FAQ

First steps

What absence.io offers

absence.io makes the holiday and absence planning within small to medium-sized enterprises easy and transparent

The simple user interface is easy to use and accesible by any web browser. Never has the reporting and evaluation of absences been any simpler.

Our cloud-based application scales effortlessly and grows with the organisation's demands. There is no need for installation and thus, makes IT-Support unnecessary.

Beside hosting the application and the user data, we also attend to maintenance, security and support. On top of that, our users benefit from continuous updates and functional enhancements.

Try it out for free!

The easiest way to experience absence.io is to create a free account and try out the application with your team.

You can use absence.io completely for free for up to 10 users, at all times. Furthermore, it is possible to try out absence.io for a trial period of 30 days, if you have a bigger team.

If you have any questions, you can contact us anytime at hello@absence.io.

Create an Account for free

Invite Users

Adding a new user just got easier! Navigate to "USERS" in the top bar and a new window with all active users will pop up. Click on the blue button "Add User" on the top right and fill in all the user-details. That's it!

Save time with the setup

The following five steps will help you to effortlessly and efficiently introduce absence.io within your team/company.

Step 1: Add, delete or edit your holidays

Holidays are automatically shown within every user's calender. Moreover, they can be edited during and after the account registration. You don't know how to edit your holidays? Click here.

Step 2: Define Leave Types

Predefined leave types like e.g. "training" can be selected by users, whenever they want to record their absences. Not sure about how to add and/or edit leave types? CLick here.

Step 3: Invite and Establish Admins, HR and Approver

Every team/organization is different, therefore we implemented diverse user roles and authorization levels that enable a flexible administration of the application mirroring the team's/company's structure. An overview of the diverse roles can be found here. These roles can be assigned during the invitation procedure or individually in each user's profile.

Schritt 4: Invite Users

As soon as the administrative team has been defined and established or even simultaneously, the employees can be added to the interface. Don't know how to invite users? Click here.

Step 5: Create Teams/Departments and Assign Users

Within absence.io you can easily assign users to teams/departments. How to create teams/departments is explained here.

It makes more sense to create the teams after the users have been added to the interface, as it enables you to assign multiple users to a team at once. More on that topic can be found here.

As a matter of fact we are always available! If there are any questions concerning the configuration of absence.io contact us at hello@absence.io.

Manage User

Roles and Rights

absence.io differentiates between four different role types, namely the User, HR, Admin and Owner. They have the following 'rights':

User:
A User can....

  • Request and add absences
  • See absences of colleagues that are in the same team, but not necessarily the absence reason - exceptions are leave types that are visible to the whole team

HR:
Has all the rights of a user and can moreover...

  • Invite new users
  • Edit and delete existing users
  • Access and edit absences of staff members
  • Insert the absences of staff members without the need of an approval except for themselves
  • Add and edit Leave Types
  • Access reports and settings to address the management of holidays and calender-subscription

Admin:
Has all the rights of an HR and can moreover...

  • Create absences of staff members without the need of an approval even for themselves

Owner:
Has all the rights of an Admin and can moreover...

  • Delete the organization

How you can assign roles to users, can be found out here

On top of that you can assign users the role of approver. To find out more about this feature click here

Approval of absence requests

Next to the four administrative roles, it is also possible to assign a user the function of approver. This enables them to approve requested abscences.

This function can only be activated, if "This user is allowed to accept & decline absence requests" box is marked in the respective "General" user details.

Assign roles to user

To assign roles to specific users, you can either do it during the creation of their profile or in retrospect within their profile.

If not differently assigned, every individual gets the role of "user" with their invitation to the application. To find out more about the other roles and their privileges click here.

To assign an already existing user another role, follow the following steps:
Click first on "Users" in the top bar and all active users will be displayed. Click afterwards on the desired user and select "General". "General" displays the general information about the chosen user and enables you to change the "Role" of the desired user. Change the role and click on "Save" in the top right. That's it!

Create Teams

To create a new team, go to "Settings" and then "Team". Click on "Add Team" and enter a name for the new team. Done!

How to assign users to teams, can be found here.

Assign Users to a Teams

In order to assign users to certain teams, it is necessary to create a team first.

Assign several users at once to a specific group by selecting them in the user-list within "USERS" first. After the desired users have been chosen click on the grey "Actions" button below the "Username" search bar.
Teams that already have assigned users can be edited within the profile of the respective user.

Create Departments

In order to create a department you just have to go to "Settings" -> "Departments" -> the top right corner "Add department".

Now you can also choose an "Approver" for this specific department who henceforth will be solely addressing all the absence requests within that group.

Assign Users to a Department

Assigning staff members to a department can be done within the menu item "Users". Mark all the desired users by clicking on the checkbox next to their profiles. After the desired users have been selected click on "Actions" below the "Username" search bar and select "Assign Department". Lastly, select the desired department from the list. Done!

Approval Process

If an employee inserts a new absence that is subject to approval, the staff member is asked who the respective 'Approver' is and can choose him/her out of a list.

This is beneficial since the employee can select the 'Approver' that is available, in case one is absent, thus saving time and increasing efficiency. The lastly choosen 'Approver' will always be included in the initial selection.

Any user within absence.io can approve/disapprove absences if they are assigned the feature "This user is allowed to accept & decline absence requests (e.g. vacation)" within their profile.

