In absentify, you can log various types of absences based on your company’s setup. Common absence types include vacation, sick leave, and home office, though your organization may have customized types with specific rules, allowances, or approval processes. Follow the steps below to create an absence request.

1

Start a new absence request

To create a new absence request, go to the Overview page and click on Create request. Alternatively, you can click directly on the date(s) in your calendar for the desired absence period.

2

Choose the type of absence

In the request form, open the Leave type dropdown menu. Select the type of absence you need to request, such as vacation, sick leave, or home office. Some types may display (Deductible) next to the name, indicating they will impact your leave allowance.

Note: Absence types marked as (Deductible) in the dropdown will typically reduce your leave allowance by the calculated number of days, while non-deductible absences will not. The number of days deducted may account for your working schedule and public holidays, but these settings are customized by your company.

3

Set the duration and details

  • Duration: Specify the start and end dates for your absence. The system will automatically calculate the number of days deducted based on your work schedule and any holidays within the period. For example, weekends or holidays may not count against your allowance, but this setting can vary based on your company’s configuration.

Note: You can only create absence requests for the current year or the upcoming year (according to your company’s fiscal year settings). If you need to plan further in advance, please consult your HR administrator.

  • Reason (optional): Depending on the absence type and your company’s settings, you may be required to provide a reason for your absence. Fill this in if prompted.
  • Attachment (optional): If document uploads are enabled for the selected leave type, you will see an Attachment field. Click Upload or drag and drop files to attach supporting documents to your request. Depending on your company’s plan:
    • In the Essentials plan, you can upload one document per request (max. 2 MB).
    • In the Plus plan, you can upload multiple documents per request (max. 15 MB per document).
4

Submit the request

Once all information is complete, click Send request to submit your absence request. If the absence type requires approval, your manager or approver will be notified. If approval is not required, the request will be logged immediately.

5

View your request status (optional)

After submitting, you can see your absence request logged on the Overview page. Here, you can track its status to see if it’s pending, approved, or declined.

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Viewing absence details

Clicking on a specific day for an absence opens a detailed dialog box with the following information:

  • Leave type and duration: Displays the type of leave (e.g., “Vacation”) along with the start and end dates. For day-based absences (including multiple days or half-day absences), the time settings will reflect your company’s configuration, such as Morning, Afternoon, Lunchtime, or End of day. For absences tracked by the hour, specific times are displayed according to your profile settings.
  • Reason: If a reason for the absence was provided during the request creation, it will be displayed here.
  • Status: Shows the current status of the leave request:
    • Pending: The request is awaiting approval from your manager or approver.
    • Approved: The request has been approved and is officially recorded.
    • Declined: The request was declined. You may need to adjust details and resubmit if necessary.
  • Process status: Details the approval process, indicating who needs to approve the request and their decision status.
  • Take from allowance: Specifies the number of days (or hours) deducted from the employee’s leave allowance, if applicable.
  • Request created: Indicates the date and time when the leave request was originally submitted.
  • Request created by: Shows the name and profile picture of the person who created the request.
  • Files: If documents were uploaded as part of the absence request, they will be displayed here under Files. You can download these attachments by clicking on the file name.

If you are viewing another team member’s leave, you will only see the details you’re authorized to view. For your own leave requests, all relevant details are accessible.

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Reminder Emails

If your request requires approval and you haven’t received a response within 24 hours, you can send a reminder email to the approver. This option becomes available 24 hours and again 48 hours after the request is created. Sending a reminder helps ensure approvers are promptly notified of pending requests, avoiding delays in the approval process.

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Outlook calendar integration

Once your request is submitted, absentify will automatically add the absence to your Outlook calendar if your company has granted the necessary Microsoft permissions. If these permissions aren’t set, you’ll receive an iCal invitation via email to manually add the event to your calendar. Companies can also disable this feature entirely.

If you need further assistance, please contact your HR administrator for specific guidance on your company’s absence policies and settings.

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