Quickstart guide for administrators
Welcome to absentify, the leave management system designed to make tracking employee time off easy and efficient.
This quick start guide 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 manage your employee's time off.
In order to use absentify, you will need to create an account.
Visit the absentify website and click on the "Sign up" button.
To register on absentify, you can either create a new company profile or join an existing one.
Register a new company
You can create a new company by clicking on the "Create new company" button on the sign-up page.
When creating a new company, you will have to specify the following:
Company name: The name of your company.
Country: The country where your company is located.
Time zone: The time zone of your company.
Default date format: The default date format that will be used in absentify. Every user can change this for themselves in the settings.
Default week start: The day on which your company's week starts.
Default time format: The default time format that will be used in absentify.
You can change these settings later by going to the "Settings" > "General" page. All the new users invited to your company will have these settings applied by default. Already existing users will keep their current settings.
Once you have specified all the required information, click on the "Setup" button.
Join an existing company
If you have been invited by your company's administrator, you can join the company by clicking on the "Join an existing company" button.
Once you have registered, you will be taken to the absentify dashboard.
Now that you have an account, you can start adding users.
Select the "Settings" tab from the Navigation bar and click on the "Users" button. Scroll down and you will see the "Invite a new user" and "Import Users" buttons.
absentify allows you to invite individual users or import lists of users.
Invite a user
To invite a user, click on the "Invite User" button and enter the user's name, email address, and other details. There is also a flag that can be set to determine whether an email is sent to the user. If the flag is set to "no," the user will not receive an email. This is useful if you want to invite many users at once and don't want to send a bunch of individual emails.
Import users
To import a list of users, click the "Import Users" button. Download an Excel file with the required fields and fill it out. Upload the file on absentify. absentify will create accounts for all the users in the file.
You can learn more about managing users in the Manage Users Guide.
Carry Forward is a feature that allows employees to carry over a certain number of days from one year to the next. This is useful if you have employees who don't use all their days in a year.
To set up Carry Forward, go to "Settings" > "Carry Forward".
Enter the number of days that employees are allowed to carry over
Click "Save"
The next step is to set up the working hours for your company. It is important to do this so that absentify can accurately calculate the number of times employees have taken off.
To set up the working hours, select "Edit" on the User card > "Schedule" > "New work schedule.
Check the days of the week that the company is open
Enter the start time and end time for each day
Click "Save"
You can learn more about managing schedules in the Manage Schedules Guide.
Once you have set up the working hours, you can start adding leave types. Leave types are the different types of time off that your employees can take, such as holidays, sick leave, etc. absentify comes with a few default leave types, but you can also create your own.
To add a leave type, go to "Settings" > "Leave Types" > "Add Leave Type".
Enter the name of the leave type
Enter the minimum daily absence unit.
Click "Save"
You can learn more about managing leave types in the Manage Leave Types Guide.
Departments are used to categorize employees. This is helpful when you want to run reports or if you have different types of employees with different leave entitlements. You can also make the departments visible or hidden on the company calendar.
To create a department, select the "Settings" tab from the Navigation bar and click on the "Departments" button.
Click the "New Department" button
Enter the Department Name
Select Manager, Maximum absent (maximum number of users that can be absent in the department), and Allowance days.
Click "Create Department"
You can learn more about managing departments in the Manage Departments Guide.
If your company has any public holidays, you can add them in absentify so that they are automatically factored in when calculating employee leave.
To add a public holiday, select "Settings" from the Navigation bar > "Public holidays" > "Add public holiday".
Enter the name of the holiday
Select Country
Click "Save"
The public holiday will now be visible on the company calendar and employees will not be able to book leave for that day.
You can learn more about managing public holidays in the Manage Public Holidays Guide.
This concludes the quick start guide. You should now have a good understanding of how absentify works and how to get started. For more information, please refer to the other guides in the Help Center.
This quick start guide 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 manage your employee's time off.
Create an Account
In order to use absentify, you will need to create an account.
Visit the absentify website and click on the "Sign up" button.
To register on absentify, you can either create a new company profile or join an existing one.
Register a new company
You can create a new company by clicking on the "Create new company" button on the sign-up page.
When creating a new company, you will have to specify the following:
Company name: The name of your company.
Country: The country where your company is located.
Time zone: The time zone of your company.
Default date format: The default date format that will be used in absentify. Every user can change this for themselves in the settings.
Default week start: The day on which your company's week starts.
Default time format: The default time format that will be used in absentify.
You can change these settings later by going to the "Settings" > "General" page. All the new users invited to your company will have these settings applied by default. Already existing users will keep their current settings.
Once you have specified all the required information, click on the "Setup" button.
Join an existing company
If you have been invited by your company's administrator, you can join the company by clicking on the "Join an existing company" button.
Once you have registered, you will be taken to the absentify dashboard.
Add Users
Now that you have an account, you can start adding users.
Select the "Settings" tab from the Navigation bar and click on the "Users" button. Scroll down and you will see the "Invite a new user" and "Import Users" buttons.
absentify allows you to invite individual users or import lists of users.
Invite a user
To invite a user, click on the "Invite User" button and enter the user's name, email address, and other details. There is also a flag that can be set to determine whether an email is sent to the user. If the flag is set to "no," the user will not receive an email. This is useful if you want to invite many users at once and don't want to send a bunch of individual emails.
Import users
To import a list of users, click the "Import Users" button. Download an Excel file with the required fields and fill it out. Upload the file on absentify. absentify will create accounts for all the users in the file.
You can learn more about managing users in the Manage Users Guide.
Set Carry Forward
Carry Forward is a feature that allows employees to carry over a certain number of days from one year to the next. This is useful if you have employees who don't use all their days in a year.
To set up Carry Forward, go to "Settings" > "Carry Forward".
Enter the number of days that employees are allowed to carry over
Click "Save"
Set Work Schedules
The next step is to set up the working hours for your company. It is important to do this so that absentify can accurately calculate the number of times employees have taken off.
To set up the working hours, select "Edit" on the User card > "Schedule" > "New work schedule.
Check the days of the week that the company is open
Enter the start time and end time for each day
Click "Save"
You can learn more about managing schedules in the Manage Schedules Guide.
Add Leave Types
Once you have set up the working hours, you can start adding leave types. Leave types are the different types of time off that your employees can take, such as holidays, sick leave, etc. absentify comes with a few default leave types, but you can also create your own.
To add a leave type, go to "Settings" > "Leave Types" > "Add Leave Type".
Enter the name of the leave type
Enter the minimum daily absence unit.
Click "Save"
You can learn more about managing leave types in the Manage Leave Types Guide.
Create the Departments
Departments are used to categorize employees. This is helpful when you want to run reports or if you have different types of employees with different leave entitlements. You can also make the departments visible or hidden on the company calendar.
To create a department, select the "Settings" tab from the Navigation bar and click on the "Departments" button.
Click the "New Department" button
Enter the Department Name
Select Manager, Maximum absent (maximum number of users that can be absent in the department), and Allowance days.
Click "Create Department"
You can learn more about managing departments in the Manage Departments Guide.
Public Holidays
If your company has any public holidays, you can add them in absentify so that they are automatically factored in when calculating employee leave.
To add a public holiday, select "Settings" from the Navigation bar > "Public holidays" > "Add public holiday".
Enter the name of the holiday
Select Country
Click "Save"
The public holiday will now be visible on the company calendar and employees will not be able to book leave for that day.
You can learn more about managing public holidays in the Manage Public Holidays Guide.
This concludes the quick start guide. You should now have a good understanding of how absentify works and how to get started. For more information, please refer to the other guides in the Help Center.
Updated on: 08/03/2023
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