This article explains how to request an absence in Personio, and how to approve absence requests.
Check your absence balance
Go to Calendars and select the Me view in the dropdown menu on the left to see:
- A calendar view to check both past and upcoming absences, and to request new absences. Use the filters to switch between monthly and yearly views.
- A list of the different absence types you can request.
Click the arrow on the right of an absence to see your remaining balance for that absence, and other important information:
|Carryover from previous years
|Amount of time carried over from the previous holiday year and still available in the current holiday year. Only available if your company activated the functionality. Your company might have enabled a carryover limit, and an expiration date.
|Amount of time carried over with an expiration date. No longer usable after the expiration date indicated.
|Amount of time you can request per holiday year, excluding carryover days. The amount depends on the number of weekly work hours, and the number of months worked in the year.
|Amount of time already taken this year. It also indicates if the time was deducted from the carryover.
|Amount of time already planned within this holiday year.
|Upcoming after [end of current period]
Amount of time already planned for the next holiday year. Will be deducted from the next year's balance.
Amount of time you can still request in the current holiday year. If your company enabled carryover, any amount left at the end of the year will be carried over to the next.
For daily absences, the system may show a rounded-down number for convenience. If you need the exact amount, hover over the tooltip to see the precise figure, which is valid for carryover purposes.
Request an absence
To request time off, follow the steps below. You can also request daily absences through our Personio mobile app.
- Go to Calendars.
- Optional: Use the dropdown menu on the top-left corner to see different calendar views and check your colleagues' planned time off.
- Click Request absence and fill in the details of your planned absence.
- Depending on your company's policies, you may need to upload a certificate for sick days, or specify a substitute for your absence.
- Click Request absence to submit the request.
- If your request needs approval, it'll appear as pending in your calendar until reviewed.
- As soon as the request is reviewed, you will receive a notification via email.
If you can't see or request a specific absence type, contact your company's Personio Administrator to ensure that you have the relevant permissions.
Request an absence on behalf of a colleague
If you have the necessary access rights, you may also request an absence on behalf of another employee. Follow these steps:
- Go to the relevant employee profile > Absence.
- Click Request absence and fill out the details of the absence as above.
- Click Request absence to trigger the usual approval workflow. If you see the Skip Approval button, use it to approve the absence right away.
Delete or edit an absence request
If you change your mind, you may cancel or edit an absence request anytime after submitting it. Follow these steps:
- Go to Calendars and select the Me view in the dropdown menu on the left.
- Use the arrows to find and click the planned absence in the calendar.
- Depending on your needs, click Delete or Edit.
- If you're editing the request, make the needed changes and click Update.
- If your request needs approval, it will revert back to pending until it's reviewed again.
Approve an absence
As soon as an employee requests an absence, Personio triggers an approval workflow. If you are a request approver, you will see the task in your Home.
Click Inbox to see more details on the request. You may approve or reject the request directly from there. In either case, the employee will receive a confirmation email. If you approve the request, it will appear in their calendar.
If you have the necessary access rights, you may also double check all your requests in Calendars > Pending requests.