VALIDATE and APPROVE an ABSENCE
This guide is intended for managers, project managers (PM), and time and absence approvers (TAA) who are responsible for validating, approving, requesting modifications, or rejecting a an absence without error.
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1. View submitted absence requests
You are able to view submitted absence requests through notifications that will appear as soon as one of your employees submits their absence.
There are two ways to view submitted absence requests:
- Email notifications OR
- AlithyaHUB notifications.
a. Email notifications
b. AlithyaHUB notifications
To access the notifications through AlithyaHUB, click on the bell icon at the top right.
Your list of notifications will appear.
Click on the absence you wish to approve.
2. Notification details
a. Absence Request details
This section offers a comprehensive overview of the absence request details, aiding you in making an informed decision on whether to approve or reject the request.
b. Approval history
This section outlines the sequence of actions for the absence request, from the submitter to the next approver.
3. Manage absence requests through email
a. Approve an absence through email
When an employee has submitted their timecard, you will receive an email notification.
After reviewing it, you can approve the timecard by email.
To do this, simply click on Approve.
After clicking on Approve, an email will open.
Then, simply click on Send without writing a comment, and the timecard approval will be recorded.
Once approved, a notification is automatically sent to the concerned employees to inform them.
b. Reject an absence through email
After reviewing your employee's absence request, you may decide to reject it.
To do this, you can click on Reject.
An email window will open, allowing you to write a mandatory comment to justify your rejection.
You can also support your refusal with any documents you deem necessary.
Then, click on Send.
Once rejected, a notification is automatically sent to the concerned employees to inform them.
c. Request information
You might choose to neither approve nor reject the request, but instead seek additional information to make an informed decision.
If you have a question about an absence request or need the employee to make a modification without rejecting it, you can send them a comment.
To do so, click on Request info.
An email window where you can write a comment to ask for the necessary details.
A notification is automatically sent to the concerned employees to request for information regarding the absence request.
4. Manage absence requests through alithyahub
a. Approve an absence through alithyahub
Click on the bell icon at the top right.
Click on the absence you wish to approve.
If you wish to approve the absence request after reviewing it, click on Approve at the top right of the window.
A window will appear. Then click on Submit.
Note that it is possible to write a comment, but it is not mandatory.
After submitting your approval, the window will close automatically, and you will be redirected to the AlithyaHUB homepage.
Once approved, a notification is automatically sent to the concerned employees to inform them.
b. Reject an absence through alithyahub
If you wish to reject the absence request after completing your review, click on Reject at the top right of the window.
After clicking on Reject, a window will open, allowing you to write a mandatory comment to justify your rejection.
You can also accompany your rejection with any documents you deem necessary.
Then, click on Send.
A notification is automatically sent to the concerned employee to inform them that their absence request has been rejected.
c. Ask for information
You might choose to neither approve nor reject the request, but instead seek additional information to make an informed decision.
If you have a question about an absence request or need the employee to make a modification without rejecting it, you can send them a comment.
To do this, click on Actions at the top right of the window.
Then select Request information.
A window will open with the employee’s name already pre-filled.
Then enter your information request in the comment box.
Click Submit.
Your employee will receive a notification informing them that an information request is required for their timecard.