Test absentify before your rollout (UAT)

Before you roll out absentify to everyone, let a small group test it. In a user acceptance test (UAT), your testers check that absentify, set up the way you configured it, supports your leave processes. This guide shows you how to prepare the test and gives you test cases to start from.

Test any plan free for one month. Email support@absentify.com at any time and tell us which plan you want to test. You can run your whole UAT in that month.

What a UAT checks

You don’t test absentify in general. You test your setup:

Do allowances, public holidays, and schedules deduct what your policy expects?
Do requests reach the right approvers?
Do users see only what your privacy settings allow?
Do the Microsoft 365 features and integrations you use work in your tenant?

The test ends with a sign-off: those responsible confirm that absentify can go live.

Prepare the test

Request your free test month

Email support@absentify.com and name the plan you want to use after the rollout. Test with that plan, so the test covers the features you will actually use. In the same email, you can ask for the test cases below as an Excel template. Compare plans in the plan feature matrix.

Set up your workspace

Work through the checklist before adding users. Use the workspace you will go live with. Your tested configuration then carries over to the rollout.

Choose test users

Pick at least one user per role: employee, manager or approver, HR admin, and Microsoft 365 admin. Add the special cases of your policies, such as part-time users, users with another public holiday calendar, or users with two approvers.Activate only your test users. Everyone else stays inactive: inactive users cannot sign in and do not receive emails. See Account status.To test Teams, Outlook, and calendar sync, test users must sign in with Microsoft 365.

Note your expected values

For each test case, write down what your policy expects, for example how many days a request should deduct. Testers compare the result with these values.

Agree on the rules

Decide who tests which cases, how long the test runs, and when it counts as passed. For example: every relevant test case passed, or every failed case has an accepted workaround. Also decide who signs off.

Run the test

Each tester works through their test cases and records the result and a status: Passed, Failed, Blocked, or Not relevant. Blocked means the case could not run, for example because a permission is missing.
For a failed case, add a screenshot and note the user, the dates, and the leave type.
If a result differs from your expected value, open the linked guide first. A deviation often comes from a setting, such as the schedule, the public holiday calendar, or the approver.
If absentify still behaves differently than described, contact support with the test case ID and your notes.

After the test

Cancel test requests that should not stay in your users’ calendars.
Delete test users you no longer need. Deleting removes their data and frees their seat. Archiving does not free a seat.
Record the sign-off.
Switch to the tested plan under Upgrade.
Activate the remaining users with the checklist before activating users, and send them the employee guide.

Test cases

The test cases cover the processes most companies use. Remove the ones you don’t need and add your own. The linked guides describe the expected behavior in detail. Where the result depends on your settings, such as the number of days deducted, compare it with your expected values.

Want the test cases as an Excel file with columns for results, status, and sign-off? Ask support@absentify.com for the UAT template.

ID	Role	Test case	Expected result	Guide
AC-01	Microsoft 365 admin, employee	Grant admin consent for absentify. Then a test user signs in with Microsoft 365.	The user signs in without a consent prompt.	Admin consent
AC-02	Employee	Open absentify in Microsoft Teams.	absentify is available under Apps or in the search, or pinned if your policy pins it. The user is signed in with Microsoft 365. Policy changes can take up to 24 hours.	Enable in Teams
AC-03	Employee	Open absentify in Outlook, if you deploy the add-in.	The add-in appears in the Apps sidebar or under More options.	Sign in on Outlook
AC-04	Employee	Open absentify in the Teams app on a phone.	absentify opens inside Teams. Users don’t install a separate app.	Mobile setup
AC-05	HR admin	Add a user and leave the account inactive. The user tries to sign in.	Sign-in is refused because the account is inactive. The user receives no emails.	Account status
AC-06	HR admin	Set a test user to Active.	The user receives a welcome email with sign-in instructions and can sign in.	Account status

