Absence Registration Workflow

The Absence Registration workflow provides the typical sequence of steps performed by various roles required to register absences in Lanteria HR.

Prerequisites for the Absence Registration Workflow

To register absences, you need to have the following configured:

• Work patterns – They define employees' work schedule and are used to generate and calculate employees' absence allowances.

• Absence types – You need to have the absence types set up to be able to register absences.

• Absence plans – Absence plans define how allowance is generated for various absence types and subtypes.

• Absence plan allocation rules – Absence plans are used to generate allowances for employees per country.

• Approval Workflows – If you want to have absences registered by employees approved.

• Advanced time and attendance settings to regulate the details of absence accrual and management.

Absence Registration Workflow

The following diagram illustrates a typical absence registration workflow in Lanteria HR.

Absence Registration Workflow Description

Preparation

HR starts the Absence Registration workflow with creating work patterns. In this particular workflow, they are used to define the employee’s working days in hours, which will affect the allowances (number of paid vacation days) that will be calculated for employees.

Then, HR assigns absence plans to employees. Absence plans can be assigned individually per employee on the employee card or per country. These absence plans also define vacation allowances that will be generated for employees. The assigned absence plans are processed by a job during the night. Therefore, the assigned absence plans with generated allowances will be visible only the next day. The leave summary, where an employee can see total paid leave, booked days, leave balance, and not paid leave, is updated on the employee’s My Absences page with initial information.

Absence Registration

When an employee wants to register a planned absence, they can do it on the My Absences page. Basic absence types that an employee can request based on the absence allowance are vacation, sickness, or other absences. On condition that in your environment, the dynamic mode (advanced mode that provides expanded functionality and allows for registering custom absences) was configured, you can also register custom absence types. The employee registers the absence and saves it. If the absence was marked as unpaid, the leave summary will have an additional blue Non Paid box with the overview of unpaid vacation. Unpaid vacation does not influence the leave balance of the employee. When an employee requests vacation for a period that includes a company holiday, the company holiday is not counted as a vacation day and is not deducted from the employee's holiday allowance.

Note that HR can also register absence on behalf of an employee if necessary as well as view, edit or delete vacation requests at any time.

Approval

By default, the absence requests should be approved by Manager. As soon as an employee registers an absence, the absence request will appear in Manager’s requests with the status Pending, meaning that it is awaiting approval from the manager. The manager can do it under My Team Attendance > Absences. As a result of approval, the employee’s leave summary is updated with the corresponding information. In case you want to use a more complex multi-tier approval, you will need to set up an HR approval workflow that suits your business needs.

Absence change requests and cancellation

The employee may want to make changes in the already registered absence or cancel it whatsoever. Handling of change requests and cancellation is different depending on whether the planned absence date has already come.

An absence can be changed only before the starting planned absence date. The employee can do it from the My Absences page.

If the planned absence has not started yet, the employee can request a cancellation, and such an absence will be cancelled automatically without any actions required from the manager or HR. However, if the absence has already started, the cancellation request will generate a notification for HR who will need to manually delete the absence.

Leave Summary

After any changes related to planned or requested absences, the leave summary, which is displayed on the employee’s My Absences page and includes total paid leave, booked days, leave balance, and not paid leave, is updated.