# Abwesenheiten Documentation **Last Updated:** 2026-01-09 ## Basic Information - **Feature Name:** Abwesenheiten - **Slug:** abwesenheiten - **Status:** Available - **Related Product Pages:** - `v2/pages/product_absences.php` - Product page: https://www.ordio.com/abwesenheiten ## Overview Verabschiede dich von Excel und Anfragen über WhatsApp! Sieh alle Urlaubsanfragen auf einem Dashboard, verfolge Urlaubskonten und erledige alles rund um das Thema „Urlaub“. ## Use Cases ### Restaurant Vacation Planning **Scenario:** A restaurant chain with 5 locations needs to coordinate summer vacation requests across all locations while ensuring adequate coverage during peak season. **Process:** 1. HR manager accesses Abwesenheiten dashboard and views all locations 2. Sets vacation request deadline (e.g., March 1st for summer vacations) 3. Employees submit vacation requests via mobile app or web interface 4. System automatically detects conflicts (multiple employees requesting same dates) 5. Manager reviews requests, considering business needs and employee preferences 6. Approves or adjusts requests to ensure coverage 7. Approved absences automatically appear in shift planning system 8. Employees receive notifications and can view approved dates in calendar **Benefits:** Reduces planning conflicts by 70%, ensures transparent and fair vacation distribution, eliminates Excel chaos and version problems, saves 5+ hours per week on vacation coordination. ### Healthcare Shift Coverage Management **Scenario:** A hospital needs to manage nurse absences while ensuring 24/7 coverage across ICU, ER, and general wards, with compliance to labor laws and certification requirements. **Process:** 1. Nurse submits absence request (sick leave, training, vacation) via mobile app 2. System checks coverage requirements and certification needs for affected shifts 3. Request automatically routed to department manager 4. Manager reviews request with real-time coverage visibility 5. System suggests available replacement nurses based on skills and availability 6. Manager approves request and assigns replacement if needed 7. All affected parties receive notifications 8. Absence integrated into shift planning to prevent future conflicts **Benefits:** Ensures legal compliance with coverage requirements, reduces last-minute scrambling, improves work-life balance for staff, maintains quality of care through proper coverage. ### Retail Holiday Season Coordination **Scenario:** A retail store needs to manage employee absences during busy holiday season while optimizing staffing for customer traffic patterns. **Process:** 1. Store manager sets holiday season planning period (November-December) 2. Employees submit absence requests early (deadline: October 1st) 3. Manager views all requests in calendar view with traffic forecast overlay 4. System highlights potential coverage gaps during peak shopping days 5. Manager adjusts requests to ensure adequate staffing on critical days 6. Approved absences automatically considered in holiday shift planning 7. Employees receive confirmations and can plan accordingly 8. Manager exports absence report for payroll and compliance documentation **Benefits:** Smooth holiday operations with adequate coverage, employee satisfaction through early planning, reduced conflicts and last-minute changes, better cost control. ### Multi-Location Service Business **Scenario:** A service business with 10 locations needs centralized absence management with location-specific flexibility and cross-location employee utilization. **Process:** 1. Central HR manager views absence dashboard for all locations 2. Employees submit requests through their location-specific interface 3. Requests automatically routed to location manager for approval 4. System shows cross-location employee availability for coverage 5. Location manager can request coverage from other locations if needed 6. Central manager has oversight of all absence patterns 7. Reports generated per location and company-wide 8. Absence data integrated with multi-location shift planning **Benefits:** Centralized oversight with local flexibility, efficient cross-location coverage, consistent absence policies across locations, comprehensive reporting. ### Employee Self-Service Absence Management **Scenario:** Employees want to manage their own absences without constant back-and-forth with managers, viewing balances and submitting requests independently. **Process:** 1. Employee opens Ordio mobile app or web interface 2. Views personal absence calendar and remaining vacation balance 3. Checks availability calendar to see team absences 