Requests and allowances

ID	Role	Test case	Expected result	Guide
RQ-01	Employee	Open My calendar and check the allowance card.	The card shows the allowance you expect for this user.	Allowance summary
RQ-02	Employee	Request a week of vacation.	Before sending, the form shows Takes with the expected number of days. After Send request, the request is pending and the approver is notified.	Create a request
RQ-03	Employee	A part-time employee requests a full week off.	Only the employee’s working days are deducted.	Schedule
RQ-04	Employee	Request leave over a public holiday.	The form shows how many public holidays fall in the period. The holiday is not deducted, unless the leave type ignores public holidays.	Create a request
RQ-05	Employee	Request half a day, if a leave type allows half days.	The form deducts ½ day.	Create a request
RQ-06	Employee	Request more days than are available.	absentify does not accept the request and shows the available amount. With Ignore limit on the allowance, the request goes through.	Insufficient allowance
RQ-07	Employee	Record sick leave for yesterday.	The request is saved. Start dates up to 30 days in the past are possible within the current fiscal year. Older dates cannot be selected.	Past dates
RQ-08	Employee	Request a leave type that doesn’t require approval.	The absence is recorded right away, without an approver. A leave type without an allowance shows No deduction from allowance.	Leave type behavior
RQ-09	Employee	Cancel a request that hasn’t started.	The request disappears from the calendar, and the days are available again. Approvers and other involved users are notified.	Cancel a request
RQ-10	Employee	Change the dates of a pending request, if the leave type allows changes.	The approvers decide again. The request shows the Changed badge.	Change a request
RQ-11	Employee, representative	Request a leave type that requires a representative.	The representative confirms first. Only then does the approver receive the request.	Representatives
RQ-12	Employee	Create a recurring request, such as home office every Friday (Essentials or Plus).	The preview lists every date and shows conflicts before you send the request.	Recurring requests

Approvals

ID	Role	Test case	Expected result	Guide
AP-01	Approver	A test user submits a request.	The bell icon shows a badge for the request. The approver also gets an email or a Teams message, depending on their notification settings.	Notifications
AP-02	Approver	Approve the request.	The request is approved, and the requester is notified.	Approval requests
AP-03	Approver	Decline a request and enter a reason.	The requester is notified and sees the reason.	Approval requests
AP-04	Approver	Approve or decline from the absentify card in Teams.	The decision is saved directly from Teams. Decline asks for a reason.	Teams bot
AP-05	Approvers	Test your approval flow with two approvers (Essentials or Plus).	Linear: the approvers receive the request one after another. Parallel: all approvers receive it at once. All must agree: approved only when every approver approves. One must agree: one approval is enough.	Approval process
AP-06	Manager	Approve a request that is waiting for another approver in your department.	The request is approved. The employee and the original approver are notified.	Override requests
AP-07	Manager	Create a request for an employee in your department.	The request appears in the employee’s calendar and follows the same approval rules.	Requests for employees
AP-08	Manager	Cancel an employee’s future request.	The request disappears from the calendar. The employee and the approvers get an email.	Cancel for employees
AP-09	Employee	Request leave when your department’s Maximum absent limit is reached.	absentify blocks the request. An admin can override the limit when booking for a user.	Maximum absent
AP-10	Manager	Create a group request for a department (Essentials or Plus).	absentify books the absence for each user. Users who already have an absence in the period are skipped and listed with a note.	Group requests