Multilayered Approval Procedures

absence.io supports multilayered approval procedures in so far that absences that are subject to approval can be redirected/forwarded. Accordingly an absence request made by a team-member would be sent to the team-leader who then could decide to forward the request to the department-head.

Delete user

In order to delete a user 3 simple steps are necessary. (At least, the role "HR" is required in order to delete users)
Click first on "USERS" in order to see all active users. Now navigate to the desired user and select him/her. A new window pops up ("Overview"), where you can select "Deactivate" in the "Overview" bar in the top right. Click on "Deactivate" and delete the desired user.
An overview of the different roles can be found here.

Account & Settings

Change user name

If you want to change your own username navigate to your name in the top right and select "Show profile". Click afterwards on "General" below the tab "Overview". Now you are able to edit the username. Don't forget to save all the changes with the click on "Save".
If you want to change someone else's user name, you need to be at least assigned the role of 'HR'. The tab "USERS" enables you to see all active users. Click on the desired user to see the "Overview". Select now "General" below the tab "Overview" and edit the desired username. Click on save to end the process.

Change Password

In order to change the "Password" follow the next steps.
Click on your name in the top right of your profile.
Click afterwards on "Change Password" and fill in your old password.
Confirm the new one. Done!

Forgot Password

You forgot your password? No problem, we will send you a new one! Insert here your email address that you registered with and we will send you a link to reset it.

Change Language

If you want to change the language in absence.io click on your name in the top right corner and select "Show Profile". Select "General" blow the tab "Overview". Now you are able to change the language as often as possible. At the moment we offer the languages English and German. More languages are about to come soon!

Add Profile picture

If you want to change your profile picture follow this guide.
Click on your name in the top right corner and select "Show Profile".
You can see now the "Overview" of the profile.
Hover now over the profile window on the top left with your mouse and a new tab "Change" appears.
Click on "Change" and choose your desired profile picture. That's it!

If you want to change the profile picture of another user follow this guide.
(You need at least the role of "HR")
Navigate to the tab "USERS" and select the respective user. Hover now again over the profile picture and select "Change" to to edit the picture.

Delete Account / Company

Only as the'Owner' you are able to delete the account/company. Click the menu item "Settings" -> "Calender" -> "Basic Settings" and then you are able to find the "Delete Organization" button on the top right corner.

Vacation Planning

Create / Edit Leave Types

Within the "Settings" you can find the "Leave types" on the left side. Here you have the options to edit or delete preconfigured "Leave types" as well as add new ones.

Next to the name and the icon for a specific "Leave Type" you can choose whether an approval is needed or whether it is substracted from a specific "Allowance" or not subtracted at all. Moreover you can select whether the type is visible to their respective co-workers as a specific type. The latter implies that co-workers can generally see when someone is absent but not necessarily the reason except it is marked as visible suggesting e.g. an individual is absent because they are doing "Home Office", the respective co-workers would know that she/he is not only absent but working from home.

Concerning E-mail Notifications, they can be selected if e.g. in case of sickness not only the team-leader is suppossed to be informed but also 'HR'.

Select Public Holidays

For editing public and custom holidays go to "Settings" --> "Locations" and select the location where you want to edit the holidays.

For adding new custom holidays, go to "Settings" --> "Custom Holidays/Mandatory Leave". You can define them as full-day or half-day and whether they should be recurring every year.

Residual Leave

Residual Leave for the current year can be easily added to the respective profile during the setup of the absence.io profile.

Residual Leave calculation

absence.io automatically calculates the residual leave of every user. Following has to be considered:

The remaiming residual leave days from last year will be used up first, if vacation is approved and afterwards the days from the current year.

However, if a vacation is planned for the following year it is subtracted from next year's vacation allowance first and recalculated once the new year starts.

Residual Leave Expiration

Click here in order to find out how to set residual leave expiration.

Select working days

Do your working days differ from the norm? Does your company advertise working days 7 days a week or is it maybe limited to the weekend? Or do different employees work on different days within a week? Then you can simply adjust the working days individually in each employee's profil as you see fit!

Reporting

Creating reports on absence.io is an easy task. Just click on "Reports" -> "Absences" -> Choose a user from the list + Leave Type + Time Frame and you get a detailed overview. With the button "Export Excel" you can also transfer the data to an excel document.

General

Languages

Currently the choice in languages is limited to English and German. More are on the way! If you are interested in a specific one just contact us!

Supported Browser & Devices

You can access absence.io with any Mac or Computer with any current browser. Moreover, users can also access their accounts with our Android App. An iOS App is coming up soon. Download the Android App here

Mobile Apps

We recently introduced our Android App for an optimal representation of abesnce.io on tablets and smartphones. You can download it here An iOS App is coming soon!

Pricing

absence.io is for free for teams with up to ten members. Teams and companies with more than ten users are paying 1.50€ per user per month, including the first ten. Or get a special offer for teams with more than 100 members. Besides that feel free to test absence.io for free for up to 30 days.
We are available for any questions you might have!

Payment information

We accept payment with credit card and/or bank transfer.

Problem and Feedback

Do you have any issues or problems with absence.io or even improvement suggestions? We are always excited to hear from you! Just send us an email to hello@absence.io