All Absence Type Settings explained

In absence.io, each absence type (e.g. vacation, sick leave, home office) can be customized with various settings. Below is a clear overview of all available toggle options – including explanations and practical examples.

✅ Approval & Requirements

Option	Description	Example
Needs to be approved (by Approver or Department Lead)	The absence must be approved by a responsible person (e.g. manager).	Vacation must be approved by the team lead.
Requires full days	Only full-day absences are allowed.	Half-day requests are not possible.
Requires a substitute	The employee must name a substitute when requesting.	Useful for long absences or critical roles.
Requires documentation (e.g. doctors note)	A document (e.g. doctor’s note) must be uploaded.	For sick leave with mandatory medical proof.

📅 Allowances & Working Hours

Option	Description	Example
Subtracts from an allowance (e.g. vacation)	The absence reduces a specific quota.	Vacation reduces the vacation balance.
Hourly leave (min. 15 minutes)	Absence can be logged in smaller time units.	Ideal for medical appointments.
Counts as remote work. Work time must be tracked	Info in the Calendar. The absence is treated as working time and must be tracked via time tracking.	Home office day, must be clocked in.
Returns vacation days that were deducted due to mandatory leave (e.g. in case of sickness)	Vacation is returned if a mandatory leave overlaps with sick leave.	Employee gets vacation days back due to illness during mandatory leave.

⛔ Restrictions

Option	Description	Example
Limit the number of absences of this type on any given day	Only X absences of this type allowed per day.	Max. 1 employee on vacation per day in a team.
Prevent individual consecutive absences of this type	This type cannot be requested for multiple consecutive days.	Prevents, for example, individually entered sick days from being scheduled consecutively.

👀 Visibility & Communication

Option	Description	Example
Visible to all users in the company calendar (otherwise greyed out)	The absence will appear in the shared calendar.	Vacation is visible to team members.
Display warning for absences requested on short notice	Displays a warning if the absence is submitted with little lead time.	Vacation requested the day before.
Show input field "Doctor's appointment date	Adds a specific input field in the request form.	Useful for tracking doctor-related absences.

👤 Permissions & Roles

Option	Description	Example
Only admin roles (Owner / Admin / HR) can create absences of this leave type	Only Admins, Owners, or HR can create this absence type.	Only HR can create a “Special Leave” type.
User roles cannot update or delete absences of this leave type	Users cannot change or delete this type.	Leave types cannot be modified accidentally.
User roles cannot create, edit or delete absences of this leave type in the past	Absence of this type cannot be added for past dates.	User wants to log a home office day retroactively – not permitted.
Allows overlapping with other absences	Employees can log this type parallel to another. IMPORTANT! Absence types linked to a allowance do not allow overlaps. This function must be activated by Support.	A training day and remote work logged on the same day.

📌 Note:
These settings are managed per absence type and help you structure approval processes, visibility, and automation according to your organization’s needs.

Enjoy customizing your absence types!
Your team at absence.io 💙