Requesting and approving absences

Vacation, home office, educational leave and the other absence types run as a request in Klokk: the person requests, someone who may approve decides, and approved absences act on the target, the time account and the vacation account. Sick leave needs no approval — it has its own way.

Requesting

1. Under Requests, click Request absence.

2. Choose the type. Offered are the types your company has switched on.

3. Choose from and to. Klokk shows at once how many working days that is — weekends, public holidays and the company’s days off do not count. For vacation it also shows how many vacation days you have left.

4. Optional: Half Day (morning or afternoon, single days only), a Comment and a substitute.

5. Submit. The request shows under Requests as pending, and whoever may decide is notified.

Note

If the chosen period contains no working days, Klokk refuses the request with a notice — there would be nothing to free.

Changing and withdrawing

• While a request is pending, you can edit it or withdraw it with Cancel.
• Once approved, request its cancellation; the absence stays until that is decided.
• In a closed month nothing changes any more.

Deciding

Whoever decides requests finds them under Admin → Requests — absences, time corrections, entries added afterwards and cancellations in one list. Pending requests are at the top, the decided ones below; search and filters by status and type narrow the list.

1. Check the request: period, days, comment, substitute (with a hint if they are away too).

2. Approve or Reject — optionally with a note the person sees.

3. The person learns the decision by e-mail and, when switched on, by push.

Who may decide

• the managers of the person’s department,
• the company’s admins and the super admins,
• never the person themselves.

The managers of the department are notified first, without them the admins, otherwise the super admins — see notifications.

Auto-approval

With the permission Auto-approve: absences (under Admin → Users, or forced for everyone by the company) a person’s requests count as approved at once. They still show under Admin → Requests — for reference, marked “Auto-Approved”. More in auto-approval.

What an approved absence does

• It shows in the time overview, on the dashboard, in the own calendar under Requests and in the team calendar.
• Depending on the type, the target is dropped and vacation days are used — see absence types.
• Working days without an entry and without a requested or approved absence are booked at night as unexcused absence; a pending request prevents that.