Absences

Absences (for example, vacation, public holidays, parental leave, or sick days) set your available capacity to zero, or cut it in half for half-day absences. In the planner's workload calculation, projects and tasks are not distributed (or are reduced for half-day absences) on these days.

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Adding individual absences in the planner

You can add new absences directly in the Workload view of the planner.

1. Open the User tab in the planner

2. Click the dropdown arrow next to the weekly capacity for the desired user to expand the view for bookings and tasks (Tooltip: Expand to see projects and tasks)

3. Add the absence using Drag & Drop in the user's section below the workload chart

4. Optional:

   • Type a name into the Absence description text field or select from the list. This list doesn't learn and won't remember previous entries.
   • Select Half day at start and/or at end. This will create a half-day absence for that day and halve the capacity on that day.

5. Confirm with Save

Deleting an individual absence in the planner

1. Hover your mouse over the absence

2. Click the X in the top right (delete absence)

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Managing public holidays and workspace-wide absences

Adding holiday regions and assigning users

1. Navigate to Settings (gear icon in the bottom left of the main menu) and select Absences

2. Click + Add in the Public holidays section

3. Enter a Name in the popup, select a Country, and optionally a Region

4. Optionally check Set as default region for new users

5. Click Save

6. Click the Action button to Assign users

You can select and change the assigned holiday region in two other places using a Holiday region dropdown menu:

• in Account Settings under the Availability section
• in the Planner by clicking on the Weekly capacity next to the user

Editing or deleting holiday regions

Using the Action button on the respective holiday region, you can Edit (adjust the name or region) or Delete it.

If you delete a holiday region, the associated workspace-wide absences (same region) will also be deleted.

Creating a workspace-wide absence

1. Navigate to Settings (gear icon in the bottom left of the main menu) and select Absences

2. Click + Add in the Workspace-wide absences section

3. Set the Date range and Title in the popup. Optionally select Half day at start and/or at end.

4. Select the Region the absence should apply to

5. Click Save

After saving, the absence will automatically be applied to the workload of users who have selected this region.

Next to + Add, you can click on the year to open a dropdown menu and switch between years to view date ranges for past or future years.

Editing or deleting workspace-wide absences

Using the Action button on the respective workspace-wide absence, you can Edit (adjust the name or dates) or Delete it.

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Best practices and important notes

Appointments and calendar tasks on absent days

For appointments and tasks scheduled in the calendar, the workload remains on days when absences exist. This is different from projects and tasks, whose workload can be distributed across available days.

Displaying absences on the dashboard

There's a dashboard widget for showing upcoming absences in the Home menu. You can set it up to show only absences from your team, for example. The widget can be used multiple times on the dashboard. You can find more information here.

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FAQ

Can I create half-day absences?

Yes. If you select Half day at start or at end on the start or end date, a half-day absence will be created for that day and the capacity will be halved.

Can I generally exclude individual weekdays from availability?

Yes. In the user's weekly availability, reduce the working hours for that day to 0h to mark it as unavailable.

What permissions do I need for absences, public holidays, and workspace-wide absences?

You need write permissions for user planning (Settings > Rights Management > General Permission Roles > User > User Planning).

How do I delete an individual absence for a user?

Hover over the absence and click the X in the top right. If you use the Personio integration, absences transferred from Personio to awork must be deleted in Personio. They cannot be deleted in awork.

How do I delete public holidays or workspace-wide absences?

Go to Settings > Absences and delete the entry using the Action button. You need write permissions for user planning to do this.