Absences
Review your team's absences and vacation days, accept or reject requests and record absences on behalf of employees.
In Absences you manage employees' vacation days, sick leave, leave and any other absence type. Here you see who is absent each day, answer the requests employees send from the app and record yourself the absences they tell you about some other way.
To open it, click Absences in the admin panel's side menu.
Parts of the screen
At the top you have:
- Search employee ...: filters the cards by the employee's first name, surnames or email. It only appears on the Pending, Accepted and Rejected tabs.
- Date range: choose the period of absence days you want to see. By default it runs from 7 days ago to 20 days from now. The range can be one year at most; if you choose a longer one you will see the warning "Invalid date range". It also only appears on Pending, Accepted and Rejected.
- Tabs: Team, Pending, Accepted, Rejected and Summary. Team opens when you go in.
- Add absence (button with the plus sign): records an absence for an employee.
- Add multiple absences (button with a person and a plus sign): records the same absence for several employees at once.
Team tab
It shows a monthly chart: one row per employee and one column per day of the month. Each day with an absence has a mark in the colour of its absence type:
- Filled mark: accepted absence.
- Hollow mark: pending absence.
Rejected absences do not appear. Use the arrows next to the month to change month.
You can filter the chart with:
- Filter employees: shows only one employee.
- Filter by department: shows only the employees of one department. Supervisors do not have this filter, because they only see their own departments.
- Filter by center: shows only the employees of one work centre.
If no employees match the filters, you will see "No employees with absences found".
Pending, Accepted and Rejected tabs
Each tab shows the absences in that status within the chosen date range, as cards. Consecutive days for the same employee and the same absence type are grouped into a single card. If there is a gap between two days (for example, a weekend that was not recorded), they appear on separate cards.
Each card shows:
- The employee and the absence type.
- The description, if the employee or whoever recorded it wrote one.
- Days requested: the number of days on the card.
- Day (if it is a single day) or From … to … (if there are several).
- Date of application: when it was created.
- Responsible: who accepted, rejected or recorded it, if it already has an answer.
Buttons on each card:
| Tab | Buttons |
|---|---|
| Pending | Reject and Accept |
| Accepted | Delete |
| Rejected | Delete |
Clicking any of them opens a confirmation ("All absences of the following days will be accepted. Are you sure?", or the equivalent for rejecting or deleting). Click Yes to confirm. The action applies to all the days on the card and a bar shows the progress day by day.
If there are no absences in the chosen status, you will see a message such as "No absence pending.".
The step-by-step for answering requests is in Approve or reject vacation days.
Summary tab
A table with the accepted absence days for a year, month by month, with a Total column. Under each column name you see the total of all the rows.
- Use the arrows next to the year to change year.
- Click Employee to see one row per employee, or Type to see one row per absence type.
- Search... filters the rows by name.
- Filter employees and Filter by type limit the data to the employees or types you choose.
Below the table there is a reminder that "Only accepted absences appear". The same table is in Analytics › Summary, where you can also download it.
Absence statuses
| Status | When | Counts as a used vacation day |
|---|---|---|
| Pending | The employee has requested it from the app and nobody has answered yet. | No |
| Accepted | An administrator or supervisor has accepted it, or recorded it from the admin panel. | Yes, if its type is marked as Vacations |
| Rejected | An administrator or supervisor has rejected it. | No |
The last column refers to the admin panel's counters, in Calendar. In the employee's app, however, pending absences already count towards their Used days (see App calendar).
Absences you record from the admin panel are saved directly as accepted. A deleted absence disappears from all lists and from the calendar. A rejected absence cannot be accepted again from the admin panel: delete it and, if needed, create it again.
Add an absence
Click Add absence. In the New absence window fill in:
- Employee (required).
- Type of absence (required): the types your company has set up in Absence types.
- Description (optional): a note, for example the reason.
- The date, on one of these two tabs:
- One day: choose the day.
- Several days: choose the start day and the end day. In Include weekends choose Yes or No. With No, the Saturdays and Sundays in the range are not recorded.
Click Create. If you leave a required field empty, you will see "Incomplete Form".
With Several days, Inallow creates one absence for each day in the range and shows a progress bar. If a day could not be created (for example, because the employee already had an absence that day), you will see the warning "Absences received: Some absences could not be created, please check the calendar".
The step-by-step is in Record an absence.
Add multiple absences
Use it to record the same absence for several people at once, for example a closure day or a training session. Click Add multiple absences and, in the New creation of absences window, fill in:
- Employees (required): choose one or more employees.
- Type of absence (required).
- Description (optional).
- One day or Several days, with Include weekends, as for a single absence.
Click Create. If an absence could not be created, the window does not close and shows Uncreated absences with the list of employees and dates that failed, so you can check them.
Accept, reject or delete
You can answer an absence from three places in the admin panel:
- From the card, on the Pending, Accepted or Rejected tabs (it affects all the days on the card).
- From the Calendar, by clicking the day and then the absence (it only affects that day).
- From the Awaiting requests card on Start, which lists pending absences.
Rules:
- A supervisor cannot accept or reject their own absences. Another supervisor of their department or an administrator has to answer them.
- An absence cannot be accepted if the employee already has another accepted absence on that same day. You will see an error; first delete the extra one.
Who gets notified
- The employee, when an administrator accepts, rejects or records an absence from the admin panel, gets a notification in the clock-in app ("Absence request accepted!" or "Request for absence rejected"). One notification arrives for each day. They only get it if they have the app installed on their phone with notifications turned on.
- If the person answering is a supervisor (without administrator permissions), the employee does not get the notification, but sees the new status in their app.
- No alert is sent when an absence is deleted.
- Administrators and supervisors can get an email "Absences pending approval" with the number of pending absences from today onwards ("You have N absences pending approval"). Each supervisor only counts those of the employees they supervise. Only those who have it turned on get it, on the chosen days of the week: the General Administrator turns it on or off per person in Inallow Admin. See Email alerts for pending requests.
Absence rules
- One absence per day. Absences of several days are saved as one absence for each day.
- No duplicates. An employee cannot have two pending or accepted absences on the same day. If you try, you will see "Employee already has an absence for that day".
- Whole days. There are no half-day or hourly absences. To be away for a few hours, use Compensatory time.
- Calendar days. Every day in the range is recorded except Saturdays and Sundays if you choose Include weekends: No. Public holidays are not excluded automatically, with one exception: if the absence type is marked as Vacations, the public holidays of the company and of the employee's centre are skipped and not recorded.
- Past and future dates. You can record absences on any date, including in the past.
- No balance limit. Inallow does not stop you accepting more vacation days than the employee is entitled to; Available days in the Calendar will go negative.
- No supporting documents. Absences do not accept attachments. You can note a reference to the supporting document in the Description when you record it.
- No editing. An absence cannot be changed once created. Delete it and create it again.
From the app
Employees request their absences from the clock-in app (Request vacation days). Supervisors can also accept or reject them from the app, in Team; see Approve or reject vacation days.
For downloadable absence reports (for example Absences or Absences and compensatory time), use Dossiers.