As a manager you can add, withdraw, approve and reject absence from your employees, and you can manage allowances etc.
As an administrator or leader you can approve or reject absence requests from employees.
You will be automatically notified if one of your employees registers absence.
Prerequisite: To approve an absence request your role must be set as approver in the settings for the specific leave type, see Create leave types for absence template.
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From the main menu go to .
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Click to view registered absence requests.
Tip
You can filter the list by selecting .
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Click the relevant icon
for the request to either approve, reject or forward it to someone else.
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In the dialogue add addtional information and click .
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: Simply confirm by clicking .
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: Optionally, add comment explaining the rejection and confirm by clicking .
The employee will be notified that the absence is not approved.
Note
You can choose between all employees, but it's only the specific employee that you choose, who will be able to access the absence registration.
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: Select the new approver and confirm by clicking .
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As a manager you can manually add or withdraw days of absence on an employee.
Prerequisite: You are a manager of the employee, administrator or have administrator rights for the employee's department.
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From the main menu go to .
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Select the relevant employee.
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Select .
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In the In the section, you can see the absence balance of the employee.
Tip
If you hover over the circle, you can get specific information about how many days have been spent and how many have been selected.
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You can manually add a request for the employee in the Absence section, by expanding and clicking .
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Fill in the absence request and click .
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You can manually add a request for the employee in the Absence section, by expanding and clicking .
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Fill in the Allowance form and click .
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Allowance: Select the allowance is to be manually changed.
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Days/Hours: Choose if you want to add or withdraw days or hours
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Effective date: Select an effective date if the change is to be implemented later.
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Expiration date: Select an expiration date if the add on days/hours is only applicable for a certain period.
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Comment: Write a comment to be visible in the tab Activity.
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Under Allowances you can see a list of the activity for the employee. If a user has added/withdrawn days, or if the system has added days to the employees allowances, it will be visible here.
This explains how to refresh allowances for an employee in case a reallocation was done.
You can retrieve information about your employee's vacation days that are registered in Emply. You can do this by exporting it or by checking your employee.
Note
In Emply you can only retrieve data that is already registered inside the system. If you need to process salary data, this must be done manually.
To learn how to create absence templates, see Create absence templates.
Prerequisite: Your export has been set up. Make sure it is accessible to employees. In your file, use appropriate merge fields so that your data will be exported. These following merge fields may be relevant:
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[absence.allowance.overall.earned.balance.hours]:Insert the total number of hours selected for a specific allowable amount minus the number of hours that have already been spent. This information is retrieved from the employee profile
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[absence.allowance.overall.balance.days]:Insert the total number of days selected for a specific allowable amount minus the days that have already been used. This information is retrieved from the employee profile
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[absence.allowance.current.earned.balance.hours]:Insert the total number of hours currently selected to a certain allowable amount without taking into account the hours that have already been spent. This information is retrieved from the employee profile
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[absence.allowance.current.earned.balance.days]:Enter the total number of days that have currently been selected for a certain allowable amount without taking into account the days that have already been spent. This information is retrieved from the employee profile
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[absence.allowance.residual.earned.balance.hours]:Insert the total remaining hours earned to a specific allowable amount. This information is retrieved from the employee profile
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[absence.allowance.residual.earned.days]:Insert the total remaining days earned for a certain allowable amount. This information is retrieved from the employee profile
Download information about your employees' vacation days
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From the Main menu go to .
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Select the checkbox for the relevant employee, click the menu icon at the bottom bar and select .
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Expand the export you want and click .
Tip
If you have exports in different languages, select the relevant language first.
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When the export completes, click to store it locally on your PC.