Approve or reject absence requests
What is an absence request?
An absence application is an absence that an employee has submitted for approval.
This could, for example, be an application for vacation, sick leave, or other absence, depending on which absence codes your company uses.
Once the application is submitted, it must be approved or rejected by a manager, superuser, or other person with access to process absence.
Where do you see new absence applications?
On Dashboard you can see if there are unprocessed absence requests.
The number is shown under Absence requests.
Click on Absence requests on the Dashboard to open absence management.
Absence requests will also always appear at the top of your view under the Absence tab in Flow.
What do you see in the overview?
In absence management, you get an overview of submitted absence requests.
The overview shows, among other things:
- who submitted the application
- the period the application applies to
- department
- type of absence
- when the application was registered.
This makes it easier to review and process the applications.
How to process an absence request
- Find the request you want to process.
- Click on the request to see more information.
- Review the request.
- Select Reject, Approve, or Open and approve
What do you see when you open a request?
When you open an absence request, you can see more information before processing it.
You can see, among other things:
- details about the request
- comments from the employee
- balances, such as vacation and flexitime
- overview of self-certified sick leave
- overview of child's sickness absence
You can also write a message that is sent to the employee along with the processing of the request.
What do Reject, Approve, and Open and approve mean?
Reject
Select Reject if the absence request should not be approved.
You can write a message to the employee before rejecting the request.
Approve
Select Approve if the application should be approved without you needing to open and change the absence first.
When you approve the request, the absence is automatically created. You will then receive a brief summary of the absence that has been created.
Open and approve
Select Open and approve if you want to check or change the information before the absence is saved.
A pre-filled absence form will open. You can make the necessary changes before clicking Approve.
When you approve, the absence is created for the employee.
When can you use easy approval?
Easy approval means that you can approve an absence request directly from the overview, without opening the application first.
Administrators in the company can define per absence code whether easy approval should be available. This is done under Admin - Absence - Absence Codes.
If easy approval is not available for an absence code, you must open the request before it can be approved.
Frequently asked questions
Must all absence be approved?
No. Only absence submitted by employees as an application needs to be approved. Absence registered directly by a manager does not require approval.
Where do you find absence applications awaiting processing?
You can find them on Dashboard under Absence requests, or under the module Absence at the top of the view.
What happens when you approve an absence request?
When you approve an absence request, the absence is created for the employee.
The employee will receive a notification that the absence has been approved in My Capitech.
What is the difference between Approve and Open and Approve?
Approve approves the application directly. Open and Approve opens the absence first, allowing you to check or change the details before saving.
Can you send a message to the employee?
Yes. You can write a message that will be sent to the employee when you process the request.