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Absence

Managing absences

This screen and the Contract menu can be seen by any user that has active contract settings. The Absence screen can be seen by any user that has the absence permission.

Email notification

When creating a new absence, an email including the type of absence, comment and duration/date-range will be sent to the users supervisor.

This email will not be sent if the user has no configured supervisor. The supervisor is a setting in the users profile.

Approval workflow

Right now, there is no Approval workflow for absences.

But any time an absence is created, the system will email the users supervisor. The supervisor is a setting in the users profile.

Holiday

When you are eligible for holidays, meaning that your contract settings have a value for holidays, you can add holidays here.

  • Vacation days can be full days or half days
  • Vacation days count as working time, so they will be added to your daily working time
  • The time to you daily working time depends on the expected working hours for that day
  • You can book ranges of holidays
  • Days without expected working hours will be ignored when creating ranges

Sickness

Everyone can enter sickness entries.

  • Sickness days can be enetred as date-range
  • A sickness entry will always fill up the daily working time
  • If you already entered working-time the same day, sickness will fill up the remaining open time
  • There are no “half-day” entries available, because a half-day of sickness means: there needs to at least one time-entry with 50% of the expected working-time
    • example: 8h are expected, the users enters a timesheet of 4h, the user adds a sickness entry, this entry will fill up the remaining 4h

My child is sick

Use the drop-down next to the “Report sickness” button and select the “Sickness of a child” category.

Time-Off

PTO (personal time-off) entries are for informational purpose, they do NOT influence your daily time by themselves.

As you are not tracking any working-time during your PTO, Kimai automatically reduces your working time account for that period.

Other absences

Other absences are all kind of reasons, that do not fit into any other absence category.

  • Always entered as a duration

Parental leave

This fills up entire days and can be entered as date-range.

Unpaid holiday

This fills up entire days and can be entered as date-range.

Permissions

Permission Name Description
absence View and access the Absence screen. By default given to: User, Teamlead, Administrator, Super Administrator
edit_own_absence Edit the own absences. By default given to: User, Teamlead, Administrator, Super Administrator
edit_other_absence Edit other users absences. By default given to: Teamlead, Administrator, Super Administrator
delete_own_absence Delete the own absence entries. By default given to: Teamlead, Administrator, Super Administrator
delete_other_absence Delete other users absence entries. By default given to: Teamlead, Administrator, Super Administrator
view_other_absence Switch the user in theAbsence screen. Also influences the visibility of absence entries in the calendar.
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