In the following article you will learn how to submit an application for absence (e.g. for annual holiday or parental leave).
Table of contents
To create a new application for absence, click the "+Absence" button in the "Inbox/Dashboard" menu.
As an alternative, move directly to the menu “Time management/Absences”. Click on the button “+New” to file an application.
In the following input window, select the absence type for your request (e.g. annual vacation or wedding). Add the start and end date of your absence.
If your company allows half days off, you can choose to take the morning or afternoon off. If you need a substitute to cover your absence, please check the "Add absentee substitute" checkbox and select the appropriate person from the drop-down menu. Click the "Apply" button to complete the request and submit it to your substitute.
It is also possible to save a draft of the application and submit it later and at once. Highlight all applications by holding down the CTRL-key and right-click to open the context menu. Click on "Submit" to send all applications collectively to your deputy or supervisor.
As a substitute, you will receive an email asking you to accept the substitution. Clicking on "Accept" or "Deny" will take you to the HRworks login.
If you have not enabled the substitution notification emails, log in to your personal HRworks account. Double-click on "Accept absence substitutions" in the "My to-do's" area. You will automatically be taken to the corresponding menu.
You can also open the "Time management/Absence substitution" menu. In this menu, all requested and accepted absence substitutions of the selected year are displayed. Select a substitution request and accept it by clicking the "Accept substitution" button.
If you do not want to accept the substitution, click the "Reject Substitution" button and justify your decision in the following input window. If there are several requests, you can close them by clicking on "Accept all substitutions".
Once a substitution is accepted, the status changes to "Applied" and the absence request is forwarded to your supervisor for approval - automatically via email.
If you want to edit absence requests that have been completed but not already accepted by your supervisor, click the "Change" button. The status of the request is reset and the substitution is requested again.
Edit your data and, if desired, enter the reason for your change in the "Remark" field. Save your process and click "Apply" to forward the request to your supervisor for approval.
If you want to edit, delete or cancel a leave request that has already been accepted by your supervisor, you must interpellate your supervisor. Select a leave request and click the "Change" or "Reverse" button. Enter the reason for your change or cancellation in the "Remark" field and click the appropriate button. The request to edit, delete or cancel the request will be forwarded to your supervisor. If the request for absence was cancelled, it will still be visible in the overview. If it has been deleted, it disappears.
In the menu item "Time management/Absence year overview" you will find all absences of the current year. You can see at any time when and why you were absent and which absences are still pending. To get more information, move the mouse pointer over the individual days in your calendar.
The "Company overview" menu allows you to view all absences of your colleagues - sorted by organizational units, superior, location, by weeks or an individual person selection.
In the "Absences/Vacation account" menu, you can view your current leave status as well as any leave adjustments made by your superior.
To request a new correction, click the "Request vacation account correction" button. In the following input window, enter the number of days and the reason for the correction. Confirm your change by clicking on "OK". The responsible administrator will receive your request and is able to make the correction.
