- How to manage absence
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Absence approval in Huma requires a role with "full access" over absences.
- The public holidays (red days) in the calendar are not counted as days off.
This is how you register absence
- Go to the "Absence module" and click "Register absence"
- Choose one Absence type and set "Time period"
- Fill out "Percentage" and "add additional notes"
- Click "Register" for Absence approvers, or "Request" for employees
- If your work schedule is configured for Monday to Friday, weekends will not impact your balance. Read more about Counting of days.
- 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.
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.
- Go to the Absence Module
- Click on "Absence request" in the top right corner
- 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.
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.
- Add as overlapping absence
Please note that this can result in more than 100 % absence.
Note
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
- Click Calendar, you will now see who is away for the selected time-period.
- 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.
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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 be able to approve absences in Huma, one must have one of the following roles with "full access" over absence
- 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.
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.
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?
Unfortunately, you cannot define public holidays yourself, as these days are already predetermined in the Holiday Calendar when you create a new work schedule.
You have the option to select a Holiday Calendar based on your country, or if you prefer, you can choose not to associate a country, which means no public holidays will be included.