click on the color picker next to the leave type that you want to change.
This will bring up a variety of different colors to choose from. Select your preferred color to display the leave type, or add the HEX color number.
Click on the icon next to the leave type that you want to change. This will bring up a menu of icons where you can select the icon that you wish to use for the leave type.
To delete an absence type, go to Settings > Leave Types and click on the trash can icon next to the leave type that you want to delete.
You'll be prompted to confirm this decision by clicking OK from the pop-up window.
This will delete the leave type which means that new absence requests can no longer be created with this leave type. However, it will not affect old absence requests. Any old absence requests booked with the type of leave will not be deleted from the user's schedule.
Now that you're an expert in creating leave types, you can now effortlessly track your staff's absences within absentify!
Add allowance types
Maximum absentees
Recording sick leave
There are 5 pre-installed absence reasons: Holiday, Unpaid leave, Sick leave, Maternity and Paternity. However, you can easily add or delete absence types at any time.
Adding an Absence Type
To add an Absence Type, go to Settings > Leave Types > Add a new leave type
This will automatically open up a window where you can fill in the details of the new absence type. You will have to specify the following:
Name: This is what will be displayed in user's calendar who requested the leave type
Minimum daily absence unit: Here you can choose between a half day or a full day
Outlook Calendar entry show as: Here you can specify how the absence will be shown in the Outlook Calendar (e.g. free, busy, out of office, tentative, working elsewhere). However, the absence will only be visible in your users' Microsoft Calendars if Microsoft Calendar Sync is activated. Click here to learn more about how to enable this feature.
Event's subject: If you have decided to enable the Privacy feature for this leave type, all other normal users - meaning non managers, approvers or admins - will see what you enter here in their co-workers' calendars instead of the actual reason for their absence. Keep reading to leave more about the privacy settings per leave type where this feature will be explained further.
Configure the privacy settings
Before you can finalize the leave type, decide which privacy features you'd like to activate. You can choose from the following:
Deduct from allowance: If enabled, the days taken will be deducted from the employee's allowance. Decide which allowance dedutible this specific leave type should deduct from. For more info on adding allowances, click here.
Requires approval: If enabled, the absence request will have to be approved by an approver. Otherwise, the absence request will be approved directly.
Absence reason required: Enable this toggle to mandate filling out the absence reason field when requesting this leave type. You'll also have the option to add a prompt text to give your users an idea of how to construct their reason for absence.
Include in maximum absent: In the departments, you can maintain the maximum number of persons who may be absent at the same time. If it is enabled, it means that this absence ensures that no more people are absent than is configured in the department.
Privacy: If you enable the privacy setting, only the approver and administrator will be able to see the name of the leave type. For example, others will not be able to see that someone is absent due to illness, but they will be able to see if the user is working from home.
After you have specified everything to your liking, click Save to add the new leave type.
If you need to change anything, not to worry; you can edit leave types anytime!
Editing an absence type
To edit an absence type, go to Settings > Leave types and click on the pencil icon next to the leave type that you want to edit.
This will bring up the same window as when the leave type was created. You can change any of the settings that were originally specified while adding the leave type.
Don't forget this hit Save to save your changes!
Changing the color and icon
To change the color of an absence type, click on the color picker next to the leave type that you want to change.
This will bring up a variety of different colors to choose from. Select your preferred color to display the leave type, or add the HEX color number.
Click on the icon next to the leave type that you want to change. This will bring up a menu of icons where you can select the icon that you wish to use for the leave type.
Deleting an absence type
To delete an absence type, go to Settings > Leave Types and click on the trash can icon next to the leave type that you want to delete.
You'll be prompted to confirm this decision by clicking OK from the pop-up window.
This will delete the leave type which means that new absence requests can no longer be created with this leave type. However, it will not affect old absence requests. Any old absence requests booked with the type of leave will not be deleted from the user's schedule.
Now that you're an expert in creating leave types, you can now effortlessly track your staff's absences within absentify!
Related:
Add allowance types
Maximum absentees
Recording sick leave
Updated on: 22/09/2023
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