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Absences & Sick Reports

Under Time → Absences, all absence reports of your team come together: sick reports that employees submit themselves via the LiteLog app, and absences you record in the portal as a manager (e.g. vacation). This is where you decide on open reports — and immediately see which planned assignments are affected.

How reports come in​

Self-report from the app​

Employees report sick themselves via More → Personal → "Report sick" or via the quick action in the dashboard widget "My shift today". The report contains a type (Sick / Child sick), a date range, and an optional note — and appears immediately in the Pending tab of this page, marked as Self-reported. Details: My Shifts & Report Sick (App).

Recording in the portal​

Via the "Record absence" button you create an absence for a person: choose the person, type (e.g. Sick, Vacation), date range, and an optional note. The same dialog is also available directly from Planning. Such entries carry the Recorded by manager marker.

The list​

The page is organized into status tabs:

TabContent
PendingOpen reports waiting for a decision
ApprovedConfirmed absences — this is also where "Extend" is available
RejectedRejected reports
AllEverything together

You can additionally filter by person and date range. Each row shows the date range, number of days, type, status, origin (Self-reported / Recorded by manager), and creation time.

Deciding on a report​

The "Decide" button on an open report opens the decision dialog:

  1. Review affected assignments — the dialog lists all planned assignments of the person within the report's date range (date, property, shift, time). You see where a gap will open up before you decide.
  2. Approve or reject.
  3. When approving, use the checkbox "Remove staffing from today (shifts become unassigned)" to decide whether the person is taken off the affected assignments. Past days remain untouched.
  4. After approving with staffing removed, the dialog offers "Reassign now" — one click opens Planning with the "Only unassigned shifts" filter active for the affected period, so you can close the gaps right away.

Extending an absence​

If someone stays sick longer, use "Extend" on the approved report. The extension is created as its own report and goes through its own approval.

Privacy: Who sees the type?​

The absence type (e.g. "sick") is health data. LiteLog therefore only delivers it to authorized users:

  • Approvers (permission Edit time tracking) see the type and note — but only for people assigned to one of their accessible properties. For people outside their own area, even the approver list shows just "Absent".
  • The affected person themselves always sees their own reports in full.
  • Everyone else — for example colleagues with read-only access or in a person's assignment calendar — only sees a neutral "Absent".

Deciding (approve/reject) is deliberately not limited to the approver's own property area: anyone with the Edit time tracking permission can decide any report in the account — so nothing gets stuck when the responsible site manager is unavailable. You can never decide your own report.

The portal calendars (Planning, employee tab "Assignments") also show approved absences only as neutral "Absent" bands.

Automatic notifications​

For absences, LiteLog ships two automation rules that are active by default and can be adjusted or switched off under Automation:

  • Sick report received — informs the managers as soon as a new report arrives.
  • Sick report decided — informs the affected person (recipient type "Person from the event") about approval or rejection.

Permissions​

ActionPermission
View absencesView time tracking (type appears as "Absent")
Record / decide / extend an absenceEdit time tracking (type visible)
Report yourself sick (app)No special permission — every signed-in employee