Absence Management

All absence lives in one place: vacation, sickness, childcare leave, comp leave and everything in between. Absence drives both the schedule and the payroll, so what is registered here has consequences in money.

The eight absence types

Staff can choose all eight types in the staff portal. Pick the type that applies: use VAB when caring for a sick child, not Sjukdom, because they are calculated differently in payroll data.

Absence can also be registered as a half day, counting as half a day against the balance.

Sickness and childcare leave are approved instantly

Sickness and childcare leave are notifications, not requests — nobody asks permission to fall ill. They are therefore approved the moment they are registered and never enter your approval queue.

The other six types are submitted as requests and wait for your decision.

That has a practical consequence: an employee can withdraw their own request as long as you have not acted on it. Sick and childcare notifications cannot be withdrawn that way, since they are already approved. There you make the change as manager.

Handling absence as a manager

1. Go to Personal ▸ Personal ▸ Frånvaro (Staff ▸ Staff ▸ Absence)
2. Select Väntar for pending requests or Alla for the full list
3. Read the dates, type and comment on the request
4. Click Godkänn (Approve) or Neka (Reject)
5. Add an optional comment and confirm the same decision in the dialog

If the person has too low a vacation balance you get a warning — but it does not block approval. You can approve more vacation than someone has left. Check the balance first.

If you change your mind, an approved absence can be deleted. The balance is then restored automatically.

Registering absence for someone else. You do not have to wait for staff to apply. The Absence view has Registrera frånvaro to enter absence directly — useful when someone phones in sick or when you enter vacation you already agreed verbally.

Absence you register yourself is approved immediately, regardless of type.

Switching requests off entirely

If you do not want staff applying digitally, you can turn it off:

Personal ▸ Inställningar ▸ Schema ▸ Tillåt frånvaroansökningar (Staff ▸ Settings ▸ Schema ▸ Allow absence requests)

On: staff apply themselves from the staff view and you approve. Off: the form disappears and staff cannot submit new absences themselves — you register all absence yourself. Absence already submitted stays.

The setting is on by default.

How many days an absence costs

This surprises many people, and it is worth understanding before approving a long leave.

Vendion counts primarily against the person's schedule: if the schedule is published for the period, the absence costs exactly the days the person would have worked. If the schedule is not published yet — the normal case, since vacation is requested months ahead — the system falls back on Monday to Friday.

The judgement of whether the schedule exists looks forward only. A shift lying in the days before the leave says nothing about the days the leave covers, and therefore does not count as a published schedule.

Comp leave has its own order: the hours on the request are used first, then the schedule's hours, and only as a last resort eight hours per day.

Double registration is blocked

Two full-day absences on the same date cannot be saved — the system stops it outright. That prevents the same day from consuming both a vacation day and a sick day.

Two exceptions are deliberate:

• Sickness, childcare leave and parental leave may overlap vacation. Swedish vacation law gives the right to exchange vacation days for sick days when you fall ill during vacation.
• Half days are never blocked, since two half days can be perfectly correct.

Where the balances appear

Open the employee under Personal ▸ Personal and go to the Ledighetssaldo (leave balance) tab. There you find the vacation balance for the current vacation year and the comp time bank with its most recent transactions.

The employee sees their own balances in the staff portal, both on the home screen and while filling in a request.

The vacation year follows Swedish vacation law and runs 1 April to 31 March — not the calendar year. A vacation week in February therefore belongs to the vacation year that started in April the year before.