Record an absence
Record sick leave, a medical appointment, vacation days or any other absence on behalf of an employee from the admin panel.
- For Administrators · Supervisors
- In Panel
Use this guide when an employee tells you about an absence some other way (a sick note, an email, in person) or when you want to record days they have not requested from the app. Absences you record from the admin panel are accepted straight away.
Before you start
- You need to be an administrator with permission to create absences, or the supervisor of the employee's department.
- The absence type you are going to use (for example "Vacation", "Sick leave" or "Medical appointment") must exist in Absence types. If you want the absence to deduct vacation days, the type must be marked as Vacations.
- Absences are always for whole days. For a few hours (for example, a two-hour medical appointment), consider recording compensatory time or having the employee clock a leave with Permissions from the app (Clock in and out).
Steps
Open the new absence window
In the admin panel, go to Absences and click Add absence (the button with the plus sign).
You can also do it from Calendar: choose the employee in the list on the left and click Add absence. That way the employee is already selected.
Choose the employee and the type
In Employee, choose the person (for example, Laura Gómez). In Type of absence, choose the reason.
If you like, write a Description, for example "Sick note from 3 March". Absences do not accept attachments, so the description is the place to note references.
Choose the date
- For a single day, leave the One day tab and choose the day.
- For several days in a row, open the Several days tab and choose the first and last day. In Include weekends choose:
- No to record only Monday to Friday (the usual choice for vacation).
- Yes to record every calendar day in the range (the usual choice for sick leave).
You can choose past dates, for example to record sick leave that started the week before.
Create the absence
Click Create. If you chose several days, a bar shows the progress, because Inallow saves one absence for each day.
When it finishes you will see "Absence created" or "Absences created".
Several employees at once
To record the same absence for several people (a day the centre is closed, a training session…), in Absences click Add multiple absences. In Employees choose all the people and fill in the rest as above. If an absence cannot be created, the window shows it under Uncreated absences with the employee and the date.
What happens next
- The absence appears in Absences › Accepted, in the Team chart and in the employee's Calendar, with your name as Responsible.
- If the type is marked as Vacations, each day deducts one of the employee's Available days.
- If an administrator records it, the employee gets the notification "Absence request accepted!" in the app for each day recorded. If a supervisor records it, no notification is sent.
- The employee sees the absence on their app calendar.