Employee - How to fill out the absence request?

Modified on Tue, 20 May at 12:19 PM

The proper management of your absence requests is an important step to ensure good communication with your establishment. Here is a guide to assist you in this process.

The steps to fill out an absence request

Access the Absences module, then click on the New absence button;

The information related to your establishment and job will be displayed automatically. If you have multiple jobs or multiple establishments, please select the one for which you need to be absent using the drop-down menu. If you need to be absent from different jobs, you will have to submit a separate absence declaration for each of them.

Below these fields is the switch labeled More than one absence justification. You can declare an absence with a single justification or include multiple ones.

Caution, if you fill in fields under the More than one absence justification toggle, you will still be able to activate or deactivate it — some of the information entered will be retained. Please validate the accuracy of the information if you modify the toggle.

Choose the option below that best fits your situation to proceed with the process.

Only one justification

Choose the date of your absence as well as the hours, then click on Add this date. The date and time will be recorded;
- In case of an error, you can correct the entered date by clicking the pencil icon or delete it by clicking the trash icon;
- If you wish to enter more dates, select Add another date to enter a new time slot.

In this case, consult this article for more details: Employee - How to report an absence with multiple periods/days?

You will then need to select your reason for absence in the Justification field using the drop-down menu. If your justification requires approval from a manager, a new field will appear, and you will need to select the manager via the drop-down menu;

If desired, here is a video providing more details about the Manager field : Employee - Why do I need to choose a manager in my absence declaration?

If desired, enter one or more email addresses in the Other emails field to notify others of your absence, such as your colleagues (administrative staff will be notified by default).

If necessary, include a supporting document;

For more details on managing supporting documents, consult this article : Employee - How to manage the supporting document?

Enter an internal note if necessary, then click Continue.

More than one justification

The absence declaration with different justifications allows you to submit a single absence, which will enable you to find one substitute for all your periods, based on your organization’s call order.

Toggle the switch for More than one absence justification: the interface will change. In the table, select the date and time for your absence related to the first justification. If necessary, choose the manager who will approve this period and include a supporting document if required.

Add a second absence period by clicking on Add a date. Select the date and time, as well as the justification related to this period. Once again, choose the manager who will approve this second period, and include a supporting document if necessary.

If desired, here is a video providing more details about the Manager field: Employee - Why do I need to choose a manager in my absence declaration?.

For more details on managing the supporting document, refer to this article: Employee - How to manage the supporting document?.

Repeat the date entry for each period that requires a different absence justification: there is no limit to the number of absence periods or the number of different justifications;

Note that if there's an error with the period, you can delete the entered information by clicking the trash icon next to the relevant period. You can also view uploaded supporting documents by clicking the paperclip icon: in the page that opens, you will be able to delete them by clicking the trash icon.

If desired, enter one or more email addresses in the Other emails field to notify others of your full-day absence: for example, your colleagues (administrative staff will be notified by default);

Enter an internal note if necessary, then click Continue.

After completing the absence declaration form, you will automatically be redirected to the replacement request form.

Blue informs you about the open form.

Green means that the absence declaration form is complete.

Red indicates that some information is missing.

If you do not need a replacement, check the No need to be replaced toggle at the top of the page, then click Submit.

To learn more, this explanatory video can guide you step by step in declaring your absence: Video: Employee - How to declare an absence

To find out the procedure for completing the replacement request form, consult this article: Employee - How to fill out the replacement request?

Can I make changes to an already submitted absence declaration?

Sent or Pending status: You can modify the form.

Incomplete status: You can only add a supporting document. Contact your manager to make changes.

Approved status: No direct modifications are possible. Contact your manager to request changes.

Cancelind an absence request

Regardless of the status, it is possible to cancel a request.

To do so, access the Absences module and locate the relevant absence. Open the form using the pencil icon, then click on the Cancel absence button at the top of the page. The request status will change to Canceled by the requester.

You can also consult this detailed article on how to cancel an absence and/or replacement request: Employee - How to cancel an absence request and/or a replacement request?

To learn more about the procedure for declaring an absence and debit time from a time bank, you can refer to this article: How to declare an absence and debit a time bank?