Request an absence
Users can request absences ahead of time or during the day of an absence (sick leave), to ensure appropriate capacity planning can be made by administrators.
To request an absence, employees can either use the +create button in the navigation bar at the top of their profile > request absence or navigate to Absence management > Calendar > Actions > request absence.
Users would need to input the following fields to submit their absence request.
- Absence type: Select the absence type (Vacation, sick leave, etc.)
- Start date: The start of the absence date
- Start day duration:
- Full day
- Half day (morning)
- Half day (afternoon)
- End date
- End day duration:
- Full day
- Half day (morning)
- Substitute*
- Comment
- Attachment: users can attach doctor's notes or other documents required for the absence type.
Once all fields are input, click Save to submit your request.
Employees will be able to see how many effective days are requested as well as the remaining absence balance with the specified start and end date selected. Based on the requested dates, employees will also be able to see other team members who are absent during this time.
Edit a requested absence
To edit a requested absence, simply navigate to the absence module > calendar. Select the bar that outlines the request on the specified date > click edit request or delete if you want to remove the request.
Absence reason field
When requesting sick leave, you may see an additional 'Reason' dropdown menu during the request process. This field appears if your admin has configured detailed absence reasons for the sick leave policy.
The reason dropdown allows you to specify the nature of your sick leave (e.g., "Own Illness", "Child Sick", "Doctor's Appointment"). This information helps your organization track absence patterns for reporting and compliance purposes. Depending on your company's settings, selecting a reason may be optional or required before you can submit your request.
If you do not see a reason dropdown when requesting sick leave, this means your admin has not configured absence reasons for that particular policy, and you can proceed with your absence request as usual.
When is the electronic certificate automatically requested?
The electronic certificate is automatically requested when all of the following criteria are met:
- An employee has a payroll policy assigned with DATEV as payroll provider AND
- eAUs are enabled in DATEV integration settings AND
- Has a valid DATEV Personnel number AND
- Has health insurance type set to either 'public' or 'other'
AND Absence
- Has been entered AND
- Is categorized as absence type 'sick leave' in the absence settings AND
- Requires a sick certificate after a specific number of days, as defined in the absence policy settings - E.g. Sick policy requires a certificate after 4 days; Employee requests sick leave for 4 days or less → eAU is not requested. If Employee requests sick leave for 5 days and more → eAU is requested.
Who can delete an absence?
- If an absence request requires approval, then only the following users can delete an already approved absence:
- Approvers
- People with absence admin permissions
- If an absence does not require approval, then each individual can delete their own absence or admins can delete them on their behalf.