Absence calendar

Die Agenturverwaltung calendar view

The calendar view consists of a button (top left) with which a new absence request can be created.

Above the calendar we find a paging function that lets us move forward or backward on the timeline to view a different period. The length of the period depends on the size of your browser window.

Below the calendar there is an overview of the team's total capacity in hours. This graphic is only visible if the user has the corresponding permission.

At the very bottom we find a legend that shows the different possible absence types.

Representation of different use cases in the calendar

In this example it is easy to see that the approved and requested absences in calendar week 15 overlap and that at times only one person would be present.

Request new absence

Via the green button at the top left, users — if they have the permission to do so — can make entries in the calendar for themselves and, if they are also authorized, for others.

Whether an entry immediately appears as approved in the calendar depends on which absence type was selected and whether that type requires a substitute and/or approval.

More on configuring absence types can be found here:

Absence types

Absences requiring a substitute

If an absence type requires a substitute, the requesting user must already select a substitute when submitting the request.

The substitute then receives a notification and finds a new followup in their followups ...

... asking them to either accept or decline the substitution.

Absences requiring approval

If the substitute requires approval, after the request a followup is assigned to the persons who are listed as approvers in the absence type.

The assignment for an absence type that requires a substitute only occurs after the substitute has accepted.

Approval by two people

If it is defined in the absence type that approval must be given by a second person, the approvers assigned for the second approval receive a followup requesting approval only after the first approval has been granted.

Deviations from the process

Assign substitute (instead of requesting)

In the calendar an absence can be opened at any time by a suitably authorized person with a click. In the dialog, on the "Substitute" tab a person can simply be selected. The substitute is then simply assigned to that person; they have no option to decline the substitution, but are informed of the assignment via a notification.

Approve absences (even without substitute, first or second approval)

In the calendar an absence can be opened at any time by a suitably authorized person with a click. In the "Approval" tab of the dialog an approval can simply be given here — regardless of whether a substitute or first and second approval is required.

Data protection & absence types

For employees without the permission Absences > Calendar > recognize other users' absence types the reason for absence is not visible to other employees from the calendar. It is only possible to see whether a user is absent or present. Planned (i.e. not yet approved) absences are also shown as hatched here — but without an absence type.

For Yvonne in this example, the type is only recognizable by color on her own absences:

Change or delete absences

By clicking on an absence in the calendar a dialog opens that allows me to change the absence type.

In the "Delete absence fully or partially" tab I can also either delete the clicked day or the entire absence request.

Any existing followups for substitutes or approvals will then also be deleted.

Subscribe to calendar as iCal

You can also subscribe to the absence calendar with your Apple iCal, Google Calendar or Outlook calendar.

How to do that is explained here:

iCal integration