Quickstart guide for employees
Welcome to absentify, the leave management system designed to make tracking employee time off easy and efficient!
This quick start guide for employees will walk you through the initial setup process so you can get started. By the end of this guide, you'll have a good understanding of how absentify works and how to use it to track your time off.
Sign in process
Overview page
Departments
My calendar view
Creating a request
Editing your preferences
Upcoming features and ideas
There are two possible ways to sign in to absentify, and whether it be on the web or on the Microsoft Teams app, we make it easy for you to get started!
If you want to access absentify from your search engine, you can do so from our homepage at https://absentify.com/de by clicking "Sign in".
if you want to access absentify on the Microsoft Teams app, you can do so by installing the app in your Microsoft Teams account. Simply go to "Microsoft Teams" > "Apps" > search for "absentify" > click on "Add". It will automatically be installed so you can easily access absentify from Microsoft Teams.
You will need to be invited by your company's administrator before you can join.
Once you have been invited, you can join your company's account by clicking on "Join an existing company".
If you are not already logged into your microsoft account, you will be prompted to do so.
After logging in, you will be automatically redirected to the dashboard.
From the Overview page, you'll have a clear layout of the upcoming weeks where you can see when you and your co-workers are scheduled for time off.
You can change the time period to view previous or upcoming weeks by using the arrows in the top left corner.
Each leave of absence will be indicated by a symbol and certain fill color. To get more information about the leave, click on the day of the absence and a window will pop up displaying the following:
Leave type: which type of leave was requested and the date/time of the beginning and end of the absence
Status: which user is responsible for approving the leave and if it's been accepted, denied, or is pending
Taken from allowance: whether or not the leave was deducted from the vacation allowance and if so, how many days were deducted
Request created: the date and time that the request was submitted
From the Overview page, you can search for a specific department within your company by using the search bar next to "Department".
From the drop-down menu, you can select which department you want to view.
Some additional options are included such as "Absent today" where absentify will automatically filter other employees or managers who are not present today. Another option is "All Departments" which will automatically turn off the department filters.
Below you'll find an example of the "Absent today" layout. In this example Alex is shown since he's on unpaid vacation and Henrietta because she's taken a sick day.
Depending on how your system administrator has set up your company's absentify, you may only be able to view the departments that you're in.
The reason for your colleagues' absenteeism will not be shown if you're not a member of their department. Instead the absent day will be represented in a dark blue colour represented in the photo below.
In "My calendar" you will see an overview of the whole year. The following will be displayed:
Year: This section shows you all the stats about your deductible leave.
Your allowance: how many paid vacation days you receive for the year shown
Brought forward: how many vacation days have rolled over from last year
Days remaining: how many days you're still allowed to book for the year shown
Public holidays: how many public holidays there are for the year shown (in the calendar, these days will be shown shaded in grey)
Flextime: This section shows you all the data for the second type of allowance (if applicable)
Allowance: total allowance received for the selected fiscal year
Carried over: total days that have rolled over from previous fiscal year
Flextime: number of days used of the selected allowance type (in this case, "Flextime")
Non-deductible leave: This section shows you all the stats about the non-deductible leave you've logged.
Public holidays: how many public holidays there are in the calendar year shown
Sick Day: how many sick days you've taken
Parental Leave: how many parental leave days you've requested
Home Office: how many days you've worked in Home Office
Unpaid Vacation: how many days of unpaid vacation you've taken
If you'd like to view the previous or following years, you can easily flip through by clicking on either the left or right arrows on the top left hand side.
From "My calendar" or "Overview", you can create a request by either clicking "Create request", a specific day, or a series of days.
When booking time off, you'll have to specify the following:
Leave type: select the type of leave from the drop-down menu
Starting: specify when the request will begin
Ending: specify when the request will end
Reason: explain why you are requesting the time off
If you are requesting to book off vacation time, you may be notified how many days will be deducted from your overall vacation allowance before you send the request. This depends on whether or not your vacation is to be deducted from your allowance or not.
