The Leave Types section in absentify allows administrators to create, customize, and manage categories for employee absences. This enables precise tracking, calendar integration, and alignment with organizational policies.

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Overview of leave types

The Leave Types section provides an overview of all configured leave types. Each leave type can be customized with unique properties, such as:

  • Name: Displayed in the user’s calendar and reports.
  • Color and Icon: These visual identifiers can only be adjusted in the leave types list view after the leave type is created. They cannot be changed within the creation or edit dialogs.

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Adding a new leave type

  1. Navigate to Settings > Leave Types and click + Add a new leave type.
  2. Fill in the details for the leave type:

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General settings

  • Name: Specify a clear, descriptive name (e.g., “Vacation,” “Sick Leave”).

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Calendar synchronization

  • Enable Calendar Synchronization:
    • Synchronize upon entry creation: Adds the absence to the employee’s calendar when the request is created.
    • Synchronize upon approval only: Adds the absence only after approval.
    • Synchronization disabled: Prevents the absence from syncing to calendars.

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Outlook and iCal synchronization settings

The displayed synchronization options depend on the permissions granted for accessing Microsoft Outlook calendars via the Graph API:

  • If permissions are granted:

    • Outlook Calendar entry show as: Define how the entry appears in Outlook (e.g., “Out of Office,” “Busy”).
    • Event subject: Customize the event title for clarity in shared calendars.

  • If permissions are not granted:

    • The iCal Synchronization Settings are shown instead:
      • iCal event entry show as: Define how the entry appears in iCal (e.g., “Out of Office”).
      • Event’s subject: Optionally customize the subject of the calendar entry.

For private leave types, consider using neutral event subjects such as “Absent” to maintain confidentiality in shared calendars.

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Allowance and tracking

  • Deduct from allowance:
    Enable to link the leave type to an allowance for automatic tracking and deduction. Configure additional options:

    • Ignore public holidays: Treat public holidays as regular workdays for deductions.
    • Ignore schedule: Deduct only for scheduled working days; excludes non-working days automatically.

  • Duration unit: Specify the smallest unit for leave requests:

    • Days
    • Half days
    • Hours
    • 30, 15, 10, or 5-minute increments.

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Approval and privacy

  • Requires approval:
    Enable this toggle to ensure requests require approver action. Disable to allow self-service additions.
  • Reason mandatory:
    Require employees to specify a reason when submitting a request.
  • Privacy:
    When enabled:
    • Absence details are restricted to the requesting employee, approvers, department managers, and admins.
    • Other employees only see “Absent” in team views or reports.
    • It’s recommended to use neutral Event subject values for calendar synchronization to maintain privacy in shared Outlook or iCal calendars.

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Department integration

  • Include in maximum absent:
    Enable to include the leave type in department absence calculations, ensuring limits are respected.

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Editing a leave type

  1. Navigate to Settings > Leave Types.
  2. Click the pencil icon next to the leave type you wish to edit.
  3. Update the settings (e.g., name, linked allowances, or approval requirements).
  4. Save your changes.

Changes to leave types apply retroactively to existing records. Review potential impacts before making updates.

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Deleting a leave type

To remove a leave type:

  1. Navigate to Settings > Leave Types.
  2. Click the trash icon next to the leave type.
  3. Confirm the deletion.

Deleting a leave type prevents new requests but does not affect existing records. Ensure the leave type is no longer in use before deleting.

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Best practices for leave type management

  • Align leave types with policies: Ensure leave types match company guidelines and legal requirements.
  • Regularly review configurations: Keep settings up-to-date as organizational needs evolve.
  • Use clear naming conventions: Descriptive names help employees and managers understand their options.
  • Link allowances carefully: Avoid overlapping allowances unless intentional.
  • Maintain confidentiality: When configuring private leave types, use neutral terms like “Absent” for event subjects in calendar synchronization.

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