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
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.
Additional options include Absent today where absentify will automatically filter other employees or managers who are not present today. All Departments will automatically turn off the department filters.
For example, by filtering according to who's Absent today, Alex shows up since he's on unpaid vacation and Henrietta since she has taken a sick day.
You may not be able to view the specific details of certain leave types for employees outside of your department. This depends on how your tenant admin has configured the privacy settings for your company. For more information on privacy settings for individual users, please refer to our support guide.
Click on the My calendar page to see an overview of the whole year, including:
Year: This section shows you all the stats about your deductible leave.
Your allowance: The amount of paid vacation days you receive for the displayed year
Carried over: The amount of vacation days have rolled over from last year
Days remaining: The amount of days you're allowed to book for the displayed year
You may notice a second allowance section showing you the same stats outlined above. This will apply if your company offers you multiple allowance types per fiscal year.
Non-deductible leave: This section shows you all the stats about your non-deductible leave. These leave types have an unlimited allowance quota, but some may require approval.
Your public holidays will show up in your calendar according to your set language preferences. Click here for more information on how to update your language.
To view the previous or upcoming fiscal years, you can easily flip through by clicking on the arrows at 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.
If you haven't heard from your approver within 24 hours regarding your request, you have the option to send their approver a friendly reminder via E-mail 24 and again 48 hours after the request was created. This feature ensures that the approvers are promptly notified of pending requests, avoiding any delays in the approval process!
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 profile photo and selecting Your Preferences from the drop-down menu.
Under General, you can change to following:
Language: Select your preferred language from the drop-down menu.
Time zone: Select the time zone where you are located. This ensures that your leave requests align with the working hours where you live.
Date format: Specify your preferred display date.
Time format: Decide between a 12 or a 24-hour clock.
Week start: Select which day you'd prefer to have shown as your week start.
Calendar weeks: Activate this toggle to display the calendar weeks from the My Calendar page.
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. Note that if your admin has deactivated customization by the user, this will not be visible.
Under Notification Settings, you'll have the option to set your Outlook or Teams notifications for various updates including:
Calendar notifications: Activate this toggle to receive notifications to add events to your calendar. By keeping this toggle deactivated, your leave booked absentify will automatically be carried over to your Outlook calendar.
Please note that for some users the toggle for Calendar invitations might not be displayed, depending on how your company has set up this feature.
Absence request notifications: Allow absentify to send you notifications via E-mail or Teams by selecting an option from the drop-down menu.
absentify updates: Activate this toggle to receive updates on the latest features an improvements - including useful how-to's! We are constantly looking to improve the app and would love to hear your Feedback on our Roadmap. Your recommendation could be the next feature you see pop up on your updates notifications!
Birthday and anniversary reminders: Never forget to wish your colleagues happy birthday again by activating this toggle.
Weekly absence summary: Receive a weekly absence summary of all your upcoming absences.
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!
For further assistance, feel free to contact absentify support. We're here to help you make the most out of absentify!
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
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.
Additional options include Absent today where absentify will automatically filter other employees or managers who are not present today. All Departments will automatically turn off the department filters.
For example, by filtering according to who's Absent today, Alex shows up since he's on unpaid vacation and Henrietta since she has taken a sick day.
Hint:
You may not be able to view the specific details of certain leave types for employees outside of your department. This depends on how your tenant admin has configured the privacy settings for your company. For more information on privacy settings for individual users, please refer to our support guide.
My calendar
Click on the My calendar page to see an overview of the whole year, including:
Year: This section shows you all the stats about your deductible leave.
Your allowance: The amount of paid vacation days you receive for the displayed year
Carried over: The amount of vacation days have rolled over from last year
Days remaining: The amount of days you're allowed to book for the displayed year
You may notice a second allowance section showing you the same stats outlined above. This will apply if your company offers you multiple allowance types per fiscal year.
Non-deductible leave: This section shows you all the stats about your non-deductible leave. These leave types have an unlimited allowance quota, but some may require approval.
Your public holidays will show up in your calendar according to your set language preferences. Click here for more information on how to update your language.
To view the previous or upcoming fiscal years, you can easily flip through by clicking on the arrows at 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.
Reminder E-Mails
If you haven't heard from your approver within 24 hours regarding your request, you have the option to send their approver a friendly reminder via E-mail 24 and again 48 hours after the request was created. This feature ensures that the approvers are promptly notified of pending requests, avoiding any delays in the approval process!
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 profile photo and selecting Your Preferences from the drop-down menu.
General
Under General, you can change to following:
Language: Select your preferred language from the drop-down menu.
Time zone: Select the time zone where you are located. This ensures that your leave requests align with the working hours where you live.
Date format: Specify your preferred display date.
Time format: Decide between a 12 or a 24-hour clock.
Week start: Select which day you'd prefer to have shown as your week start.
Calendar weeks: Activate this toggle to display the calendar weeks from the My Calendar page.
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. Note that if your admin has deactivated customization by the user, this will not be visible.
Notification Settings
Under Notification Settings, you'll have the option to set your Outlook or Teams notifications for various updates including:
Calendar notifications: Activate this toggle to receive notifications to add events to your calendar. By keeping this toggle deactivated, your leave booked absentify will automatically be carried over to your Outlook calendar.
Please note that for some users the toggle for Calendar invitations might not be displayed, depending on how your company has set up this feature.
Absence request notifications: Allow absentify to send you notifications via E-mail or Teams by selecting an option from the drop-down menu.
absentify updates: Activate this toggle to receive updates on the latest features an improvements - including useful how-to's! We are constantly looking to improve the app and would love to hear your Feedback on our Roadmap. Your recommendation could be the next feature you see pop up on your updates notifications!
Birthday and anniversary reminders: Never forget to wish your colleagues happy birthday again by activating this toggle.
Weekly absence summary: Receive a weekly absence summary of all your upcoming absences.
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!
Need help?
For further assistance, feel free to contact absentify support. We're here to help you make the most out of absentify!
Related articles:
Create out of office replies
Record sick leave
Install absentify in Teams
Updated on: 10/11/2024
Thank you!