Create absence requests / Manage absences

Via the Absences menu item, members can record, submit, and manage their absences. This allows vacation, illness, or other absence types to be managed centrally in smenso.

Which absence types are available for selection depends on the settings configured in the workspace. If an approval process is defined for an absence type, the request is automatically forwarded to the responsible approvers after submission.

By default, absences can only be managed for yourself. People with the appropriate approval permission or with HR permission can also record absences for other people.

Open Absences

You can access all absences via the Absences menu item in the navigation.

Depending on your permissions, different areas are available there, for example My absences and All absences.

1. Open the Absences area in the navigation.
2. If needed, switch between My absences and All absences.

Create a new absence

New absences can be recorded using the New absence button. First select the desired absence type and then enter the required information.

1. Open the Absences area.
2. Click New absence at the top right.
3. Select the desired absence type.
4. Enter the required information, for example Start, End, and – depending on the absence type – additional information.
5. Save or submit the absence.

After it is created, the absence appears in your overview and is displayed there with the associated information.

Manage absences

Absences that have already been recorded can be managed further in the overview. Depending on your permissions, you can open, review, edit, or delete entries.

Important information can also be viewed directly in the overview, for example:

• Absence type
• Person
• Start and End
• Duration or Working days
• Approval status
• Approver
• additional information such as comments or status details

Approve absences

If an approval process is configured for an absence type, a submitted absence is made available to the responsible approvers for review.

The current approval status is displayed directly in the overview. Depending on your permissions, it can be set, for example, to Submitted, Approved, or Rejected.

Approve multiple absences at once

If several absence requests need to be reviewed together, you can edit them collectively using multi-selection.

1. Open All absences.
2. Hold CTRL and select the absences whose approval status you want to change together.
3. The action bar that appears shows how many entries are selected.
4. Open the status selection via the Approval status icon.
5. Select Submitted, Approved, or Rejected.

The selected approval status is then applied to all selected absences.

Analyses and vacation overview

In the My absences area, additional overviews and analyses are displayed. This allows you to quickly view, for example, your opening balance, accrual for new periods, approved or submitted vacation, and the currently available vacation balance.

This gives you not only a list of your absences, but also a direct overview of your current balance.

Permissions

By default, absences can only be managed for yourself. There are two important exceptions:

• People with approval permission can – depending on the respective absence type – review corresponding requests and change the approval status.
• People with HR permission can also record and manage absences for other people.