Rules and visibility

ID	Role	Test case	Expected result	Guide
RU-01	HR admin	Open a test user’s Allowance tab under Settings > Users.	The rule and the yearly amount match your policy.	Review an allowance
RU-02	HR admin	Check a user who joins during the year.	The first year is prorated as set in How is a partial year counted? and rounded as set under Rounding.	Partial years
RU-03	HR admin	Invite a user into a department that has its own allowance rule.	The new user gets the department’s rule.	Department rules
RU-04	HR admin	Enter a user’s remaining leave from your previous system as Carryover.	Remaining includes the amount. absentify records the change with your reason.	Edit a year
RU-05	Employee	Open How this allowance works on the allowance card.	It shows the rule, including the carry-over limit and deadline your policy sets.	Check the calculation
RU-06	Employee	Open the team overview while a colleague is absent with a private leave type, such as sick leave.	The colleague’s absence shows as Absent. Department managers, assigned approvers, and admins see the actual leave type.	Absence privacy
RU-07	Employee	Open the team overview.	The user sees their own department. Other departments appear only if Other departments is on.	Other departments
RU-08	Employee	A user with a different public holiday calendar opens My calendar.	The calendar shows the holidays of the user’s own calendar.	Assign calendars
RU-09	Manager	Try to cancel an employee’s absence that has already started.	This works only if Retroactive absence management by department manager is on. Otherwise only admins can do it.	Retroactive management
RU-10	HR admin	Create the export you use for payroll or reporting under Settings > Export.	The file is Ready under Recent exports. It contains the approved test absences with the same deducted amounts as absentify.	Export

Microsoft 365 and integrations

Test only what you use.

ID	Role	Test case	Expected result	Guide
IN-01	Employee	Submit a request with a leave type that creates Outlook entries.	The entry appears in the user’s Outlook calendar, on request or after approval, as set on the leave type. The subject matches Event’s subject.	Calendar settings
IN-02	Employee	Cancel that request.	absentify removes the entry from Outlook.	Calendar entries
IN-03	Employee	Save an out-of-office template and select Send test email. Then book an absence.	The test message arrives in the user’s inbox. absentify schedules the automatic reply in Outlook for the absence.	Out-of-office replies
IN-04	HR admin	Sync a department to a shared or group calendar (Mini or higher). Then approve a matching request.	The absence appears in the shared calendar.	Shared calendars
IN-05	Microsoft 365 admin	Add a user to an Entra ID group that syncs to a department, with auto-creation on.	The user appears under Settings > Users as inactive, in the synced department. The group owners get an email to activate the user.	Group sync
IN-06	Microsoft 365 admin	Change a user’s manager in Entra ID. The user’s approver is synced from the Microsoft profile.	After the next profile sync, the new manager is the user’s approver.	Approver from Microsoft
IN-07	HR admin	Assign a new user to a group provisioned by SCIM, with auto-creation on (Plus).	The account is created as inactive in the synced department. Admins get an email to activate it.	SCIM
IN-08	HR admin	Subscribe a webhook to Request created and submit a request (Essentials or Plus).	Your endpoint receives the event. The Notification Log lists it with the status Success.	Webhook history
IN-09	HR admin	Run a Power Automate flow with the trigger When a new request is created (Essentials or Plus).	The flow runs when a request is submitted.	Create a flow
IN-10	Approver	Approve a request for a user in a team connected to Microsoft Shifts (Essentials or Plus).	The time off appears in the team’s Shifts timeline. Pending and declined requests do not. Canceling removes the entry.	Shifts sync
IN-11	HR admin	Create the DATEV LODAS (ASCII import) export for a month (Essentials or Plus).	The file is Ready under Recent exports. It contains approved absences only, with the Custom ID as personnel number.	DATEV LODAS export
IN-12	Employee	Request a full day of home office with work location sync on. An approver approves it.	The day shows as Remote in the Outlook calendar and on the Teams people card.	Work location
IN-13	HR admin	Approve an absence for a user in a department synced to timeghost.	An absence entry appears in timeghost, in the category you selected.	timeghost

​What a UAT checks

​Prepare the test

​Run the test

​After the test

​Test cases

​Sign-in and access

​Requests and allowances

​Approvals

​Rules and visibility

​Microsoft 365 and integrations

What a UAT checks

Prepare the test

Run the test

After the test

Test cases

Sign-in and access

Requests and allowances

Approvals

Rules and visibility

Microsoft 365 and integrations