Absence Requests

 

Absence requests are completed via Timesheet > Absence Requests.

 

At the top of the Absence Request, there is a section to show the status of the Request and the Approver of the users request.

 

 

Below is a list of topics that provide details on the Timesheet > Absence Requests section.

 

Absence Request types

Submitting an Absence Request

Absence Request statuses

Holiday carry over requests

Reviewing absence requests

Absence Requests History

 

Absence Request types

The first stage in creating an Absence Request is to choose the request type.

 

 

The radio becomes read only after selecting a day from the calendar.

 

This section is configured in Admin > Company Settings > Non Project Activities.

Submitting an Absence Request

Full day absence requests 

To select the days to be requested as leave, click on a day that has not been submitted, approved or is set as regional holiday from the calendar.

 

  1. Click the radio button that corresponds to the type of absence request you wish to make.

  2. Select the days you wish to request by clicking on the appropriate dates in the calendar.

  3. When all dates have been selected, click Submit for approval.

Half day absence requests

To submit a half day absence request, you must tick the box before selecting a day in the calendar.

 

  1. If the request is for a half day, tick the Half Day check box.

  2. Click the radio button that corresponds to the type of absence request you wish to make.

  3. Select the days you wish to request by clicking on the appropriate dates in the calendar.

  4. When all dates have been selected, click Submit for approval.

  Note: It is also possible to have a combination of full days and half days in the same request.

Absence Request Statuses




 

Request Status

Request Description

The absence request is in a draft status.
This request can be edited before being submitted or removed by clicking on the date again.

The absence request is in a submitted status.
The request can be edited and re-submitted.

The absence request has been approved.
The request can be edited or cancelled if the permissions have been set.

Note: A user can only cancel an approved absence request if the option is configured in Admin > System Settings > Approval settings.

The absence request has been rejected.
The request can not be edited but the date can be re-used as a new request.

The absence request has been cancelled.
The date can be re-used as a new request but the request can not be edited.

Note: A user can only cancel an approved absence request if the option is configured in Admin > System Settings > Approval settings.

This is a regional holiday where absence requests cannot be submitted unless the regional holiday is half day.
The request can not be edited or cancelled in this section.

This is a non-working day as set in the user's profile, i.e. their core working hours for this day are set to 0.
This date cannot be used for a request.

 

 

Holiday carry over request

To request Holiday Carry Over:

  1. Enter the number of days in the Request carry over days field

  2. Select the Carry over from years relevant to your request.

  3. Click on Submit for Approval to submit the request.

 

The request will then be sent to your approver to approve or reject the request.

 

Reviewing absence requests

Details of your annual Entitlement, Personal Holiday, Unpaid Leave and Non Working Time are displayed in the Absence Requests panel.

 You can click the four panel heading to hide/show details. If your user profile is set to manage holiday entitlement in hours, then hours and days figures will be displayed.

Note: If your user profile is set to manage holiday entitlement in days, then days only figures will be displayed.

 

Your timesheet will also automatically be populated with the approved Non Project Activity if this has been configured by your Administrator in Admin > Company Settings > Non Project Activities.

 

Absence Request History

Absence Request History shows details of all previously submitted requests displayed by Start Date and details the status of each request.

The filters at the top of the screen can be used for to narrow down the ranges for sorting and selecting absence requests.

Filter type

Filter Description

Start Date

The Start Date filter can be used to narrow down the selection by the start date of the request.

Click on the down arrow and select from the drop down list.

End Date

The End Date filter can be used to narrow down the selection by the end date of the request.

Click on the down arrow and select from the drop down list.

Days

The Days filter can be used to sort in ascending and descending order the number of days selected by request.

Type

The Type filter can be used to narrow down absence requests based on each type setup.

This is configured by your administrator in Admin > Company Settings > Non Project Activities.

Status

The Status filter can be used to narrow down the selection by status of the request.

 The options are Draft, Submitted, Approved, Rejected or Cancelled requests.

Cog Indicator

The Cog Indicator at the end above the Status filter provides four options.

Hover over and click on the required selection from the drop down list:
  • Show Scroll Bar will switch off the scroll bar down the right hand side of the list of Holiday Requests if there are more entries than can be viewed on one screen.
  • Set Maximum Table Results allows you to select the number of entries to view on the screen to improve response time.
    Note: If there are more than the number you set then the Cog Indicator will show red to notify you to apply a sort or filter.
  • Export Visible Entries to CSV will allow you to export the entries shown on screen to a Microsoft Excel comma separated variables file to either Open and view or Save.
  • Reset Filters will clear any filter selections applied and reset them to All to display all entries.

 

The Approval Notes box contains any notes from the Absence Request Approver.

 

 

 

 

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