Once you've sent your request, you'll be able to see it logged in a faded color, which means it has not been approved by your department manager/administrator yet. Below you'll notice the request for vacation (yellow) hasn't been approved yet, but the request for a sick day (red) has.
Depending on how your system administrator has set up your company's absentify, some or all requests may need to be approved including sick days. If you're unsure, clarify this with your department manager/administrator, or check your calendar to see if your requests are logged directly after sending them.
If you are the head of a department, you may have to approve requests from employees within your department. This all depends on how your company administrator has set up the request approval system. For more info on approving requests as a department manager, please visit our "Quickstart guide for managers".
In the top right hand corner you can access your preferences by clicking on your personal icon and selecting "Your Preferences" from the drop-down menu.
Under "General", you'll have the option to change to following:
Language: select your preferred language from the drop-down menu
Date format: specify how you'd like the date to be shown
Time format: specify whether you'd like a 12 or a 24-hour clock
Week start: select which day you'd prefer to have shown as the start of the week
absentify will automatically send your desired out-of-office reply from Outlook during the time of your absence and once you’re back in the office, this feature will be turned off.
To learn more about how to set up this feature, visit our Quickguide for creating out of office replies.
Under "Email notifications", you'll have the option to allow absentify to send you Email notifications by using the toggle switch and clicking "Save".
Please note that for some users the toggle may not be shown for "Calendar invitations", depending on how your company's administrator has set up this function.
In the upper right hand corner you'll see a present icon, which will open up a sidebar where you can see all of the most recent updates from absentify.
As a user, you can like or comment on announcements and become a part of the absentify network!
You can also view current ideas or upcoming planned features. Visit our Roadmap to post your own ideas on how absentify could improve the user experience as well as see and comment on what other people have posted as recommendations. We'd love to hear your feedback!
Create out of office replies
Record sick leave
Install absentify in Teams
This quick start guide for employees will walk you through the initial setup process so you can get started. By the end of this guide, you'll have a good understanding of how absentify works and how to use it to track your time off.
Jump to:
Sign in process
Overview page
Departments
My calendar view
Creating a request
Editing your preferences
Upcoming features and ideas
Sign in
There are two possible ways to sign in to absentify, and whether it be on the web or on the Microsoft Teams app, we make it easy for you to get started!
On the web:
If you want to access absentify from your search engine, you can do so from our homepage at https://absentify.com/de by clicking "Sign in".
On the Teams app:
if you want to access absentify on the Microsoft Teams app, you can do so by installing the app in your Microsoft Teams account. Simply go to "Microsoft Teams" > "Apps" > search for "absentify" > click on "Add". It will automatically be installed so you can easily access absentify from Microsoft Teams.
You will need to be invited by your company's administrator before you can join.
Once you have been invited, you can join your company's account by clicking on "Join an existing company".
If you are not already logged into your microsoft account, you will be prompted to do so.
After logging in, you will be automatically redirected to the dashboard.
Overview
From the Overview page, you'll have a clear layout of the upcoming weeks where you can see when you and your co-workers are scheduled for time off.
You can change the time period to view previous or upcoming weeks by using the arrows in the top left corner.
Each leave of absence will be indicated by a symbol and certain fill color. To get more information about the leave, click on the day of the absence and a window will pop up displaying the following:
Leave type: which type of leave was requested and the date/time of the beginning and end of the absence
Status: which user is responsible for approving the leave and if it's been accepted, denied, or is pending
Taken from allowance: whether or not the leave was deducted from the vacation allowance and if so, how many days were deducted
Request created: the date and time that the request was submitted
Departments
From the Overview page, you can search for a specific department within your company by using the search bar next to "Department".
From the drop-down menu, you can select which department you want to view.
Some additional options are included such as "Absent today" where absentify will automatically filter other employees or managers who are not present today. Another option is "All Departments" which will automatically turn off the department filters.
