Request for absence
You can request an absence on the main panel, on the Attendance/absence tab > My attendance/absence tab.
The offered attendance/absence types are predefined by the system administrator.
Typically, this includes vacation, home office, business trip, sick days, doctor's visits, or sick leave.
Select the type of absence you want to enter and click on it. A window with the absence entry form will open.
You will find the following attributes on the form:
- Used: How many absences have already been used for the given type.
- Available: The balance that is available to request a given absence type.
- From - to: From when to when the absence will last.
- Pre-fill my work schedule: By checking this checkbox you can pre-fill the employee's regular working hours. This function is used to make it easier to enter the hours of planned absence during working hours. Future working hours are also taken into account - for example: The employee is currently working full-time (8 hours), but from next month his working hours will be reduced to 6 hours (he has already created a milestone). If he were to request leave this month, the working hours would be 8 hours, if he were to request leave for next month, the working hours would be 6 hours.
- Period: The number of hours of absence for each day of absence. It varies based on what the "Limit per day" was set to for the selected absence type:
- No limit: The employee sets in the application how long the absence will last = any time from - to and the number of hours.
- Min/Max values: The employee must enter the minimum or maximum number of hours allowed per day in the absence request. If the employee does not comply with these values on the absence request, an information message will be displayed and the employee will not be able to save the request.
- Preset values: The employee can set the start time in the absence request and the end time will be automatically calculated based on the selected number of hours. - Delegate: A person you have chosen to represent you during your absence. The substitute will be automatically notified by email.
- Delegate will handle absence requests for me: If you check this checkbox, your chosen representative will approve absence requests for you during your absence. For detailed information, see the article Approval during absence by a representative.
- Message
- Receiver of your request: The person who will receive the absence request.
Information about absence and possible replacement will be visible to other employees in the PINYA HR calendar.
If the absence type balance shows sufficient days available, you can request an absence. Select the period in which you will be absent and submit the request to the approver for approval.
You will see whether your approver has approved or rejected your absence in the scheduled entries panel. You will also be notified by email about the approval or rejection of your absence.
If you request a type of absence that is not subject to approval, information about your absence will be recorded in the planned records panel. If you have been granted the necessary permissions (assigned by the System Administrator), you can edit (pencil symbol) or delete (cross symbol) your absence here.
The notification recipient will be automatically informed about the modification or removal of your absence.
You can also find a summary of your absence on your profile in the Attendance/absence section.
