What are absence requests?
One of the most important aspects of running a business is managing and approving your employees take time off. This could be a vacation, a sick day, or simply a day off. Connecteam’s time clock feature allows you to do just that.
Through the time clock Users have the ability to submit an absence request.
These requests are sent to be approved or declined by an Admin or Owner, allowing you to decide if and when your users take time off.
How to set up absence requests for your users
So you’ve decided to allow your Users to request absences? That’s great! Follow these steps to enable your users to submit an absence request.
Navigate to the time clock feature on the left sidebar. Next, enter the relevant time clock.
Enter the settings in the top right corner.
Click on Absences on the left side menu
Add the types of absences you would like to have using the add absence button.
What type of Absences are there?
Absences can be either paid or unpaid. Both options are added to the User’s timesheet enabling you and the user to keep track of their days off.
Let’s go over the differences between each one.
Paid Absences - count towards users working hours and are calculated into the total paid hours for payroll purposes.
Unpaid Absences- still appear on the user’s timesheet but are not calculated into the total paid hours.
To set an absence as paid or unpaid simply check or uncheck the paid box next to the absence in the time clock settings. The example below includes paid vacation, a paid sick day, and unpaid time off.
What determines the length of an absence and how is it calculated?
An absence can range from a few hours to multiple days. The length of an all-day absence is determined by the work hours set in your time clock’s general settings.
In the photo below, you can see exactly where these work hours can be found.
Let’s go over a few examples of how different absences are calculated
Example 1: All-day Absence
If your company’s work hours are set to 12 hours then an all-day absence would be equal to 12 hours. If this is a paid absence then 12 hours will be added to the total paid hours. If the absence is unpaid the total paid hours will not be impacted.
Example 2: Multiple Day Absence
You have an employee who took a 4-day vacation, and now you’re wondering how this is calculated? No problem! Each day of the absences is considered as one all-day absence. Building off our previous example, if your company’s work hours as 12 hours, then each day of the absence is calculated as 12 hours long. The total hours for this absence is 48 hours. If it is a paid absence then 48 hours would be added to your total paid hours. If it is unpaid then the total hours will not be impacted.
Example 3: Partial Day Absence
You have a user who needs a few hours off but not all day and you might be wondering is this possible. Well, yes it is. When requesting an absence users have the ability to toggle off the all-day option and request only a few hours off. If the absence is paid then like the previous examples the hours will be added to the total paid hours. If they are unpaid the total paid hours will not be impacted.
Frequently Asked Questions
Where do I approve or decline an absence request?
To approve or decline an absence request enter the time clock feature, and on the top right side of the Today tab, you will see a pending request button. Here you can see all the requests which need approval.
To learn more about this check out this article on How do I approve a time-off or absence request?
How can I remember not to schedule my users on a day they request off?
Great question! We love to make things as easy as possible for you. If your Time Clock and Job Schedule are synced, all approved absences requests will appear directly on the schedule making sure you will never accidentally schedule somebody who is not available
To learn more about syncing your time clock and job scheduler read this article on Job-Scheduling and Time Clock Sync.
Can I delete an approved absence?
Yes, you can! People’s plans change, and here at Connecteam, we understand that. To delete an approved absence navigate to the time clock, to the timesheets tab, and enter the user’s timesheet. Adjust the date range to include the date of the absence. Check the box to the right of the absence and simply delete it using the actions tab, or hover with your mouse and click on the trash can icon that appears to the left.
Can I add an absence on behalf of the user?
Yes, you can! To add an absence request for your user, navigate to the timeclock, to the timesheets tab, and enter the user’s timesheet. In the top right corner click the add absence button. Adjust the date range to be either one day or multiple days. If the absence is only a few hours make sure the all-day button is toggled off and the hours are adjusted accordingly.
Is there an article I can share with my users on how to add absences?
Of course, there is! Share the following article on How to Submit an Absence Request with your users!
Still, have questions? Don’t hesitate to contact us, our customer support team will be happy to answer your questions and help set your app to fit your team’s needs like a glove!