4. Submits absence request with date selection and reason 5. Receives instant confirmation and tracking number 6. Gets push notification when manager reviews request 7. Views approval/rejection status with manager comments 8. Approved absences automatically appear in personal calendar **Benefits:** Employee empowerment and self-service, reduced administrative burden on managers, transparent process, mobile convenience for on-the-go requests. ## Target Audience ### Primary Users **HR Managers:** - Daily responsibility for managing employee absences and vacation planning - Need centralized dashboard to view all absence requests and approvals - Require automated workflows to reduce manual processing time - Benefit from conflict detection and availability overview features **Shift Managers:** - Need to coordinate absences with shift planning - Require real-time visibility into team availability - Benefit from automatic notifications when absences are requested - Use absence data to optimize shift coverage **Employees:** - Submit absence requests via mobile app or web interface - View their own absence history and remaining vacation days - Receive notifications about request status - Benefit from self-service capabilities ### Secondary Users **Business Owners:** - Need high-level visibility into absence patterns and costs - Require compliance assurance for labor law requirements - Benefit from reporting and analytics for strategic planning **Operations Managers:** - Coordinate absences across multiple locations - Need integration with other operational systems - Require forecasting capabilities for resource planning ### Industries **Restaurants & Hospitality:** - High turnover, frequent absence requests - Peak season planning critical - Need flexible absence management - Integration with shift planning essential **Retail:** - Holiday season absence coordination - Part-time and full-time mix - Multi-location management - Customer traffic-based planning **Healthcare:** - 24/7 coverage requirements - Compliance-critical (certifications, coverage) - On-call scheduling integration - Complex absence types (sick leave, training, etc.) **Service Businesses:** - Multi-location coordination - Field service scheduling - Skill-based coverage requirements - Customer appointment integration ## Key Functionality ### Core Capabilities - **Abwesenheitsmanagement:** Centralized management of all employee absences including vacation, sick leave, training, and special leave - **Urlaubsplanung:** Digital vacation planning with calendar view, availability tracking, and automatic conflict detection - **Verfügbarkeitsübersicht:** Real-time overview of team availability across all locations and departments - **Automatische Benachrichtigungen:** Automatic email and push notifications for absence requests, approvals, and reminders - **Mitarbeiter-Self-Service:** Employees can submit absence requests, view their absence history, and check remaining vacation days via mobile app or web - **Schichtplan-Integration:** Seamless integration with shift planning to automatically consider absences when creating schedules - **Konfliktvermeidung:** Automatic detection and warnings for scheduling conflicts, ensuring adequate coverage - **Mobile Apps:** Full functionality available on iOS and Android apps for on-the-go absence management ### Advanced Features **Abwesenheitsverlauf:** - Complete history of all employee absences - Filterable by date range, employee, absence type - Export capabilities for reporting and compliance **Abwesenheitsanträge:** - Digital request system via app and web - Coordinated through comprehensive rights and role system - Multi-level approval workflows - Automatic routing to appropriate approvers **Arbeitszeitkonto:** - Management of overtime and undertime hours - Automatic balance calculation - Integration with time tracking system - Settlement options (time off in lieu, payment) **Dynamisches Urlaubskonto:** - Dynamic calculation of vacation entitlement for flexible employees - Automatic accrual based on working hours - Pro-rated calculations for part-time employees - Integration with employment contracts **Reporting:** - Comprehensive reporting and analytics for all absences - Trend analysis and pattern recognition - Cost analysis and budget tracking - Export to Excel, PDF, and accounting systems **Individuelle Abwesenheiten:** - Define various paid and unpaid absence types - Custom absence categories (vacation, sick leave, parental leave, training, etc.) - Different rules and approval workflows per type - Integration with payroll for automatic deduction **Exporte:** - File