How do I set up an absence approval process?

For absences, including vacation, you can enable an approval workflow as follows:

1. Assign supervisors to employees

Go to "Management" > "Users". Select the user. In the "Details" section, you can assign one or more supervisors in the "Supervisors" field.

Note: If no supervisor is assigned to an employee, no approval process is triggered for their absences.

2. Enable the approval feature

Go to "Management" > "Settings" > "Features".

Enable "Approve absences by supervisor".

Note: We recommend also enabling "Prevent manually inserted absences" if employees should not enter absences directly in their work time. This ensures that absences are only recorded via "Planned Absences" and go through the defined approval process.

How does the absence approval process work?

Employees record their absences under "Timesheets" > "Planned Absences" and not directly in "Worktime".

The assigned supervisor or supervisors receive an email notification about the new absence request. They can review the request in TimeStatement and either approve or reject it.

Under "Overview" > "Vacation / Absences", supervisors find a list of open absence requests from the employees assigned to them further down the page. There they can view and process pending requests.

Once a decision has been made, the employee is informed of the result by email.