Absences

In Die Agenturverwaltung, absences mean, for example, absence due to illness or vacation.

The team's absences can be viewed in a calendar view.

Preconfigure absence management for your company:

This video is the complete setup guide for companies that want to configure their absence and vacation management, representation and approval management, employment relationships, migration of remaining vacation entitlements in Die Agenturverwaltung. It takes about 25 minutes and covers all topics, in particular:

• Which absences exist, which require a substitute, which require approval?

• How is an employee's vacation entitlement defined?

• How are public holidays and company shutdowns taken into account?

• Who can view the absence calendar?

• Request vacation

• Take over vacation cover

• Approve vacation

• Bypass defined process as administrator

• Subscribe to the absence calendar in Apple Calendar, Outlook Calendar and Google Calendar

Enter a new absence for a team member

Via the "New entry" button, appropriately authorized users can enter an absence into this calendar for other employees (or employees can only for themselves).

In the first step the absence type (vacation or illness) is specified and in the second step the period of absence. The period can span weekends, an employee's days off, public holidays and even absences like illness. The system determines the remaining working days and calculates the required period for the new absence.

Request absence: Half days can be set via the small button

Recording half days of absence

When creating the absence request, a user can configure for each individual day of the absence using a small switch whether it should be a half vacation day.

In the calendar, half-day absences are displayed like this:

Why is the absence calculated in hours? How long a working day is depends on the employee's employment relationship. If an employee, for example, works 36 hours per week (because they are only present half a day on Fridays), a week of 5 days of vacation would correspond to only 36 hours. If the employee took vacation on a Friday, the vacation day here would correspond to only 4 hours.

Edit absences

An absence can be edited by clicking on one of the absence days. A dialog then opens in which the absence type and number of hours of the absence for the respective day can be edited.

Enter half vacation days If an employee has vacation on a Wednesday and usually works 8 hours on Wednesdays, 4 hours can be entered in the dialog here if it is only a half vacation day.

It is also possible here to delete the absence of the respective day or to delete the entire period - for example all entries of a vacation - of the absence.

Permissions for the absence calendar

So that employees a) can view the team's calendar and b) as before can enter vacation and illness for themselves, the corresponding permissions must be granted in the respective user groups.

Important note on data protection We recommend not to authorize the entire team to also be able to view the absence type (for example "illness") of other users. Absences are then simply shown grey in the calendar, regardless of whether it is vacation or, for example, absence due to illness.

View for the employee "Alexandra Kuglers" without permission to see other users' absence types.

In the above example Alexandra Kuglers is not authorized to view other employees' absence types, therefore these are only recognizable as greyed out - it is not apparent to Alexandra which employee is sick or on vacation or on parental leave, only whether a person is present on a certain day or not.