Table of Contents
- Roles and access
- Before you start
- Step 1: Set up a work schedule
- Step 2: Configure absence types
- Step 3: Set up policies
- After the setup
Roles and access
| Access | Role |
|---|---|
| Set up and configure the absence module | System role: Absence → Absence management |
Before you start
Setting up the absence module is a one-time process that you do when activating the module for the first time. It takes you through three steps: work schedule, absence types, and policies.
💡 Before you start, it is worth reading through how absence works in Huma so you understand how the different parts fit together.
🔗 Read more about how absence works in Huma.
To start the setup:
- Go to the Absence module
- Click "Set up absence"
Step 1: Set up a work schedule
The first step is to create a default work schedule. A work schedule defines which days are working days and which public holiday calendar applies for your employees. This determines how absence days are counted.
- Enter a name for the work schedule
- Select work days, the days of the week that count as working days
- Select a public holiday calendar based on your country, or choose not to link a country if no public holidays should be included
- Assign employees to the work schedule now, or do it later
- Click "Continue"
⚠️ Work days cannot be modified after the work schedule has been created. If you need to change the work days, you must create a new work schedule.
💡 Public holidays are predefined in the holiday calendar and cannot be edited manually.
🔗 Read more about work schedules
Step 2: Configure absence types
The second step is to configure each absence type. You can enable or disable each type and define its settings.
For each absence type, you can configure the following:
| Setting | Description |
|---|---|
| Enable / Disable | Controls whether employees can register absence of this type |
| Description | A short description shown to employees during registration. Keep it brief. |
| Require approval | If enabled, absence registrations of this type will require approval from a user with absence management access |
| Display as | Controls how absence is shown to others — Public (visible to everyone), Private (visible only to admins and the employee) or Hidden (visible only to absence administrators and the employee) |
| Allow graded absence | Allows employees to register partial absence, e.g. 50% sick leave. You can choose whether partial days count as full or partial days in the balance |
| Allow partial days | Allows employees to register partial first and/or last days of an absence period |
| Require end date | If enabled, employees must enter an end date when registering absence. If disabled, absence can be registered without an end date and runs until manually stopped |
| Require notes | If enabled, employees must provide a note when registering absence of this type |
| Include option for work related cause | Adds an option to flag the absence as work related |
| Export code | A code included in the detailed export, used to match your external absence or payroll system's codes |
| Enable sick leave follow-up process | Activates the structured sick leave follow-up process for Norwegian or Swedish legislation |
💡 You can always go back and edit absence type settings after the initial setup.
Step 3: Set up policies
The third step is to set up policies for each absence type. A policy defines the specific rules for that type, such as how many days are available and how they are counted.
For each policy, you can configure the following:
| Setting | Description |
|---|---|
| Policy name | A descriptive name for the policy |
| Default for new employees | If enabled, new employees will automatically be assigned to this policy |
| Time period | Whether the policy follows a calendar year or a rolling time period |
| Limit number of days | The number of days available under this policy |
| Allow days to be transferred | Whether unused days can be transferred to the next period. Note: transferring days is not possible for rolling time periods |
⚠️ Once a policy has been created, the time period and number of available days cannot be edited. To change these settings, create a new policy and reassign employees to it.
💡 All current employees will be assigned to the policies you create during the setup. You can create more policies and reassign employees after the setup is complete.
When you are satisfied with the settings, click "Finish setup", and the absence module is now ready to use.
After the setup
Once the setup is complete, you can:
- Create additional policies for employees with different entitlements, for example employees who qualify for extra vacation days based on age or seniority
- Assign employees to the correct policies
- Adjust absence type settings at any time under Absence → Settings
🔗 Read more about absence policies
🔗 Read more about how to assign employees to policies
🔗 Read more about additional vacation based on age