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Register and manage absence

How to register and manage absence




This is how you register absence

  1. Go to the "Absence module" and click "Register absence"
  2. Choose one Absence type and set "Time period"
  3. Fill out "Percentage" and "add additional notes"
  4. Click "Register" for Absence approvers, or "Request" for employees
    1. If your work schedule is configured for Monday to Friday, weekends will not impact your balance. Read more about Counting of days.

If the absence type requires approval, a notification is sent to the person/persons who have absence access on your profile.

As an admin (with a system role with full access to Absence) your absence will be approved automatically.

 

 




By clicking the already registered absence, you can Add to calendar (Outlook, Google or ICS file), or edit the absence if changes occur.

Edit absence

 

Can I set specific hours for absences in Huma?

Absences in Huma are registered by date, and you can add a note if you’d like to include details such as specific hours or times.

 

How do I register hourly absences in Huma?

You can register absences as a percentage, for example, 50% sick leave. To enable employees to perform this action, you must activate this option in the settings for each relevant absence type.

Read more about graded absence here. 


How do I register a self-certified sick leave as 4x3 days in Huma?

Self-certified sick leave is registered as single days in Huma. If you need to register several periods, you can simply add multiple entries.





How to manage absence

Absences can be submitted as requests, which must be approved by a manager. 

You can manage absence from the Absence or People module. In this procedure, we will show you have to do it from the Absence module. 

  1. Go to the Absence Module
  2. Click on "Absence request" in the top right corner
  3. From here you can either approve or reject the request
    1. You can always withdraw the approval or edit the status for the absence later



To set up approval, you must enter the absence type under Settings and turn on Require approval. The manager will then receive the requests and can approve, reject or change the absence entry. All parties involved receive a notification by email and/or push.

Read more about Edit absence type here.






Overlapping absence

You can now choose to replace or add  overlapping absence.

  • Replace overlapping absence
    Overlapping dates will be replaced with the new entry. Any potential balance will be restored.

Screenshot 2025-02-04 at 11.24.01

  • Add as overlapping absence
    Please note that this can result in more than 100 % absence.

Screenshot 2025-02-04 at 11.24.13

 

To register an overlapping absence, you need a role with "full access over absence." 
That means that employees´ cannot register overlapping absence themselves. 








This is how you can see who is away

Register and manage - calender

  • Click Calendar, you will now see who is away for the selected time-period.

    • The calendar displays "Hidden" absences for one month backward and forward for users who are not administrators. If the absence begins within this period and continues beyond it, the entire absence will be displayed regardless.

  • You can filter the view (Absence type, Teams, Locations) if you want to look closer at certain elements (e.g. who is on parental leave in the location Oslo).
  • You can navigate left or right to view historical and future registrations (private entries are limited to one month back and forth for regular employees)
  • Regular employees will only see approved and ongoing private entries as 'Away' in the Calendar view as the absence type will be hidden.
  • Private absence entries in the past will not be visible to colleagues. 

  • Admins or people with a specific role in Huma will be able to click to see details and also edit absence registrations made by others.

 

 

 

To approve absences in Huma, you must have a role with "full access" over absences.

  • System Role (default role automatically has full access)
  • User Role (default role automatically has full access)
  • Manager (user role) over team or location

 

Notifications

  • Team managers and supervisors with a system role with full access to Absence will get notified when their subordinates register or edit absence.
  • Admins with a system role with full access to Absence will get notified by all registrations and edited absence. 

You can choose which notifications you want to receive under your User account settings.

 

absence notifications






There are some cases where vacation is automatically approved in Huma, and one only receives a notification

  • When a person is a system admin in Huma or has another system role with "full access" over absences.
  • When a user has a manager role (under user role) over a team or location.
    • If the manager is part of the team/location they lead, their vacation is automatically approved. This is because the standard manager role has vacation approval and editing enabled.
  • The direct manager has it automatically active from the user role.


If you dont want managers absence to be automatically approved, you must use the role "Supervisor" instead of "Manager". 

  • You can still use teams, just dont pick a user as a "Manager" of a team. 
  • In addtition, assign the "Supervisor" role instead of "Manager" when setting up managers and subordinates. The Supervisor role provides the same level of access as the Manager role, but it ensures that absences are not automatically approved.

 

Counting of days

Huma will count workdays based on the work schedule (weekdays and public holidays) and the absence settings for the absence type and policy. Currently, Huma does not support country-specific rules*

*Example: Self-certification (egenmeldinger) in Norway.

Norwegian rules state: If you are sick on both sides of the weekend (or another non-working period), the days off are included. If you become ill on Friday and the following Monday, it counts as four self-certification days.

➡️ In Huma, this absence will be counted by general rules, as 2 workdays.

Norwegian rules state: If you are sick on Friday, Saturday, and Sunday, it counts as one self-certification day.

➡️ In Huma, this absence will be counted by general rules, as 1 workday.






The public holidays (red days) in the calendar are not counted as days off. 

On Norwegian work schedules that follow the national calendar, fx. December 24th is not a public holiday. If this day is registered as vacation, it will be deducted from the vacation balance. However, December 25th is a public holiday and will not count as a vacation day if registered.

In these situations you can either 

  • Tell your employees to register absence with "Paid Absence" on December 24th
  • The company can have a common policy where no absence is registered on that day, meaning everyone has the day off regardless




Can I define public holidays (red days) in the calendar?

Public holidays are automatically included in the Holiday Calendar when you create a new work schedule, based on the country you select.


You can choose the Holiday Calendar that matches your country, or select “No country” if you prefer a calendar without predefined public holidays.

 

 




What happens to the existing absence if I want to transfer employees from one work schedule or policy to another?

The new work schedule will not interfere or delete any registered information.

If you need to update the policies as well nothing will be lost as long as its registered. Absence that is approved and registered from the effective date onwards will be assigned to the chosen policy.