Who this guide is for:
System Administrators. Requires 'Absence Setup' and 'Users' permissions.
Overview:
This guide explains how to set user-specific rules for absence lengths and notice periods, overriding Global and Template settings when needed.
How User-Level Absence Restrictions Work:
- Applies unique booking rules to individual employees
- Overrides both Global and Template settings
- Useful for employees with special working arrangements, managing probation periods with stricter rules, or temporary absence policy exceptions
How to Set Up User-Level Absence Restrictions:
1. Setting Absence Length Limits
- Navigate to Admin Tools > Admin Panel > Users > User Overview.
- Locate the user and click Edit.
- Select the Absence Types tab.
- Find the absence type (use search if needed) and click Edit.
- In Min/Max Settings:
- Enter Minimum Length (days/hours).
- Enter Maximum Length (days/hours).
- Click Save user (top right)
2. Setting Notice Period Requirements
- Follow steps 1–4 above.
- In Min/Max Settings:
- Enter Minimum Notice Period (days/hours).
- Enter Maximum Notice Period (days/hours).
- Click Save user (top right).
GIF scenario:
While users on a global level don't have any restrictions to their absence bookings, Damian has to book his Holiday (days) absences at least 7 days in advance, and they cannot be longer than 14 days:
To view the above GIF better, right-click and click on 'Open image in new tab'!
Additional Information:
- Key terms:
- Minimum Length: Shortest length allowed for an individual absence record
- Maximum Length: Longest length allowed for an individual absence record
- Notice Periods: Controls how far in advance or retrospectively absences can be booked
- Permissions required:
- Absence Setup (Global)
- Users (User level access)
- Best practices:
- Document user-level changes for audit purposes
- Review user-level settings annually to ensure they still apply
- Reminder: User-level settings override both Template and Global settings.
- Tip: Use the search function within the platform to quickly locate users or absence types.