In this article, you will learn how to create new absences for employees, including vacation, sick leave, or unpaid leave. You will also learn how to handle special cases such as half days and additional information required for sick leave.
Creating Absences as an HR Admin
No additional features are required to create absences. HR Admins can create absences at any time.
1. Open the “Absences” section
Select “Absences” from the left-hand main menu. The absence calendar for the selected month will open.
2. Open the “Add Absence” form
Click the blue “Add Absence” button in the top right corner. A side panel will open with the absence form.
3. Select the employee
Choose the employee for whom you want to create the absence. Only active contracts are displayed.
4. Define the absence type
Open the Absence Type field and select the appropriate type, such as Vacation, Sick Leave, Sick Child, or Special Leave. Depending on the type, additional fields may appear.
5. Select the period in the calendar
Click the Start Date and End Date fields to open the calendar and select the desired period.
In the calendar, you will see additional information for the selected employee and time period displayed as (semi-)circles:
Grey: Regular working day with no existing absence
Red: An absence has already been recorded
Purple: Public holiday
Full circles represent full calendar days, while half circles represent half days. Choose a period that aligns with your company’s internal policies.
6. Record full or half days (vacation only)
For vacation absences, use the Duration section to specify whether the absence consists of full days or half days. You can define separately for the first and last day whether they should be counted as half days (e.g. morning only).
This allows you to record absences such as a single half-day or multiple days with a half day at the start or end.
7. Add a comment (optional)
In the Comment field, you can add a short note about the absence, such as internal remarks or special details. The comment helps clarify any follow-up questions more quickly.
8. Create and review the absence
Click “Add absence” to add the absence. You will be taken directly to the calendar overview showing the month in which the absence is scheduled.
By clicking on the calendar entry, you can review the entered details again.
Special details for sick leave
When Sick leave is selected as the absence type, additional input fields are displayed.
When creating a sick leave entry, it is important to complete all fields as fully as possible. This information may be relevant for insurance cases or reimbursements.
1. Mark as follow-up certificate
Enable the Follow-up Sickness option if this is a continuation of a previous illness because the initial absence period was not sufficient. This clearly indicates that the sick leave is ongoing.
2. Record an accident
Indicate whether the sick leave is due to a work-related accident. This information is important for further processing and, if applicable, for insurance purposes.
3. Enter the date of the doctor's note
In the Date of medical certificate field, enter the date shown on the sick leave certificate. This date helps track the course of the illness and ensures that statutory deadlines are correctly observed.