Absences
Absences (such as vacation, holidays, parental leave, or sick days) reduce your available capacity to zero, or cut it in half for half-day absences. Projects and tasks won't be distributed across these days in the planner's workload calculation, or will be reduced for half-day absences.
🔐 Absences (+Workload area) are available starting with the Standard plan.
Individual Absences for Users
Creating a New Absence
You can add new absences for a user by clicking and dragging in the planner's Workload view.
☝️ Important: Make sure you expand the Projects and Tasks view for the specific user so you can register the absence by clicking and dragging in that area.
An absence can ideally have a name. To add a name, just type it into the field and confirm it by pressing Enter or clicking the Save button.
However, you don't have to enter anything. For absences without a name, the overview will simply show "Absent".
☝️ Tip: You can also choose a name from the suggestions list that appears when you click the text field. Keep in mind that this isn't a learning list, so it won't remember your previous absence names for future entries.
If you select only a half day on the first or last day for the start or end date, a half-day absence will be created for that day only. This means the capacity will only be halved for that day. For the start date, the second half of the day is marked as absent, and for the end date, the first half of the day is marked as absent.
Deleting an Individual Absence for a User
When you hover over the absence with your mouse, a cross will appear in the top right corner of the absence that you can click to delete it.
Events and Tasks on Absent Days
Unlike projects and tasks, where workload can be distributed across different available days, workload for events and tasks scheduled in the calendar will remain on days when absences exist.
Absences on the Dashboard
There's a dashboard widget for displaying upcoming absences. You can configure it, for example, to show only the absences of your team. The absence widget can be used multiple times on the dashboard. You can find more information about this here.
Managing Workspace-Wide Absences
The new Absences tab in Workspace Settings, which can be accessed by users with write permissions for User Planning, is divided into the following two sections:
- Holidays (Holiday Regions)
- Workspace-Wide Absences
You'll find more information about these sections below.
Holidays (Holiday Regions)
Creating Regional Holidays for Your Workspace
To manage regional holidays for your workspace as a user with write permissions for User Planning, go to Workspace Settings and then Absences.
☝️ Note: Regional holidays from various regions are automatically transferred to awork via API.
You can add regional holidays using the + Add button. In the popup window, you can then set a custom name and select a predefined region.
☝️ Tip: Do all your users come from the same region? You can also set this region as the default for new users in the popup window.
In the next step, you can assign users to this region using the three-dot menu on the holiday region.
The regions you create can then be selected by users in their Account Settings.
You can find more about selecting a region in Account Settings here.
☝️ Tip: Directly below your regional holidays, you'll see a yellow highlighted info box next to the + Add button showing how many users in your workspace haven't been assigned to a region yet.
Editing and Managing Regional Holidays
You can edit regional holiday regions afterward using the three-dot menu on the respective holiday region, allowing you to adjust the name or region.
☝️ Tip: You can also adjust your users' holiday region in the planner by clicking the value showing weekly working hours next to the person in the User view.
Deleting Regional Holidays
Regional holidays can be deleted using the three-dot menu.
☝️ Important: Please note that when you delete regional holidays, the corresponding workspace-wide absences (for the same region) will also be deleted.
☝️ Important: Also note that this affects capacity planning, as the holidays will be removed from the workload when deleted.
Workspace-Wide Absences
Setting Absences for the Entire Workspace
To add an absence for the entire workspace as a user with write permissions for User Planning, you can go to Workspace Settings and then Absences.
You can create a workspace-wide absence using the + Add button in the corresponding section.
In the popup window, set a time period and a title. You can also select which region this should apply to.
Once you've saved the absence, it will automatically be taken into account in the workload of users who have selected this region.
You can find more information about the selected region in Account Settings here.
☝️ Tip: Next to the + Add button, you'll find the current year with the option to open a dropdown menu where you can switch between years, allowing you to get an overview of dates for upcoming or past years.
Editing Workspace-Wide Absences
You can edit workspace-wide absences using the three-dot menu on the respective absence. This allows you to adjust names or dates afterward.
Deleting Workspace-Wide Absences
Workspace-wide absences can be deleted using the three-dot menu.
☝️ Important: Note that this affects capacity planning, as the absences will be removed from the workload when deleted.
Frequently Asked Questions
Are there half-day absences?
Yes, you can create half-day absences. See the "Creating a New Absence" section for details.
Can I exclude specific weekdays in general?
Yes, you can simply set the working hours to 0 hours in the user's weekly availability to mark specific days as generally unavailable.
What permissions are needed to register absences, set holidays, or create workspace-wide absences?
For a user to be able to register absences in the planner, create holidays, or create workspace-wide absences, they need write permissions for User Planning (Settings > Rights Management > General Permission Roles > User > User Planning).
How can I delete an individual absence for a user?
When you hover over the absence with your mouse, a cross will appear in the top right corner of the absence that you can click to delete it.
☝️Note: If you're using the Personio integration, absences transmitted from Personio to awork must be deleted in Personio. These CANNOT be deleted in awork.
How can I delete holidays or workspace-wide absences?
Holidays or workspace-wide absences can be deleted through Workspace Settings in the Absences tab using the three-dot menu.
To delete holidays or workspace-wide absences, the user needs write permissions for User Planning.
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