Introduction
Vacation and Absence is a self-service add-on module that lets employees apply for vacation, register absence, and register children for HR purposes, all from My Page.
The module brings the entire vacation and absence process together in one place. Employees get a full overview of their own vacation and absence cases, and all requests are sent automatically to the nearest manager for approval or rejection.
Setup
To apply for child-related absence, employees first need to register their child(ren) under the Children section. Each child must be registered with gender, date of birth, special needs, and sole-provider status (age is calculated automatically). Once a child is registered, the employee's reporting manager and HR staff is notified and asked to allocate the appropriate number of care days on the employee's record. Without this step, the correct number of care days won't be available.
Applying for Vacation or Registering Absence
To apply for vacation, click the + button under Vacation and fill in a title, start date, end date, and an optional comment, then submit. The request appears under Applied Vacation until your manager processes it.
To register absence, click the + button under Register Absence and fill in the mandatory fields and an optional comment, then submit. The request appears under Requested absence until your manager processes it.
The following fields are required.
| Field | Description |
|---|---|
| Title | Title of the absence |
| Start date | First day of the absence period |
| End date | Last day of the absence period |
| Absence code | The type of absence. E.g. self-certification, sick leave, funeral |
| Absence type | Category of the absence |
| Duration | Duration given in days or hours |
| Comment | Optional comment for the absence |
Note: For the Managing Director/CEO's own vacation and absence requests to be routed correctly, they must set themselves as their own "Reports to" on their personnel record. Without this, HR-related workflows (such as vacation and absence applications) have no recipient to route to.
Overview of Your Vacation and Absence
The Vacation Overview shows:
- Approved vacation
- Applied (requested) vacation
- Remaining days
- A detailed list of new, approved, and rejected applications
Your total vacation day allowance updates automatically as days are used.
ℹ️
Additional vacation days based on age (e.g. an extra allowance from a certain age onward) are managed centrally through the Vacation Master List. A rule is configured in the master list and applied automatically to the relevant employees. If your company's HR policy includes a roll-over of unused vacation days, HR staff can manually update the number of vacation days at the start of the year.
The Absence Overview shows:
- Approved/used sick days
- Remaining sick days
- Requested sick days
- A detailed breakdown of days and hours per absence code (e.g. self-certification, sick leave, funeral)
By default, each employee has 12 absence days available per year; this can be adjusted by HR staff.
Managing Applications and Registrations
When an employee submit a vacation or absence request, the reporting manager and HR staff receives an email and a workflow task showing the title, who submitted it, the dates, and comment, along with a link to approve or reject it.
Once a manager or HR staff processes a request, the employee receives an email and workflow notification confirming whether it was approved or rejected (no further detail is included beyond the outcome).
Requests remain visible afterwards in the employee's detailed overview of new, approved, and rejected applications, giving full traceability.
Vacation and Absence in the Employee Workspace
From the navigation menu in an employee's personal workspace, HR and the reporting manager can open Vacation and Absence and access the same overview the employee themselves sees on My Page, but accessible directly from the employee's workspace.
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