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Creating and editing leave 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, and Parental Leave. However, you can easily add or delete absence types at any time.


Add a leave 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.

If you have purchased the business or the enterprise plan, you can also input hourly leave. Check out this article on
Setting up hourly leave to learn more. Interested? See our
Plans and pricing and upgrade your plan!

Enable calendar synchronization: From the drop down menu you can select one of the following three options:
Synchronization upon entry creation: The leave will be synchronized with the user's Outlook calendar as soon as the leave request is sent.
Synchronization upon approval only: The leave will be synchronized with the user's Outlook calendar only after the request is approved.
Synchronization disabled: The leave will not be synchronized with the user's Outlook calendar.

Outlook Calendar entry show as: If you've selected option one or two above and decided to activate calendar synchronization, you can specify how the absence will be shown in the Outlook Calendar, such as free, busy, out of office, tentative or working elsewhere.

Please note that this is a different feature than Microsoft Calendar Sync.

Event's subject: Specify the subject of the leave type to be displayed in the Outlook calendar. If left unspecified, the subject will simply be the same entry as the above selection.




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 deductible 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 users request this leave type. You'll also have the option to add a prompt text to give your staff an idea of how to construct their reason for absence.

Include in maximum absent: Within each department, you can specify the maximum number of staff who can take leave at the same time. If it is enabled, it means that this absence will be included when calculating the total number of absentees in a department at one time.

Privacy: If you enable this privacy setting, only the approver and administrator will be able to see the leave type from the Overview page or from the user's calendar.



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: 25/02/2024

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