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As a manager, you have additional permissions in absentify, allowing you to create absence requests on behalf of employees in your department. This guide explains the steps to create a request for someone else, building on the general process outlined in the employee guide.

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Create a request for an employee

1

Navigate to the employee roster

Go to the Overview page in absentify and access your department’s employee roster. This section lists all the employees for whom you can create requests.
2

Start a new absence request

Click on the employee’s name from the roster. This will open their calendar view. From here, click on Create request or directly select the date(s) for the desired absence period.
3

Choose the type of absence

In the request form, select the Leave type from the dropdown menu, just as you would when creating a request for yourself. Ensure that the selected type aligns with the employee’s available allowances and company policies.
4

Set the duration and details

  • Duration: Specify the start and end dates for the absence. The system will calculate any deductions automatically, factoring in work schedules and holidays.
  • Reason (optional): If required, provide a reason for the absence.
  • Attachment (optional): If document uploads are enabled for the selected leave type, you will see an Attachment field. Click Upload or drag and drop files to attach supporting documents to the request. Depending on your company’s plan:
    • In the Essentials plan, you can upload one document per request (max. 2 MB).
    • In the Plus plan, you can upload multiple documents per request (max. 15 MB per document).
Note: The system applies the same rules for employees as it does for managers regarding leave types, durations, and approval requirements.
5

Submit the request

Review the details to ensure accuracy, then click Send request. The absence will be logged in the employee’s calendar and, if necessary, routed through your company’s approval process.
Tip: Managers can only create requests for employees in their assigned departments. If you cannot see an employee’s name, contact your HR administrator to confirm your department assignments.
6

View and manage employee requests

After submission, the request will appear on the employee’s calendar. You can track its status (pending, approved, or declined) from the employee roster or your manager dashboard. You can also make changes or cancel requests if necessary, following your company’s policies.

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Create a recurring absence request

As a manager, you can create recurring absence requests for employees in the departments you manage. This feature allows you to plan repeated absences such as regular home office days or recurring time off with flexible scheduling options.
Recurring absences are only available on the essentials or plus plan.
1

Open the absence form

Click on Create absence, select the employee for whom you want to create the absence, and choose the desired absence type from the dropdown.
2

Enable recurrence

Activate the Make recurring option to convert the absence into a recurring request.
3

Set start date and repetition interval

Choose the start date for the recurring absence.
Select the repetition interval:
  • Daily
  • Weekly
  • Monthly
Optionally, define whether intervals should be skipped and how many (e.g. every 3 weeks).
4

Configure recurrence details

  • For weekly recurrence, select the days of the week.
    Non-working days for the selected employee will be shown, but they can still be selected.
  • For monthly recurrence, choose either:
    • A specific day of the month (e.g. the 15th), or
    • A weekday pattern (e.g. every third Monday)
      Then, define the interval (e.g. every 2 months).
5

Set end condition

Choose one of the following options to determine when the recurrence stops:
  • Until a specific end date
  • Until a defined number of occurrences
6

Define time frame

  • For hourly leave, enter the start and end time for each occurrence.
  • For daily leave, select either:
    • Full day
    • Half day (if allowed by your system settings)
7

Review and resolve conflicts

If any potential conflicts are detected, they will be shown before submission. Conflicts may include:
  • Assigned representative is unavailable on one or more dates
  • Maximum absence limit for the department has been reached
  • Overlapping requests for the same employee
You can choose to skip the conflicting dates.
In some cases, you must skip conflicts to proceed. For example, if the representative is mandatory or overlapping absences cannot be submitted.
8

Submit the request

Once you’ve reviewed the summary and resolved any conflicts, click Apply to create the recurring absence for the selected employee.

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Additional notes

  • Requests created by managers follow the same approval workflows as employee-initiated requests, unless otherwise configured by your organization.
  • If you encounter issues with permissions or workflows, contact your HR administrator.
For more details on the general process of creating an absence request, refer to the employee guide.