In this article, you will learn how to view all absences clearly, create new absences, and review the vacation history of individual employees.
What’s included in the absence calendar
When you access the “Absences” menu from the main navigation on the left as an HR admin, you will see:
All active employees for the selected calendar month
On the left-hand side, a table displays the personnel number, first name, and last name of all employees who were active in the selected calendar month.
By default, the list is sorted by last name. You can change the sorting to employee ID or first name by clicking the respective column header.
Monthly calendar overview
The calendar displays the currently selected month with all employee absences.
You can switch between months and view any period of time.
When hovering over certain calendar elements, additional information appears, such as:
Which day is today
Upcoming public holidays
Colour codes in the calendar
Absences and special days are highlighted using colours. Typically, the following applies:
Green: Approved absences (any absence type)
Yellow: Pending absence requests that have not yet been reviewed
You can differentiate absence types through the icons in use. Vacation, sickness leaves, and all other types each share a unique icon.
Display of full and half-day absences
The calendar correctly displays half days as well as multiple absences on the same day. This allows you to see at a glance whether an employee is absent for part of the day or the entire day.
Actions available on this page
As an HR admin, you can perform all relevant actions from this page.
Add absences
Click the blue button in the top right corner labeled “Add Absence” to create new absences for employees.
Review an employee’s vacation history
Click on the employee’s row in the table on the left to open the annual overview with balances and previous bookings. You can switch between calendar years.
Review an employee’s absence bookings
Click on the employee’s row to open the annual overview. Then select “Bookings” to view detailed absence entries.
Open the annual vacation overview
Use the “Modify the Annual Balance” button at the top to switch from the absence calendar to the annual overview of vacation balances for all active contracts. You can switch between calendar years in this view.
If a balance does not appear to be correct, you can make adjustments directly in the annual overview using the pencil icon.
Manage public holidays
Click “Manage holidays” to adjust the public holidays configured for your company.
First, select the applicable federal state.
Review requests
Pending requests
Above the absence calendar, you will see a “Pending requests” section on the left. Clicking it switches the menu to the “Pending” tab, where you can review and respond to all open absence requests.
Approved entries
Above the absence calendar, on the right-hand side, you will see a section labeled “Approved Absences.” Click it to switch to the “Approved” tab and review all approved requests for the selected month.
Declined entries
In the “Declined” tab, you will find all absence requests that were not approved. Here, you can review the reasons for rejection if needed.