Below you'll find an example of the "Absent today" layout. In this example Alex is shown since he's on unpaid vacation and Henrietta because she's taken a sick day.
Hint:
Depending on how your system administrator has set up your company's absentify, you may only be able to view the departments that you're in.
The reason for your colleagues' absenteeism will not be shown if you're not a member of their department. Instead the absent day will be represented in a dark blue colour represented in the photo below.
My calendar
In "My calendar" you will see an overview of the whole year. The following will be displayed:
Year: This section shows you all the stats about your deductible leave.
Your allowance: how many paid vacation days you receive for the year shown
Brought forward: how many vacation days have rolled over from last year
Days remaining: how many days you're still allowed to book for the year shown
Public holidays: how many public holidays there are for the year shown (in the calendar, these days will be shown shaded in grey)
Flextime: This section shows you all the data for the second type of allowance (if applicable)
Allowance: total allowance received for the selected fiscal year
Carried over: total days that have rolled over from previous fiscal year
Flextime: number of days used of the selected allowance type (in this case, "Flextime")
Non-deductible leave: This section shows you all the stats about the non-deductible leave you've logged.
Public holidays: how many public holidays there are in the calendar year shown
Sick Day: how many sick days you've taken
Parental Leave: how many parental leave days you've requested
Home Office: how many days you've worked in Home Office
Unpaid Vacation: how many days of unpaid vacation you've taken
If you'd like to view the previous or following years, you can easily flip through by clicking on either the left or right arrows on the top left hand side.
Create a request
From "My calendar" or "Overview", you can create a request by either clicking "Create request", a specific day, or a series of days.
When booking time off, you'll have to specify the following:
Leave type: select the type of leave from the drop-down menu
Starting: specify when the request will begin
Ending: specify when the request will end
Reason: explain why you are requesting the time off
If you are requesting to book off vacation time, you may be notified how many days will be deducted from your overall vacation allowance before you send the request. This depends on whether or not your vacation is to be deducted from your allowance or not.
Once you've sent your request, you'll be able to see it logged in a faded color, which means it has not been approved by your department manager/administrator yet. Below you'll notice the request for vacation (yellow) hasn't been approved yet, but the request for a sick day (red) has.
Hint:
Depending on how your system administrator has set up your company's absentify, some or all requests may need to be approved including sick days. If you're unsure, clarify this with your department manager/administrator, or check your calendar to see if your requests are logged directly after sending them.
If you are the head of a department, you may have to approve requests from employees within your department. This all depends on how your company administrator has set up the request approval system. For more info on approving requests as a department manager, please visit our "Quickstart guide for managers".
Your Preferences
In the top right hand corner you can access your preferences by clicking on your personal icon and selecting "Your Preferences" from the drop-down menu.
General
Under "General", you'll have the option to change to following:
Language: select your preferred language from the drop-down menu
Date format: specify how you'd like the date to be shown
Time format: specify whether you'd like a 12 or a 24-hour clock
Week start: select which day you'd prefer to have shown as the start of the week
Automatic replies
absentify will automatically send your desired out-of-office reply from Outlook during the time of your absence and once you’re back in the office, this feature will be turned off.
To learn more about how to set up this feature, visit our Quickguide for creating out of office replies.
Email notifications
Under "Email notifications", you'll have the option to allow absentify to send you Email notifications by using the toggle switch and clicking "Save".
Please note that for some users the toggle may not be shown for "Calendar invitations", depending on how your company's administrator has set up this function.
Announcements and Ideas
In the upper right hand corner you'll see a present icon, which will open up a sidebar where you can see all of the most recent updates from absentify.
As a user, you can like or comment on announcements and become a part of the absentify network!
You can also view current ideas or upcoming planned features. Visit our Roadmap to post your own ideas on how absentify could improve the user experience as well as see and comment on what other people have posted as recommendations. We'd love to hear your feedback!
Related articles:
Create out of office replies
Record sick leave
Install absentify in Teams
Updated on: 05/11/2023
Thank you!