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Absences & Sick Reports

Under Time → Plan → 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 themselves via More → "Report absence" or via the quick action in the dashboard widget "My shift today". The report contains a type (Sick, Child sick, or Vacation as a request), a date range, and an optional note — and appears immediately in the Pending tab of this page, marked as Self-reported. While a report is pending, the person can withdraw it in the app (status Withdrawn, no decision needed). Other types such as special leave or time off in lieu are recorded in the portal. Details: My Shift & Report Absence (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.

Reporting yourself in the portal​

Anyone who can see the page but lacks the edit permission gets the same fields behind "Record absence" as their own report — without a person picker: type (Sick, Child sick, or Vacation), date range, optional note. For vacation the dialog shows your own balance if an entitlement is maintained. The report appears as Self-reported in the Pending tab, can be taken back there with "Withdraw", and is decided by another person (four-eyes principle).

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.

In the Pending tab the oldest reports come first. A report waiting for more than seven days carries the red marker "open for X days" — nothing gets forgotten.

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 Time → Plan → Shifts with the "Only unassigned orders" 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.

Vacation entitlement & balance​

For the type Vacation, LiteLog keeps a vacation balance per person and year — provided an entitlement is maintained:

  1. Maintain the entitlement — On the employee detail page, tab "Work time", the card "Vacation {year}" shows the balance. Via "Maintain entitlement" or "Edit" you set the entitlement (days) and optionally the carryover from the previous year plus a note (e.g. "pro-rata entitlement from 01 Jul start"). Use the Previous year / Next year arrows to switch years; the next year is maintained manually on purpose — there is no automatic year rollover.
  2. Read the balance — The card calculates from the reports: Entitlement, Carryover, Used (approved vacation reports), Requested (pending), and Remaining.
  3. Balance in the approval dialog — When deciding a vacation request, the dialog shows the balance line: "X of Y vacation days used · this request: Z workdays · remaining after: R". Requests spanning years show one line per year.
  4. Overdraw warning — If the request would exceed the entitlement, the hint switches to a warning tone. Approval is not blocked — you decide freely.

:::info No balance without a maintained entitlement If no entitlement is maintained for a year, the card only shows the empty state and the approval dialog shows no balance line. The feature is deliberately silent — it forces nobody to maintain quotas. :::

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 person's deciders as soon as a new report arrives: the people allowed to decide the report (permission "Edit time tracking" or administrator) who are responsible for all properties or for one of the person's properties; if nobody matches, the message goes to the "First admin" role. The default text names the person and the period ("{Mitarbeiter} hat eine Abwesenheit für {Zeitraum} gemeldet"), never the type.
  • Sick report decided — informs the affected person (recipient type "Person from the event") about approval or rejection; the default text names the period, the outcome, and the reason ({Zeitraum}, {Status}, {Grund}).

Both texts can be adjusted under Automation; the placeholders {Mitarbeiter}, {Zeitraum}, {Von}, {Bis} and, for the decision, {Status}, {Grund} and {Entschieden von} are available. When the person withdraws their pending report, it disappears from the Pending tab and the trigger "Sick report withdrawn" fires — without a rule by default. To notice withdrawals, create a rule under Automation with the recipient type "Absence deciders"; the placeholders are the same as for the incoming report ({Mitarbeiter}, {Zeitraum}, {Von}, {Bis}).

Permissions​

ActionPermission
View absencesView time tracking (type appears as "Absent")
Record / decide / extend an absenceEdit time tracking (type visible)
Report yourself sick / request vacation / withdraw (app)No special permission — every signed-in employee
Report yourself / withdraw (portal)View time tracking (the page must be reachable)