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Leave Management

Introduction

The leave management module can be used to manage all types of absences. From recreational leave to training courses and business trips. Both the different types of absence as well as the approval processes can easily be adapted to your requirements. With the team calendar that can be integrated into Outlook, everyone involved can keep an eye on their colleagues' absences at all times.

Here is an overview of the most important functionalities of the leave management module:

  • Simple application for absences immediately from the calendar.
  • Permanent transparency about the status of the applications.
  • Easy access to the currently available remaining vacation on the home page and in the account statement.
  • Display of the upcoming absences directly on the start page.
  • A team calendar with all approved absences for the entire team can be easily integrated into Outlook.

Approval Process

By booking a booking type that requires approval, an approval process is started. The approval process sends a request for approval to the responsible people. Depending on the configuration, the approval process can have one or two stages.

The status of the approval application can be traced in the booking at any time (here: approval pending). As long as the approval process is running, no changes to the booking are possible.

Approval Pending

The complete processing of the approval request by all departments changes the booking from the "Approval pending" status to the "Approved" or "Rejected" status (here: Approved). Depending on the configuration, approved bookings are automatically entered in the Teamcalendar.

Approved

Rejected bookings can easily be deleted by the user. Approved bookings cannot be changed but only deleted, which then goes through the same approval process for the deletion. If the deletion is approved, the booking disappears from the calendar. If the deletion is rejected, the booking reverts to the "approved" status.

Teamcalendar

This view serves as an overview of the appointments of the other team members. It can be easily integrated into Outlook. Then the team calendar appears as another calendar in Outlook.

Teamcalendar

  1. Month field and navigation: The selected month is displayed here. The month can be changed with the < and > symbols.
  2. Element "Filter": The table can be filtered by entering a search text. If you enter "schmitz", all lines containing the term "schmitz" are displayed. Upper / lower case is ignored.
  3. Symbol "iCalendar Link": Generates an iCalendar link for integration in Outlook or other calendar solutions. More about this here.
  4. Element "Team filter": The team to be displayed can be selected via the drop-down element.
  5. Element "Team Calendar": The appointments of the team members are displayed in this window.

Outlook Integration

The iCalendar format is a standardized data format for exchanging appointments between applications. With the help of the iCalendar link, the team calendar can be easily integrated into Outlook, for example (the appointments are updated once a day). In the following we explain the individual steps for Outlook on the web and Outlook locally on your computer. The procedure is similar for other solutions.

Outlook In The Web (outlook.com or outlook.office365.com)

  1. In the team calendar view, copy the iCalendar link to the clipboard using Ctrl+C.
  2. Open the calendar in Outlook and click on "Add calendar" > "Subscribe from Web".
  3. Insert the iCal link in the input field and click "Import".
  4. The team calendar is displayed as an additional calendar in Outlook.

Outlook for Office 365, Outlook 2019, Outlook 2016, Outlook 2013

  1. In the team calendar view, copy the iCalendar link to the clipboard using Ctrl+C.
  2. In Outlook, click on File > Account Settings > Account Settings.
  3. On the Internet Calendars tab, click New.
  4. Insert the iCal link in the input field and click "Add".
  5. In the Folder Name box, type the name of the calendar that you want to appear in Outlook, and then click OK.
  6. The team calendar is displayed as an additional calendar in Outlook.