Register and manage absence

Table of Contents

• Register absence 
  
• Manage absence
• Overlapping absence
• How to view who is currently away
• Notifications
• Automatically approved absence
• Counting of days
• How Public holidays are conted
  
• General absence questions

 

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This is how you register absence

All employees can register absences in Huma. But to manage absences, you must have a System or User role with full access to absence.

To register absence 

1. Go to the "Absence module"
2. Click "Register absence"
3. Choose one Absence type 
4. Fill out Time period, percentage and add additional notes
5. Click "Register" for Absence approvers, or "Request" for employees
   
   
   

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

•  

  As an Absence Manager,  your absence will be approved automatically.

• If your work schedule is configured for Monday to Friday, weekends will not impact your balance. Read more about Counting of days.
  
  
• By clicking the already registered absence, you can Add to calendar (Outlook, Google or ICS file), or edit the absence if changes occur.

 

 

How to manage absence

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

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

 

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
   
   

• 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.

To register an overlapping absence, you need a role with "full access over absence."  This means employees are not able to register overlapping absences themselves.

 

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

 

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

 

This is how you can see who is away

• 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)

• 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.

 

 

 

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.

 

Automatically approved absence

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

1. When a person is a system admin in Huma or has another system role with "full access" over absences.
2. When a user has a manager role (under user role) over a team or location.
   1. 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.
3. 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 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.

 

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.