Absence Policy
Configure how many days or hours employees can use for each absence type per year, and define restrictions by period.
An absence policy defines, for each absence type, how many days or hours employees can use per year and what restrictions apply. One policy is assigned per employee from their employee profile.
Policies are managed at /panel/date-exception-policies.
Absence types are fully configurable
The absence types available in a policy (vacation, sick leave, personal days, etc.) are defined in Settings → Absence Types and can be fully customised for your organisation.
How restrictions work
When an employee requests an absence from the mobile app, the app shows a summary of their available and used days, and enforces the restrictions set in their policy. They cannot exceed the configured limits.
When a manager manually adds an absence from the admin panel Calendar, they can see the available/used summary but can override the restriction if needed.
Configuring each absence type
Each absence type in the policy has the following options:
Apply restrictions
Toggle this on to enable day/hour limits for this absence type. If off, employees can use unlimited days or hours for this type.
Available per year
The total number of days (or hours) each employee can use for this absence type in a calendar year (January to December).
Allow 0.5 days
(Only shown when counting by days.) When enabled, a partial-day absence counts as half a day against the balance. When disabled, any partial absence — even just a few hours — counts as a full day.
Usage limit
Defines the deadline by which the available days must be used:
- End of year — Days expire at the end of the calendar year. Any unused days are lost.
- Month/year following — Unused days carry over into the next year and can be used until the specified month. For example, setting April (following year) means unused days from the current year remain available until the end of April the following year.
Proportional calculation
When enabled, employees who joined mid-year receive a proportional number of available days. For example, an employee who started in August receives roughly 5/12 of the annual allowance.
Period restrictions
Add one or more date ranges with specific constraints. Each period has an option to repeat annually so you do not need to re-enter it every year.
For each period you can configure:
| Option | Description |
|---|---|
| Minimum days | The employee must take at least this many days during this period. For example, a minimum of 5 days in summer means at least 5 of the annual allowance must be taken in that window. |
| Maximum days | The employee cannot take more than this many days during this period. |
| Minimum consecutive days | Absences taken in this period must include at least this many consecutive days per request. |
| Maximum consecutive days | Absences taken in this period cannot exceed this many consecutive days per request. |
Show
When disabled, this absence type is hidden from the absence summary in reports. Useful for types that should be tracked but not displayed in summaries.
Absence request approval flow
At the bottom of the policy, select how absence requests are approved:
- Only direct manager approval required — One manager assigned to the employee is enough to approve.
- All managers must validate — Every manager assigned to the employee must approve before the absence is confirmed.
Annual absence summary
To see a full breakdown of each employee's available, used, and remaining days per absence type for a given year, go to /panel/date-exceptions-summary.