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Absence Setup - User level minimum/maximum absence length

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

  1. Navigate to Admin Tools > Admin Panel > Users > User Overview.
  2. Locate the user and click Edit.
  3. Select the Absence Types tab.
  4. Find the absence type (use search if needed) and click Edit.
  5. In Min/Max Settings:
    • Enter Minimum Length (days/hours).
    • Enter Maximum Length (days/hours).
  6. Click Save user (top right)


2. Setting Notice Period Requirements

  1. Follow steps 1–4 above.
  2. In Min/Max Settings:
    • Enter Minimum Notice Period (days/hours).
    • Enter Maximum Notice Period (days/hours).
  3. 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.

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