With OS/’s absence management feature, you can easily manage your team’s vacations, sick days, or business trips right where the rest of your business operates.
In this article, you’ll learn how to set up the feature, book absences, and stay on top of things.
Setup
Absence Types & Capacity
Before your team can book absences, you’ll need to lay the groundwork in the Workspace settings.
Create Absence Categories
Every company operates differently. That’s why you decide which absence reasons should be available in your Workspace:
Navigate to the Workspace settings and select “Absence Types”
Create exactly the categories your team needs (e.g., vacation, illness, business trip...). These form the basis for future absence bookings.
Optional: If an absence type requires manager approval and should count against an employee's time-off allowance, check the Approval Required box.
Set Individual Work Capacities
To ensure that vacation and capacity calculations are absolutely precise for all work schedule models (full-time, part-time, working students, or trainees), you can define the exact working hours for each team member:
Enter the individual daily work capacity directly for each employee.
OS/ uses this data later to automatically calculate the correct capacity in hours or days when a vacation request is submitted.
Booking
Employees: Enter an Absence
Here’s how to submit a request:
Open OS/Resources and navigate to “Absences”
Click on “Request Absence” and specify the time period
Select the appropriate absence type (e.g., vacation).
Click Approve.
Your request is immediately recorded in the system and automatically forwarded to the responsible manager for approval.
Approval
Manager: Digital Approval
As a manager, you don’t need to log in to the system specifically to approve vacation requests. The process is completely digital and time-saving:
Email Notification: As soon as an employee submits a request, the responsible person receives an email notification.
1-Click Approval: This email contains a confirmation button. A single click is all it takes.
Automatic synchronization: After clicking, the absence is officially confirmed, the employee is notified, and the team calendar is automatically updated.
Team Calendar & Absence Log
To ensure that operations continue to run smoothly even during the vacation season, OS/ offers two key overview tools.
The Team Calendar
The team calendar is the central hub for coordinating vacation schedules. At a glance, the entire team can see:
Who is currently in the office or away?
Who is traveling on business or on a well-deserved vacation?
Your benefit: No more staffing shortages on projects, since overlaps are immediately apparent.
The Personal Absence Log
The absence log is the personal overview for each individual employee. Here, you can transparently see at any time:
How many vacation days have already been taken this year?
Which requests are still pending or have already been approved?
The key question: How much remaining vacation time do I have left for the rest of the year?