exports of all data for DATEV, Addison & Co. - Automated monthly/quarterly exports - Custom export formats - Integration with accounting systems ## Technical Implementation ### File Structure **Frontend Files:** - **PHP:** `v2/pages/product_absences.php` (~1290 lines) - Product page with hero section, feature showcase, searchable feature list, FAQ section, and CTAs - Alpine.js integration for interactive elements (search functionality) - Schema markup for SEO (SoftwareApplication, Service, FAQPage, BreadcrumbList) - Responsive design with Tailwind CSS **JavaScript:** - `/v2/js/lead-capture-triggers.min.js` - Lead capture and form tracking - Alpine.js components for searchable content and interactive UI - Custom Alpine.js data: `searchableContent` for feature search functionality **CSS:** - `/v2/css/product-pages.min.css` - Shared product pages stylesheet - Tailwind CSS utility classes for styling - Custom animations and transitions - Responsive breakpoints for mobile/tablet/desktop **Dependencies:** **Backend Systems:** - Employee database and management system - Notification system (email, push notifications) - Mobile app backend API - Shift planning system integration - Time tracking system integration - Payroll system integration (DATEV) - Reporting and analytics engine **External Integrations:** - Mobile app (iOS and Android) - Email notification service - Push notification service - DATEV for payroll export - Calendar integration (optional) **Frontend Libraries:** - Alpine.js for reactive UI components - Tailwind CSS for styling - AOS (Animate On Scroll) for animations ### API Endpoints **Absence Management:** - `GET /api/absences` - List absences with filters (date range, employee, type, status) - `POST /api/absences` - Create new absence request - `PUT /api/absences/{id}` - Update absence request - `DELETE /api/absences/{id}` - Cancel absence request - `GET /api/absences/{id}` - Get absence details **Approval Workflow:** - `POST /api/absences/{id}/approve` - Approve absence request - `POST /api/absences/{id}/reject` - Reject absence request - `GET /api/absences/pending` - List pending approval requests **Availability:** - `GET /api/availability` - Get employee availability - `GET /api/availability/conflicts` - Check for scheduling conflicts - `GET /api/availability/calendar` - Get calendar view of absences **Reporting:** - `GET /api/reports/absences` - Absence reports - `GET /api/reports/vacation-balance` - Vacation balance reports - `GET /api/reports/absence-costs` - Absence cost analysis **Exports:** - `GET /api/exports/absences` - Export absence data (CSV, Excel, PDF) - `GET /api/exports/datev` - DATEV export format ## User Experience ### Detailed User Flow #### Flow 1: Employee Requests Absence 1. **Access Absence Feature:** - Employee logs into Ordio (web or mobile app) - Navigates to "Abwesenheiten" section - System displays absence calendar and request form 2. **Submit Request:** - Employee selects absence type (vacation, sick leave, etc.) - Chooses date range using calendar picker - Adds optional notes or reason - Submits request - System validates request (checks conflicts, available days) 3. **Request Processing:** - System automatically routes to appropriate approver based on role system - Approver receives notification (email + push notification) - Request appears in approver's dashboard 4. **Approval/Rejection:** - Approver reviews request details - Checks availability and conflicts - Approves or rejects with optional comment - Employee receives notification of decision 5. **Calendar Update:** - Approved absence automatically appears in calendar - Shift planning system considers absence for future schedules - Vacation balance updated automatically #### Flow 2: Manager Views Absence Dashboard 1. **Access Dashboard:** - Manager logs into Ordio - Navigates to "Abwesenheiten" section - System displays comprehensive dashboard 2. **View Overview:** - Calendar view showing all team absences - Color-coded by absence type (vacation, sick leave, etc.) - Pending requests highlighted - Availability overview for selected period 3. **Review Requests:** - Manager sees list of pending requests - Can filter by employee, date, type - Reviews each request with employee details 4. **Make Decisions:** - Approves or rejects requests individually or in bulk - Adds comments if needed - System automatically updates calendar and notifies employees #### Flow 3: Viewing Absence History and Balance 1. **Access Personal Absence:** - Employee navigates to "Abwesenheiten" section - Views personal absence calendar 2. **Check Balance:** - System displays remaining vacation days - Shows used days for current year - Displays absence history with details 3. **Export Data:** - Employee can export personal absence history - Manager can export team absence reports - Exports available in multiple formats ### UI Components **Absence Dashboard:** - **Layout:** Calendar view with sidebar navigation - **Elements:** - Monthly/weekly calendar grid - Color-coded absence indicators - Legend showing absence types - Filter options (employee, type, date range) - Pending requests panel - **Interactions:** Click dates to view details, drag to select ranges, filter by criteria - **Visual Design:** Clean, modern interface with Ordio branding **Absence Request Form:** - **Layout:** Modal or dedicated page - **Elements:** - Absence type dropdown - Date range picker (start and end date) - Notes/comment field - Submit button - Preview of affected shifts (if applicable) - **Interactions:** Date selection, form validation, conflict warnings - **Visual Design:** User-friendly form with clear labels and validation feedback **Approval Interface:** - **Layout:** List view with request cards - **Elements:** - Request details (employee, dates, type, reason) - Conflict warnings - Approve/Reject buttons - Comment field - Employee availability context - **Interactions:** Quick approve/reject, bulk actions, filtering - **Visual Design:** Clear request cards with action buttons **Absence Calendar:** - **Layout:** Grid-based calendar view - **Elements:** - Day/week/month view toggle - Color-coded absence blocks - Employee names on absences - Navigation controls - Legend - **Interactions:** Navigate between periods, click absences for details, filter by employee - **Visual Design:** Intuitive calendar with clear visual hierarchy **Mobile App Interface:** - **Layout:** Optimized for mobile screens - **Elements:** - Simplified calendar view - Quick request button - Push notifications for status updates - Offline capability for viewing calendar - **Interactions:** Swipe gestures, tap to request, pull to refresh - **Visual Design:** Mobile-first design with touch-friendly elements ## Visual Documentation ### Screenshots **Dashboard View:** - **File:** `/v2/img/screenshots/abwesenheiten-dashboard.webp` - **Alt Text:** "Abwesenheiten dashboard showing vacation calendar and pending requests" - **Caption:** Main absence management dashboard with calendar view and pending requests panel **Mobile View:** - **File:** `/v2/img/screenshots/abwesenheiten-mobile.webp` - **Alt Text:** "Abwesenheiten mobile app showing absence request form" - **Caption:** Mobile app interface for requesting absences on-the-go **Request Form:** - **File:** `/v2/img/screenshots/abwesenheiten-request.webp` - **Alt Text:** "Abwesenheiten request form with date picker and reason selection" - **Caption:** Digital absence request form with calendar picker and absence type selection ### Diagrams **User Flow Diagram:** - **File:** `/v2/img/diagrams/abwesenheiten-user-flow.svg` - **Description:** Step-by-step flow from absence request to approval and calendar update - **Use Case:** Understanding the complete absence management workflow **Integration Diagram:** - **File:** `/v2/img/diagrams/abwesenheiten-integration.svg` - **Description:** How Abwesenheiten integrates with Schichtplanung, Zeiterfassung, and Lohnabrechnung ## Maintenance ### Update Schedule - **Regular updates:** Monthly feature enhancements based on user feedback - **Compliance updates:** Quarterly updates for labor law changes and holiday calendars - **Integration updates:** As needed for DATEV and other system integrations - **Bug fixes:** As needed based on user feedback and support tickets ### Common Updates - **Labor law compliance:** Update rules for new regulations (e.g., minimum rest periods, maximum working hours) - **Holiday calendars:** Annual updates for public holidays and regional variations - **Feature enhancements:** Add new absence types, improve approval workflows, enhance reporting - **Performance optimization:** Improve calendar loading speed, optimize database queries - **Mobile app updates:** Enhance mobile app functionality, improve offline capabilities - **Integration improvements:** Update DATEV export format, enhance shift planning integration ## Related Documentation - [Product Pages Inventory](../../pages/product-pages/PRODUCT_PAGES_INVENTORY.md) - [Product Features Inventory](../PRODUCT_FEATURES_INVENTORY.md) ## Related Cursor Rules - [product-pages.mdc](../../../../.cursor/rules/product-pages.mdc) - [shared-patterns.mdc](../../../../.cursor/rules/shared-patterns.mdc) - [global.mdc](../../../../.cursor/rules/global.mdc)